Press Release: TEAM Informatics appointed as one of three on the New Zealand cross-government ICT panel for the provision of Enterprise Content Management-as-a-Service.

November 26, 2013

WELLINGTON, New Zealand, Nov. 26, 2013

TEAM Informatics, partnering with local New Zealand based IS Company Asparona, today announced that it has been appointed to a panel of suppliers to provide content, records, collaboration and library services to New Zealand government agencies. Known as “ContentWorX”, the service supports the Government ICT Strategy and Action Plan to 2017 enabling content centric solutions “on-demand” and delivered as a managed service offering.

The contract gives TEAM Asparona the opportunity to provide Enterprise Content Management-as-a-Service (“ECMS”) across a broad base of content centric solutions to eligible New Zealand government public and state sector agencies as well as a number of approved non public sector eligible agencies.

TEAM Informatics brings its global experience and domain expertise in ECMS complimented by Asparona’s local presence and managed service capability. The TEAM Asparona ContentWorX service allows for unparalleled access to an enterprise grade portfolio of Oracle ECMS products on a per user per month basis.

“TEAM Informatics is pleased to be selected to participate as a panel member to deliver ContentWorX “Content-as-a-Service” to government agencies throughout New Zealand” said Craig Hampson, Director – TEAM Informatics, New Zealand and Australia. “Together with our partner Asparona, we look forward to providing a seamless agency user experience across a broad range of content business use cases with a managed solution by TEAM Asparona, powered by Oracle.” continued Hampson.

“Asparona looks forward to continuing our relationship with TEAM Informatics in delivering and supporting a comprehensive service catalogue for “Content-as-a-Service” to New Zealand government agencies” said Asparona’s Ian Rogers.

For more information on the TEAM Asparona ContentWorX service visit: www.teamasparona.com.

About TEAM Informatics

TEAM Informatics (New Zealand) is part of TEAM Informatics Inc. (“TEAM”) – an employee-owned, Minnesota-based software products and systems integration firm with a global customer base. TEAM was formed over 10 years ago and has experienced a sustained aggressive growth rate.

TEAM is an Oracle software reseller and a global member of the Oracle Partner Network, specialising in areas such as WebCenter Content and WebCenter Portal. Offerings include professional services, managed services, enterprise and development support and an expanding set of content centric add-on products. In addition, TEAM is a Google Enterprise Partner and reseller for the Google Search technologies.

For more information about TEAM Informatics visit: www.teaminformatics.co.nz. Follow us: @TEAManz

About Asparona

Asparona, acquired by Deloitte New Zealand in August 2013, is the leading implementer of Oracle technology in New Zealand (by scale and implementation base) and also runs a managed service and application support business.  In addition, Asparona delivers all Oracle training courses in New Zealand.  Asparona employs people in Auckland and Wellington and is part of the Deloitte group of companies.

For more information about Asparona visit: www.asparona.com.

About Oracle

Oracle engineers hardware and software to work together in the cloud and in your data centre. For more information about Oracle (NYSE:ORCL), visit: www.oracle.com.

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Oracle and Java are registered trademarks of Oracle and/or its affiliates.

Media Contact: Craig Hampson, TEAM Informatics Pty Ltd, +64 4 385 4130 / +61 1300 TEAM ANZ,craig.hampson@teaminformatics.com

SOURCE TEAM Informatics Pty Ltd


Expanding your RM capabilities with Early Case Assessment, Enhanced Legal Hold and File Plan Management

September 24, 2013

By: Raoul Miller – Enterprise Architect

public-recordsTEAM has successfully deployed many WebCenter Records projects but we find that some clients or potential clients need more capabilities than the core product provides.  Recently we were working with a large international financial organization and it became clear during our scoping that Oracle’s Records Management solution would need to be integrated with other capabilities in order to meet their requirements.

WebCenter Records (WCR) is an excellent solution for managing content in-place within the WebCenter Content repository using the supported adapters but it is not designed to provide some of the additional features that might be used by in-house counsel preparing for litigation.  Additionally, although WCR has the capability to manage a very complex set of file plans and retention schedules it is not designed to manage the legal reasoning behind a given policy.

exterro logoWe looked at and spoke with a wide range of application vendors in the space and selected two that could both fill those gaps in the product offering and also integrate easily with the existing WebCenter and adapter footprint.  To expand WebCenter’s capabilities into the realm of litigation management, enhanced legal hold and early case assessment we chose Exterro and their Fusion suite of applications.  Integration was straightforward as Exterro had already created a proof of concept connector from their Fusion Legal Hold dashboard to a WebCenter Content (or Records) repository.  This allowed all the other aspects of their Fusion suite to interact with WCR seamlessly and offered a wide range of additional litigation management and legal hold capabilities that are outside the scope of the DoD 5015 certified WCR application.  Another set of capabilities offered by

450-70-zeta

Exterro is their early case assessment (ECA) Zeta platform which allows for analysis of content in-place before it is ingested or managed explicitly by the system (on desktops or remote file servers, for instance).  This decreases costs and complexity in the long term and gives records managers and counsel access to data when they need it.

fontis logo


The other substantial contribution to the solution was provided by Fontis’ Open Retention Manager (ORM).  Although WCR has very robust file plan and retention schedule capabilities, it is not designed with an interface to manage and update the legal basis for these classifications and schedules. Fontis fills that gap with legal research that proposes plans and schedules and provides all the citations for those recommendations.  ORM then manages these retention schedules on an ongoing basis and makes (and justifies) updates as required.  This is an extremely useful set of functions and particularly important for organizations in litigious environments or with complex international obligations and exposure.

Integration of these two sets of products was very straightforward – Exterro shares a similar deployment platform to WebCenter and had already developed a RESTful integration with WebCenter Content to designate repositories as non-custodial data sources.  TEAM is working actively with Exterro and Oracle Product Management to enhance and expand that integration for other clients.  For the Fontis integration, we chose a much looser coupling approach, with their ORM user interface remaining independent (for the limited set of users who required access to it) and export of file plans and retention schedules in XML. These exported file plans and retention and disposition schedules would be imported automatically to WCR using a simple translation component.  Ongoing schedule changes would be managed through workflow within WebCenter to ensure a full audit trail and chain of responsibility.

We are proud that we were able to design a complex solution to meet the broad Information Governance requirements of a large international organization by bringing together and integrating best-of-breed solutions from three different vendors.  We are committed to continuing this innovation and developing custom solutions to meet the complex demands of all our clients around the world.  If you would like to find out more or discuss your own content and information management challenges, contact us via the website, email or connect with us at Oracle Open World this week.


Oracle WebCenter Content: Records Management – Understanding Series, Retention, Categories & Records Folders

August 7, 2013

By: Dwayne Parkinson – Solution Architect

A funny thing happened on the way to implementing the brand X records management solution; somebody forgot to tell the legal department that the way they need to organize content is not the same way the business needs to organize content.  The business may organize their content into a nice clean hierarchical folder structure by client and product, or maybe they group items by business process or maybe the business has no structure to their content and chooses to rely on metadata to organize content items.  Most likely it’s a combination of all three.

Enter stage left:  records management.  Suddenly the legal department needs to group content based on how long the business legally needs to keep the item rather than grouping by business process.  The content items no longer fit nicely within the “Smith Acquisition – Regulatory Documents” folder.  Instead they are regulatory documents for Kentucky which have different requirements for document retention than the regulatory documents for Tennessee, Indiana and Wisconsin.

Unlike other solutions on the market, Oracle WebCenter Content: Records Management (formerly Universal Records Management or URM) can easily handle the situation we just described.  WebCenter Content: Records Management manages content items regardless of source or format, in a single, consistent, manageable infrastructure.  The content items can be electronic documents such as spreadsheets and photos or physical items such as boxes of signed documents.  Most importantly, regardless of the type of content, all managed items can be assigned to a “Retention Category” or folder which is independent of how they are actually stored within the content management system.  That separation allows the legal department to group content items differently than the rest of the business, which is an important feature for many organizations.

The Retention Schedule represents the starting point, or highest level, of a hierarchical structure that is used to arrange content items based on the rules for retention.  It is from this starting point that an organization will begin implementing a records management structure to match the legal requirements and business needs of their organization.

Series: Within WebCenter Content: Records Management, Series are used to divide the Retention Schedule into logical groupings.  A Series can be thought of similar to a folder in Windows Explorer; however, it cannot actually contain a content item.  Instead, it contains other Series and Retention Categories (see below).  In this example, you can see a Series (Commercial File Plan) which contains another Series (Accounting) which contains a third Series (Ledgers) which finally contains the Retention Categories of General Ledgers and Trial Balances.

Retention Category: In the image above, General Ledger and Trial Balances are Retention Categories.  A Retention Category contains the content items that will be managed by the software.  It has security settings, notification information and most importantly, disposition instructions which indicate when to take action on content items within that category.

The rules that describe what to do to the content items are called Disposition Instructions and are a very important aspect of the Retention Category.  Disposition Instructions will be covered in a future blog posting, but for now it’s important to notice that there can be only one set of Disposition Instructions per Retention Category.  The implication of having a single set of Disposition Rules for a Retention Category is that documents with different retention periods are usually best separated into their own Retention Category.

Also of interest is the fact that a Retention Category cannot contain another Retention Category.  If there is a need to group documents together within a Retention Category, the Oracle WebCenter Content: Records Management software has the concept of a Records Folder.

Records Folder: A Records Folder can be created within a Retention Category, but not within a Series.  Each Records Folder can have a separate set of dates (activation, deletion, etc.) as well as profile triggers and other information to help manage content within that folder.  However, since the Records Folder is contained within a Retention Category, it also can inherit the attributes and disposition of that Retention Category.  Additionally, Records Folders can be nested within other Records Folders.

In this example, the General Ledgers Retention Category contains a Records Folder for the Smith Acquisition.  Presumably, these documents need to be handled slightly differently than standard general ledger documents.

Now that we know a little bit about what a Series, Retention Category and Records Folder are used for, we can start creating them to match the needs of the organization.  Within WebCenter Content: Records Management creating these items is very easy.  Browse to a location within the Retention Schedule where you want to create the Series, Retention Category or Records Folder, choose Create and select the appropriate item from the menu.

In the example above, we are in the Series called “Accounting”.  Since it’s a Series, it can only contain another Series or a Retention Category so those are the only two items listed in the drop down menu.  However, as you can see below, if we are in a Retention Category we can create a Records Folder, a new Content Item or a new Physical Item.

The screens used to create a Series, Retention Category and Records Folder all contain a Quick Help button which explains how each of the fields on the screen is used.

More information on creating a Series, Retention Category and Records Folder along with all of the fields on the creation screens can be found in the Setup Guide for Records Management. Once an item is created, editing or deleting is easily done from the menus.  Select the Action icon next to the item you want to modify and then choose the appropriate action from the menu as shown below.

In summary, the combination of Series, Retention Category and Folder are the basis for all records management implementations using WebCenter Content: Records Management.  They are used to create a structure that groups content items together based on legal and business rules for disposition of an item.  We will explore the details behind these disposition rules in a future post.

If your company needs help with any aspect of an Oracle WebCenter Content implementation, TEAM Informatics is here for you.  Whether you need a subject matter expert for a few hours or an entire implementation team to run your project, we have the resources and expertise needed to make your project a success. Contact us today!


TEAM’s Collaborate 13 Recap

April 18, 2013

collaboratebanner

Collaborate 13 has come to an end and we would like to reflect on our trip to the Denver summit. Aside from the surprise of snowy April weather, TEAM had many great announcements over the week and in case you missed them here they are:

Engineered to Work Together – TEAM Informatics WebCenter Sites Connector v. 1.1 for WebCenter Content

TEAM Informatics Announces Full Life-Cycle, Paper to Paperless Solution, with Gill Digital

TEAM Informatics Announces Growth in North American Public Sector with Continuing Success in Oracle WebCenter

These announcements reflect TEAM’s on-going strategy of providing solutions that get the most out of software, providing all-in-one solution packages, and growing in each vertical with each successful project. Our commitment to our customers is only strengthened by our commitment to Oracle technology.

TEAM also had 4 great presentations: (Click to see the Slideshares)

We thank everyone that attended and TEAM would like to add a special thank you to Todd Matthews from Starwood Hotels for his time and efforts in presenting with us.

It was a great event and we were happy to see so many attendees, customers and partners stop by our booth. Collaborate is not only a great event to meet potential customers and create opportunities, but also a forum to establish strategic partnerships with other vendors. We will see what the spring and summer months will bring and we are already looking ahead for Oracle OpenWorld in September!


TEAM Collaborate13 Session Overview: #793 – Web-based Contract Management for Starwood Hotels – A Case Study using Oracle WebCenter

April 4, 2013

TEAM has 4 sessions this year at Collaborate13 in Denver, CO sharing our knowledge and experience to all Oracle developers/users/customers who wish to learn best practices of the WebCenter Suite. The following session is based on our successful project with Starwood Hotels (Sheraton, Westin, FourPoints, etc.) and is presented by Todd Matthews, Associate Director of  Legal and Global Information Management for Starwood and Jamileth Rojas, Account Manager for TEAM Informatics.

Abstract: Managing hundreds of hospitality properties around the world is a difficult task. Starwood Hotels had a need for a content system that allowed them to manage the myriad of documents related to property contract approval, storage and retrieval processes, as well as property life-history, showing all documents for all instances of a property plotted along the timeline – regardless of whether the hotel was company owned, managed, or franchised. TEAM Informatics, an Oracle Gold Partner specialized in WebCenter Content, has been working closely with Starwood for the last 9 months on the development of the system, which is now in production. Starwood and TEAM will be co-presenting an inside look at this successful WebCenter project.

  • Understand the challenges involved in contract and property life-cycle management.
  • Demonstrate a proven approach to utilizing WebCenter Content for management of these documents.
  • Share best practices for hospitality industry.

Catch this presentation Wednesday, April 10, 8:15 am – 9:15 am  Location: Mile High Ballroom 4D

If you would like to chat before/after/or at Collaborate anytime, please contact us here!


Content-enabling Your Insurance Business Using Oracle BPM and WebCenter Content

March 26, 2013

By: Raoul Miller – Enterprise Architect

TEAM has worked with a number of insurance companies over the years and the advantages of content-enabling these enterprises are numerous.  Many insurance organizations have grown through acquisition with the end result of having multiple parallel systems in place and a lot of complexity integrating them. This makes them ideal for deployment of SOA/BPM as an integration methodology and adding content and records management to this is a no-brainer (as the insurance industry is so document and record-driven).

bpm-diagram-1Last year, Oracle published a white paper (link) on how best to use their BPM (business process management) tools in an insurance industry setting.  I won’t restate all their reasons as to why the Oracle solution is a good fit – but suffice to say that the Oracle insurance business unit has a lot of experience in the area and solutions to meet the needs. However, what was missing from the white paper was the value and flexibility gained by adding WebCenter Content, Records, and Imaging to the mix – integrations on which TEAM is currently working with a number of customers. These integrations allow for secure upload of files from agents’ offices, scanning and uploading of paper forms and documents (using capture and distributed capture), migrating legacy images from mainframe systems to modern Oracle WebCenter Content systems, and users (for the first time) to truly search and retrieve content based on metadata and full text searches.

What TEAM brings to the table is experience and knowledge of content-enabling these processes to provide the best user experience internally and externally, while meeting all security, retention, and legal requirements.  This goes above and beyond the (with the greatest respect) “plumbing” of the solution and brings the experience of multiple deployments, case studies, and challenges to the table.  Most clients will only deploy these solutions once or twice in their career – we do this every day, and have been for over 14 years.

If you are an insurance company (or in a related business), are looking for guidance and assistance in deploying Oracle BPM and SOA within your organization, and want the specialized input of an Oracle Gold partner, please get in touch. We would be happy to discuss our long experience in the field and how we can get your systems fully content-enabled – meeting the challenges of making information available where and when it is needed while meeting all security and legal requirements.


Victorian Electronic Records Strategy (VERS) with Oracle WebCenter Content: Records

October 4, 2012

By: Sudha Venkatesh – Application Consultant
TEAM Informatics Pty Ltd – Australia

The Record Keeper  scribemeetsworld.com

Within the Australian State of Victoria, government agencies like many other organisations worldwide face a significant challenge of preserving permanent electronic records produced in the regular course of business. Not all these electronic documents are active and are at a point in their disposition cycle where they are not required for day-to-day business however must be preserved for various regulatory reasons.  In preserving them, challenges such as program obsolescence, loss of record context, authenticity and integrity, media failure, reliability, loss of recordkeeping system have to be overcome.

To solve the above challenges, the Public Records Office of Victoria (PROV) devised a strategy for preserving long term electronic records known as – Victorian Electronic Records Strategy (VERS). The VERS standard specifies a metadata scheme which retains the basic information for an electronic record to aid in preserving its context even after significant periods of time.

VERS specifies a system-independent approach which relies on XML rather than specific application formats (like Office, PDF) to export the record and its metadata.

For a recordkeeping system to be VERS compliant, it must satisfy five defined specifications

Specification 1: System Requirements for Preserving Electronic Records – the overall functions that a recordkeeping system must perform to preserve electronic records for a substantial period

Specification 2: VERS Metadata Scheme – the metadata that a recordkeeping system must hold to conform to VERS

Specification 3: VERS Standard Electronic Record Format – the technical definition of the VERS Encapsulated Object (VEO) format; the mandatory long-term format for records.

Specification 4: VERS Long Term Preservation Formats – the data formats that PROV accepts as suitable for representing documents for a significant period.

Specification 5: Export of Electronic Records to PROV – defines details of the approved media and mechanisms by which PROV will accept an export of electronic records

Oracle WebCenter Content – Records meets specification 1 out-of-the-box and allows new metadata to be defined as per specification 2.

To meet specifications 3, 4 and 5 – Oracle WebCenter Content – Records will have to be able to

  1. Construct a VEO (VERS Encapsulated Object), which is an XML of the metadata and the electronic record
  2. Export the VEOs out of the system
  3. Transfer it to PROV for retention.

TEAM’s VERSExporter as an extension to WebCenter Content – Records satisfies all the requirements of generating the VEOs and storing them within a file system. The solution will create an XML representation of the latest version of the electronic record including its metadata (e.g. the context and history). The electronic document needs to be available in one of the formats – Text, PDF-A, PDF, TIFF, JPEG, JPEG-2000, MPEG-4. For electronic contents which are in other formats, the web version as a PDF is used; this is because PDF preserves a key characteristic of a record – which is to preserve the appearance of the record as the original creator saw it.  This document is converted into base64 data and embedded as part of the XML object. This XML object representation of the electronic record is then digitally signed to protect the authenticity of the contents. The XML rendition of a record is created when the content is registered into the system.

Storing within the file system, independent of the records management system, ensures that the contents are preserved even when the recordkeeping system has ceased to operate or is superseded by newer technologies and/or formats .


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