1 / 26

Enterprise Electronic Content Management Food for Thought

Enterprise Electronic Content Management Food for Thought. November 2005. The world according to Gartner.

rasha
Download Presentation

Enterprise Electronic Content Management Food for Thought

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Enterprise Electronic Content ManagementFood for Thought November 2005

  2. The world according to Gartner “Forging new ways to link and centrally manage vast amounts of dispersed content creates irresistible benefits – so much so that in 2006, "content integration will become an important part of enterprise architecture planning and business process re-engineering”

  3. Information is Power, but too much Information is a different Story • Information mushrooms across multiple file servers, disparate databases, isolated exchange folders and disconnected document repositories • These mountains of content means that organizations have little or no knowledge of the risks – or the value – inherent in the content they actually hold • Torrent of unstructured data – word-based documents, email, images, and video content. • About 90% of an organization's content today exists as unstructured data and this content is doubling in volume every two months. Peter Jelinski, SVP Business Segment Management, Open Text Corporation

  4. CIO Priority of ECM Source: SCT-Documentum, Spring 2005

  5. EECM • Who • Produces content? • Manages content? • Consumes content? • Why • Do we care? • What • Needs to be managed? • What is content management? • How • Can we go about it? • Which • Functions are part of an EECM system?

  6. Faculty Researchers Staff Students External agencies Library ERP LMS Office Web authoring tools DBMSs Who - Producers

  7. Who - Manages • Set up Content repository • Create/Edit Metadata • Control Access • Control Version • Manage Checkin/checkout • Manage digital rights

  8. Faculty Researchers Staff Students External agencies Who - Consumers • Browser • File Management Systems • Search Engines • Forms

  9. Why • Too often content is created by authors working in isolation • Walls are erected among content areas -stovepipes • Content is created, recreated, and recreated • Content gets lost • Multiple versions of the truth • Unauthorized access

  10. Why • We are drowning in information • Can’t find related information • Can’t bridge information silos • Need for collaboration • Compliance • Retention • Archival • Regulations, legislation

  11. Why? The carrot that's being dangled • Faster, more precise business, academic and student processes • Greater support for the discovery of information for litigation and to ensure the integrity of financial control and reporting • Stronger marketing, retention and service efforts through improved customer knowledge • Easier collaboration among employees, students and Faculty • Higher capability for joining separate document stores, and delving into broad expanses of content for enhanced business intelligence

  12. Compliance Complying with laws, regulations, and standards imposed by the government, regulatory bodies, or internal policies. Why use ECM in Higher Education? Efficiency Lowering cost and increase of operational efficiency (speed) by automating of processes and providing the right content to the right people at the right time. Consistency Enforcement of business rules that ensure that the right content is being used independently of relationship, distance, communication infrastructure, or language. Quality of Service Improve student satisfaction, increase student loyalty by providing better service. Improve Information Access, Collaboration ; improve information depth about students -> retention Archiving The need to preserve content in an automated, inexpensive, and readily available way. Consolidation Reducing the TCO and vendor-related risks by consolidating the number of suppliers and by leveraging the economies of scale resulting from employing a smaller number of larger systems. Source: SCT-Documentum, Spring 2005

  13. Contracts Images X-rays Manuals Instant Messages E-mail and Attachments Forms Unstructured Checks Structured Rows and Columns Claims PDFs Rich Media Paper Documents Audio and Video Web Pages Invoices Records XML What is Content? • The amount of information is growing every year • Includes structured, semi-structured, and unstructured data • Over 80% of enterprise information is unstructured Source: Fulcrum Research Source: SCT-Documentum, Spring 2005

  14. What – needs to be managed • Web Content • Enterprise data • Academic • HR • Financial • Legacy data • E-Mail • Documents • Academic Collections • Digital Library • E-Reservers • Research • Digital Assets • Rich media, graphics, video, audio

  15. Processes Content WWW People Connecting People, Process, and Content Source: SCT-Documentum, Spring 2005

  16. Manage E-mail CD-Rom Chat andDiscussions Desktop Authoring Tools Fax Paper Portals Wireless Web & Portal Content ECM Platform Security and Access Control Library Services Rendition Management Search Workflow Lifecycle Management Rich Media ScannedImages Other Enterprise Applications E-mails Create / Capture Deliver Archive / Dispose Source: SCT-Documentum, Spring 2005

  17. How: A unified content strategy • Provides a repeatable method of identifying all content requirements up front • Creates consistently structured content for reuse • Manages that content in a definitive source • Assembles content on demand to meet your customers’ need Source: SCT-Documentum, Spring 2005

  18. Are we looking at this in the right way? The history of Applications: Authentication Security Data Functionality Today: Functionality only Authentication, Security, Data are outside the application and shared by wide range of applications

  19. SIS Scheduling Facilities Management Housing HR-Payroll Grants Management Library System Finance Structured Electronic Content Repository (DBMS) Can this model be applied to EECM?

  20. Processes of EECM system • Web Content management • Records management • Document Imaging • Document Centric Collaboration • Workflow • Life Cycle management: Archival / Deletion • Electronic Forms • Digital Asset management • E-mail management Source: Gartner Research G00124033, November 12, 2004

  21. E-Mail Management Collaboration Imaging Records Management Workflow Electronic Forms Archive Web Content Unstructured Electronic Content Repository Web Distributed Authoring and Versioning (WebDAV) Access Control Protocol

  22. Separate Content from Processes • Decide on framework and not on functionality • Allows to address one project at a time • Greater Flexibility • User/departmental Independence • Multiple projects in parallel

  23. Requirements for EECM Engine • Capture • Store • Retrieve • Classify • Tag • Index • Versioning • Search • Control Access using central directory • Audit Trail

  24. FUTURE ? E-Mail Management Collaboration Imaging Records Management Workflow Electronic Forms SIS Housing HR-Payroll Facilities Management Web Content Finance Archive Electronic Content Repository Structured and unstructured Content

  25. Questions?Comments?

More Related