ECM an Overview

Topics
• What is Content? • Why there is a need for managing content? • What is ECM? • What ECMS does?

What is content?
“It is the information that is setting up competitive differentiation, not specifically products and processes. It is the information around both these things that creates a competitive advantage.”

Enterprise Content
In any Organizations content could exists in Multitude formats like • Images, • Text documents, • Web pages, • Spreadsheets, • Presentations, • Graphics, Drawings, • e-mail, Video, and Multimedia Content can be defined as Corporate Knowledge stored in any of the above format.

Content Types
Mainly content could be of two types

Structured Content
– From emails and instant messages to electronic forms, XML and even business process data – Alphanumeric information that can be sorted in a Database Examples: lists, addresses, resumes, Records etc

Unstructured Content
– Both “static” and “dynamic” – From scanned images and electronic documents to complex forms and even rich media

Why there is a need for managing content?

The Problem with Content
• Content is everywhere
– – – – – – Voluminous Erroneous Inconsistent Risky Formal/informal Multiple formats

• Often uncoordinated with business goals

Content is Everywhere
e-Mail Servers Paper Files Document Repositories Business Systems Photographs Imaging Repositories Video Libraries Web Servers

Microfilm

Local Drives

File Systems

Need for managing the Content
 Legislative requirements and audits

 Need to exert control over an abundant volume of records and documents  Need to automate business processes  Need for solutions to help with the process of authoring and publishing the information online

The Need For Managing the Content comes up with next question:

How to Manage the Content?

This is when Content Management becomes Enterprise Content Management

Managing Content Effectively means Considering its full Lifecycle:
• • • • Authoring and Creation Review and Approval Publishing and Distribution Archiving

Business Drivers | The Shift to Enterprise ECM Standardization

Gartner Group “By 2007, 75 percent of companies will shift the focus of their investments from point products to ECM suite
Source: Gartner, Inc Research Note “ECM Suites Emerge from Industry Consolidation”, November 11, 2004

Forrester, 2005 “Establishing the corporate standard will be a corporate objective. IT organizations, in an effort to manage costs, will look to establish corporate standards for ECM technologies from a smaller set of vendors, eventually leading many organizations to standardize their ECM infrastructure

Business Drivers | Lower Cost of Development and Operations

Platform Consolidation Underway

Server Consolidation to Reduce TCO

New Development on SOA in 2008

Increase in Code Reuse by 2008

88 %

87 %

80 %

100 %
Source: Gartner 2005

Business Drivers | Enterprise Platform Standardization
• Improve Customer Service • Improve Productivity • Reduce Costs • Ensure Compliance

Business Unit Solution ECM Drivers

ECM Platform Decisions
• Corporate C-level Officers • Corporate IT Office • Central IT Services • IT Architecture Office

Corporate IT ECM Drivers

• Standards • Reduction of Vendors • Strong Dev. Platform • Scalability • Ease of Operations

What is ECM?
Enterprise Content Management is the technologies used to Capture, Manage, Store, Preserve, and Deliver content and documents related to organizational processes. i.e Managing content throughout its life from creation, through updating and distribution, to archiving.

• Enterprise Content Management (ECM) includes:
– Content – Process – Connectivity

• ECM allows you to make better decisions, faster

ECM Components?
Integrated Document Management Content Management
• • • • • • • • Document Management Document Management Document Imaging Document Imaging Report Management Report Management Workflow Workflow

• Web Publishing • Portals

Compliance

• eRecords • e-Mail Archiving • Transactional Content Recording

ECM Evolution

Imaging Repository

Imaging Clients

COLD COLD Repository Repository

COLD COLD Clients Clients

DM DM Repository Repository

DM DM Clients Clients

Where do we go from here? Because……..

Multiple Systems
Challenges

• Each system has its own server, database, repository, administration system and storage subsystem to purchase, learn and support • Separate client software for each repository • No unified folder views • No single API for workflow or line-of-business application integration*

ECM Evolution

Imaging Imaging Repository Repository

COLD/ERM COLD/ERM Repository Repository

Content Connector

ECM ECM Clients Clients

DM, CM DM, CM Repository Repository

ECM Evolution
eMail eMail Archive Archive

Imaging Imaging Repository Repository

COLD/ERM COLD/ERM Repository Repository

Web Server
Browsers Browsers

DM, CM DM, CM Repository Repository

Records Records Management Management Repository Repository

eMail eMail Archive Archive

ECM Evolution

Transactional Transactional Content Content Repository Repository Imaging, Imaging, COLD/ERM COLD/ERM Repository Repository Imaging, Imaging, DM, CM, DAM DM, CM, DAM Repository Repository eRecords eRecords Repository Repository Browsers Browsers

Application Web Server Server

Enterprise Enterprise Information Information Portals Portals

ECM Evolution

Syndicated Syndicated Data Feeds Data Feeds

Business Business Partners Partners

ECM ECM Repository Repository

BPM

Web Services

XML XML

Enterprise Enterprise Information Information Portals Portals

Legacy Systems Legacy Systems

Browsers Browsers

ECM Processes
Review Review Create Create Document Document Edit Edit Final Final Retrieve, View, Annotate, Retrieve, View, Annotate, e-Mail, Fax e-Mail, Fax

Versions Versions

Publish to Web Publish to Web

Capture Capture Reports, Reports, Statements Statements Scan Scan Paper Paper Index Images Index Images Capture Capture e-Mail, e-Mail, Web Transaction Content Web Transaction Content

Distribute, Present to Web Distribute, Present to Web

Workflow Process Workflow Process

Declare Declare Record Record

Retention Disposition Retention Disposition

ECM Challenges
• • • • • • • • • Business processes? Document and content types (formats)? Data organization and document security? Metadata fields? Document capture methodology? Search and retrieval methodology? Retention rules? Storage medium? Type of workflow?
Continued…..

What is in Your Business Process? • • • • • • • • Document creation, revision . Web content management, publishing Customer service Archive for internal documents Archive for customer documents Records management, compliance Business applications integration Other

ECM Challenges

Document and Content Types?

ECM Challenges

• • • • • •

Office documents - spreadsheet, graphics, PDF etc. Authored Web content - HTML, XML, PDF Scanned images - bi-tonal or color, fax, forms (TIFF, JPEG) Computer output - statements and invoices e-Mail and attachments Recorded Web pages - HTML, XML, GIF, JPEG, PNG,
PDF, Flash, WAV, eForms

• Rich media - WAV ,video, audio, photos, presentations, Other

How to Organize and Secure Content?

ECM Challenges

• • • • • • •

Libraries Hierarchical Folders Applications Document Types Reports Records eMail Archive

ECM Challenges
Metadata

Retrieving the documents, contents based on metadata search

General Practice adopted by Enterprises for storing content in repositories are shown in next few slides from slide No: 30-36

Image Capture (Manual)
Image Capture Server

Scan Fax In

Index

Commit

Bi-tonal or Color Images

Document Repository

Forms Processing (Assisted)

Auto QA

Auto Template ID

OCR, ICR, OMR, Barcode Recognition

Data Validation

Forms Processing Server Scan Forms Fax In Verify Rejects Commit

( Form Data ) ( Form Data )

Business Systems Systems

( Form Images ) ( Form Images )

Document Document Repository

eForms Processing (Auto)

Data Validation Forms Processing Server Commit

HTML, XML, PDF HTML, XML, PDF

eForms eForms

( eForm Data ) ( eForm Data )

Business Business Systems

( eForm Images ) ( eForm Images )

Document Document Repository

eMail Archiving (Auto)

eMail Server
eMail Messages eMail Messages and Attachments and Attachments

Document Repository

eMail Server

eMail Save (Manual)

Document Repository

Save from MS Office (Manual)

File Save (Manual)

ECM Challenges
Document Search

• Browse folder hierarchy - typically for
revisable documents and content

• Text search (indexed) - revisable
documents and content, transactional content

ECM Challenges

Document Retrieval

• Whole document or page-at-a-time • Specific documents or folder of related documents • Document display - viewer, browser or application • Retrieval formats, renditions

ECM Challenges
Clients

• Desktop clients • Browser clients - plug-ins, applets • Portals

ECM Challenges
Retention Dilemma
• Compliance - Sarbanes/Oxley Act, SEC 17a-4, FDA rule 11, HIPAA - keep and organize it all • eRecords process – Declare - check-in or auto-declare – Classify - define retention rules – Lifecycle Management - scheduled record and/or document destruction, removal or archiving • Consistency, accuracy and corporate cooperation • Format standards - TIFF, JPEG, XML, PDF etc.

ECM Challenges
Storage Dilemma

• Permanent storage for records retention and evidentiary compliance • Erasable storage for database updates, revisable documents and records lifecycle management • Optical storage - WORM

Web Content Publishing
• • • • • Style sheets Style sheets Graphics, logos Graphics, logos Link management Link management Tables of content Tables of content File conversions File conversions

Webmaster

Content Repository
Text, Graphics Text, Graphics

Templates Templates

HTML, PDF, XML HTML, PDF, XML Web Pages Web Pages

Authors, Editors Editors

Content Publisher

Web Server

Challenges to be tackled the ECM way

• One ECM system does not fit all… • Support for different content types is not enough • Different applications will have conflicting data models, indexing requirements and volumes, storage types, clients, retrieval methodologies, retention policies and/or business processes

So, where do we go from here?

ECMS (Enterprise Content Management Systems)

Few market Players in ECM Industry as per the Gartner Magic Quadrant

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