ShipIT Conference 2015

Facilitating Document Management

Compliance in the Maritime Industry

Tassos Anagnostopoulos

Principal Solutions Architect

anagnostopoulost@unisystems.gr Athens, 30 September 2015

50+ years of solid IT experience

Uni Systems was founded in 1964. 35+ years of Banking experience. 15+ years of Telecom experience.

Lead systems integrator & solutions provider in international market

More than 30 international customers including E.C., EU agencies, etc.

480+ specialized business & technology professionals 200 S/W Engineers, 150 System & Support Engineers, 50 Business Consultants

65+ M€ Total Revenues (2014) 52+ M€ Services, & Consulting 11+ M€ EU Institutions, Agencies and International Organisations

Uni Systems at a glance

Using Greece as its base, Uni Systems is positioned as a key SI player in the

emerging SE European, MENA and EU region.

A Reference in the European ICT Service Sector

Major ICT Systems Integrator in

the domestic market

Key contractor for central EU

Institutions & Agencies

Among the top solutions

providers in the region of South-

Eastern Europe & Turkey

Expand to MENA and GCC

countries with targeted solutions

3

The Need for Document Management

• Average company has

200-300 different types

of documents

• 80% of enterprise

information is

unstructured – Source: Fulcrum Research

• 90% of unstructured

information is

unmanaged

SOPs

video

presentations

proposals

specifications

project plans

illustrations

detailed designs

photos

web information

animation

emails

research

scanned documents

forms

resumes

market requirements

product requirements

fingerprints

letters

white papers

SOWs

contracts

POs

invoices

meeting notes NDA

data sheets

competitive analysis

MRP

ERP

Order Mgmt.

CRM

Policy

Mgmt.

Unstructured

Structured

Document Management Challenges

• Volume of documents growing exponentially

• Relevant information is virtually impossible to find

• Difficult to control versions in distributed organizations

• Becomes increasingly important in disconnected scenarios

(e.g. ships)

• Policy enforcement is fractured and incomplete

Effective Information Governance

in the Shipping Industry

Support for Audits

Ensure preservation of all required documentation

Facilitate discovery of information both at shore and on ships

Track document access

Shipping Industry regulations

Multiple regulations already in effect:

Safety (SOLAS)

Security (ISPS)

Labour (MLC)

Environment (MARPOL)

New regulations?

Security and Privacy

Protect corporate information

Limit access only to those entitled to it

Litigation Readiness

Ability to quickly respond to investigation requests

Be able to prove that no important records have been altered or destroyed

Massive information growth

Legislation is driving companies to keep more data, and for longer periods of time

Need for continuous syncing of new content with ships

Information Governance Requirements

Massive information growth

Legislation is driving companies to keep more data, and for longer periods of time

Need for continuous syncing of new content with ships

Effective Information Governance

in the Shipping Industry

Support for Audits

Ensure preservation of all required documentation

Facilitate discovery of information

Shipping Industry regulations

Multiple regulations already in effect:

Safety (SOLAS)

Security (ISPS)

Labour (MLC)

Environment (MARPOL)

New regulations?

Security and Privacy

Protect corporate information

Limit access only to those entitled to it

Litigation Readiness

Ability to quickly respond to investigation requests

Be able to prove that no important records have been altered or destroyed

Information Governance Requirements

Need for Information Governance leads to increased

technical, record-keeping and management requirements

Multiple compliance risks and consequences

for commercial vessel operators

Enterprise Content Management and Compliance

Managing the complete content lifecycle Managing the Complete Content Lifecycle

Create Review Approve Publish Distribute Retain Dispose

Complete Controlled Life Cycle

• All important documents and mails stored and tracked by one system, with

common security rules and a unified audit trail

• Full visibility over the lifetime of the content, ensuring legislation compliance

The New Information Governance Technology Stack

User experience

Compliance

Services

Enterprise Content

Management

User experience

Intelligent information

platform

Compliance

Services

Cloud Information

Services Infrastructure

The New Information Governance Technology Stack

Enterprise Content

Management

Completely tailored to the user, task,

and goal

Complete work/ life integration

Device-independent for access anywhere

Flexible framework for easy and dynamic

user interface assembly

User Experience

Compliance

Services

Cloud Information

Services Infrastructure

The New Information Governance Technology Stack

Enterprise Content

Management

User experience Ability to declare

documents and mails as official records

Retention and Disposition Management

Fine-level access control

Complete auditing of all user events

Support for compliance regulations & standards

(SOX, MoReq, etc.)

Intelligent

information platform

Cloud Information

Services Infrastructure

Enterprise Content

Management

User Experience

The New Information Governance Technology Stack

User experience Process management

and collaboration as built-in services

Unified repository for all content (documents – mails etc.)

Distributed architecture

allowing replication of content

Easy search and discovery

Highly flexible platform for rapid application composition

and configuration

Compliance

Services

• Recognized as an ECM Leader by Gartner and Forrester

• Ensured compliance (DoD 5015.2, SOX, etc.)

• Interface with the European Maritime Strategic Framework

• Unified Document & Records Management suite

EMC Documentum

Enterprise Content Management Suite

DOCUMENTUM ECM SUITE

Delivers a fully integrated, comprehensive information management platform that

allows organizations to manage and leverage content in a cost-effective, controlled

manner while providing secured access across a distributed organization

The EMC Documentum Solution

USER EXPERIENCE

ENTERPRISE CONTENT MANAGEMENT

INTELLIGENT INFORMATION PLATFORM

COLLABORATION

WORKFLOW ENGINE CAPTURE AUDITING

SEARCH AND CONTENT ANALYTICS

SECURITY AND RIGHTS MANAGEMENT

DOCUMENT MANAGEMENT

COMPLIANCE SERVICES

LIFECYCLE MANAGEMENT

RETENTION AND DISPOSITION

RECORDS MANAGEMENT

SYNC & SHARE FOR OFFLINE AND MOBILE DEVICES

COMPOSABLE USER INTERFACE

The EMC Documentum Solution

USER EXPERIENCE

ENTERPRISE CONTENT MANAGEMENT

INTELLIGENT INFORMATION PLATFORM

COLLABORATION

WORKFLOW ENGINE CAPTURE AUDITING

SEARCH AND CONTENT ANALYTICS

SECURITY AND RIGHTS MANAGEMENT

DOCUMENT MANAGEMENT

COMPLIANCE SERVICES

LIFECYCLE MANAGEMENT

RETENTION AND DISPOSITION

RECORDS MANAGEMENT

SYNC & SHARE FOR OFFLINE AND MOBILE DEVICES

COMPOSABLE USER INTERFACE

DOCUMENTUM

RECORDS MANAGER

DOCUMENTUM ECM PLATFORM

SYNCPLICITY DOCUMENTUM

D2

Security in the Documentum Platform

Content Security

Repository Encryption

Electronic Signatures

Information Rights Management

Mandatory Access Control

Digital Shredding

Electronic

signatures

Digital

shredding

Single sign-on

Authentication

Auditing Encryption

Information

rights

The Documentum D2 User Interface

Personalized

experience

based on user

role

Simplified

access to

content

Easily

configurable, no

coding needed

The Documentum D2 User Interface

Personalized

experience

based on user

role

Simplified

access to

content

Easily

configurable, no

coding needed

The Documentum D2 User Interface

Personalized

experience

based on user

role

Simplified

access to

content

Easily

configurable, no

coding needed

The Documentum D2 User Interface

Personalized

experience

based on user

role

Simplified

access to

content

Easily

configurable, no

coding needed

Offline and Mobile Access – Syncplicity

• Provides synchronization with any device, whether inside or

outside the firewall

• Files can be IRM-encrypted to prevent unauthorized sharing

• Fully auditable

Documentum Customers World-wide

www.unisystems.com