Papers & Articles

UBIS™ – Unified Business Information Services

The Problem:
Enterprise professionals today are flooded by over 150 - 250 emails a day to find the key 15-30 that are actionable. More than 75% of all business information is now transported within and outside the enterprise through email. Knowledge workers are each spending 16 to 24 hours a month looking for, or organizing information in emails and attachments.  On average, 4 others copied on the very same emails are going through exactly the same exercise. Many emails are very sensitive, and when audits or litigation discovery occurs, these emails and their attachments must be found and sequestered – at a major cost for the company.

Security – not network security against intruders and attacks – but security related to authorized access to information based on people’s “need-to-know” is a critical business need.  Business information should flow to users because they have the need to know or when they search for relevant information in real time. That authority is vested on them when they assume roles and responsibilities within projects or processes.

Securing business information means that people must be able to create, edit, and publish authoritative “single-truth” information, with absolute integrity.  Company management must also assure regulatory agencies that such information is being handled in complete compliance with applicable laws and policies. Lost laptops are a burgeoning problem and businesses must be able to tolerate hardware loss without fearing the loss of sensitive data.

Today, business email continues to be “personal” and addressed to individuals instead of the multiple roles that they assume within an organization.  Since people change roles and responsibilities often, their successors have a hard time picking up where predecessors left off. 

Besides email, remote knowledge workers also need access to content when they are offline.  Central document management systems (DMS) only create a static electronic storehouse disconnected from email, and are only available when people are connected to the network.   People therefore have no way to view, edit, or email corporate documents when they are offline.  Similarly, their offline activities must immediately be synchronized into the corporate enterprise environment when connect to the network.

Today’s business users simply do not have access to a true business email system that separates prioritized, contextualized, mission critical email and content from the barrage of emails that floods their personal inbox.

UBIS: Unified Business Information Services
UBIS – Unified Business Information Services is an enterprise implementation of the Orchestra™ server platform; the Solo™ client; and the Codetta™ enterprise search system that creates a sterile layer of business communications that is separate from the noisy traffic into business user’s personal email address inboxes.

UBIS delivers the following capabilities to business users and corporate IT:

• Treat business emails that have lasting relevance to business activities and decisions separately from the normal flood of casual business and personal email to personal inboxes
• Provides multiple contexts for organizing, storing and provisioning a single copy of an email, content, and data at a personal, team, project, or corporate level to support:
• Discovery, compliance, audit, and litigation
• Controls, monitoring & alerts, sequestering, lock-out
• Manage business role and responsibility assignments to these contexts centrally or through delegation of authority based on the corporate policies and applicable regulations
• Secure business communications with internal and external stakeholders
• Maintain a single copy of email(s) and document(s) accessible from multiple contexts
• Manage all emails as threaded conversations, with ability to close threads
• Support coded, disposable email addresses for high security, anti-spoofing, and as a natural barrier to spam email
• Maintain Document - Email linkages as they evolve
• Enable Enterprise Search of real time content with authorized results
• Allow Offline and Online collaboration through sharing
• Facilitate Auto Synchronization of business information based on what people are actually working on
• Allow Distribution of emails constrained by business rules
• Support complete Audit traceability and audit logs
• Enable Compliance through business rules applied on roles

Benefits:

• Increase business productivity and operate closer to real time – focus on what is important when it matters
• Synchronize messages based on business priority – not just on a first come first serve basis
• Reduced costs of
  • Discovery during litigation support – select contexts or “matter” of litigation versus disconnected pieces of information
  • Information storage and bandwidth – send links instead of attachments
• Reduced risk of lost information with lost laptops – highly encrypted, auto-synchronization of content that is relevant around a current time window.  Old content is automatically retired and does not need to persistently reside on a laptop yet all content is discoverable with UBIS’ Codetta Search.
• Compliance with federal regulations, internal policies and records management rules – proof of receipt, access to data by user
• Extend a common information framework to users whether they are online or offline.

 

Deployment & Pricing details: To download the entire document please click here