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Edit Comment Close Premium member Presentation Transcript ECM an Overview : ECM an Overview Topics : Topics What is Content? Why there is a need for managing content? What is ECM? What ECMS does? What is content? : 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 : 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 : Content 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 Mainly content could be of two types Slide 6: Why there is a need for managing content? The Problem with Content : The Problem with Content Content is everywhere Voluminous Erroneous Inconsistent Risky Formal/informal Multiple formats Often uncoordinated with business goals Slide 8: Content is Everywhere Need for managing the Content : 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 Slide 10: 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 Slide 11: 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 : 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 on a single solution…” Business Drivers | Lower Cost of Development and Operations : Platform Consolidation Underway 88% Server Consolidationto ReduceTCO 87% New Developmenton SOAin 2008 80% Increase in Code Reuseby 2008 100% Business Drivers | Lower Cost of Development and Operations Source: Gartner 2005 Business Drivers | Enterprise Platform Standardization : Business Drivers | Enterprise Platform Standardization Improve Customer Service Improve Productivity Reduce Costs Ensure Compliance Business Unit Solution ECM Drivers Standards Reduction of Vendors Strong Dev. Platform Scalability Ease of Operations Corporate IT ECM Drivers ECM PlatformDecisions Corporate C-level Officers Corporate IT Office Central IT Services IT Architecture Office What is ECM? : 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. Slide 16: Enterprise Content Management (ECM) includes: Content Process Connectivity ECM allows you to make better decisions, faster ECM Components? : Document Management Document Imaging Report Management Workflow ECM Components? Integrated Document Management Compliance Content Management Web Publishing Portals eRecords e-Mail Archiving Transactional Content Recording Slide 18: COLD Repository DM Repository Imaging Repository COLD Clients DM Clients Imaging Clients ECM Evolution Slide 19: Where do we go from here? Because…….. Slide 20: 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* Multiple Systems Challenges Slide 21: ECM Clients Content Connector Imaging Repository DM, CM Repository COLD/ERM Repository ECM Evolution Slide 22: Imaging Repository DM, CM Repository COLD/ERM Repository eMail Archive Records Management Repository ECM Evolution WebServer Browsers Slide 23: Transactional Content Repository Imaging, DM, CM, DAM Repository Imaging, COLD/ERM Repository eRecords Repository ECM Evolution ApplicationServer Enterprise Information Portals Browsers Web Server eMail Archive Slide 24: ECM Repository ECM Evolution Web Services Enterprise Information Portals Browsers Legacy Systems Syndicated Data Feeds Business Partners XML BPM Slide 25: ECM Processes ECM REPOSITORY Slide 26: 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….. Slide 27: 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 What is in Your Business Process? Slide 28: 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 ECM Challenges Document and Content Types? Slide 29: Libraries Hierarchical Folders Applications Document Types Reports Records eMail Archive ECM Challenges How to Organize and Secure Content? Slide 30: Retrieving the documents, contents based on metadata search ECM Challenges Metadata Slide 31: General Practice adopted by Enterprises for storing content in repositories are shown in next few slides from slide No: 30-36 Slide 32: Image Capture (Manual) Scan Bi-tonal or Color Images Index Commit Fax In Image Capture Server Slide 33: Fax In Forms Processing (Assisted) VerifyRejects Document Repository ( Form Images ) Business Systems ( Form Data ) ScanForms Commit Slide 34: HTML, XML, PDFeForms eForms Processing (Auto) Document Repository ( eForm Images ) Business Systems ( eForm Data ) Commit Slide 35: eMailServer eMail Messagesand Attachments eMailServer eMail Archiving (Auto) Slide 36: eMail Save (Manual) Slide 37: Save from MS Office (Manual) Slide 38: File Save (Manual) Slide 39: Browse folder hierarchy - typically for revisable documents and content Text search (indexed) - revisable documents and content, transactional content ECM Challenges Document Search Slide 40: 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 Document Retrieval Slide 41: Desktop clients Browser clients - plug-ins, applets Portals ECM Challenges Clients Slide 42: 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 Retention Dilemma Slide 43: Permanent storage for records retention and evidentiary compliance Erasable storage for database updates, revisable documents and records lifecycle management Optical storage - WORM ECM Challenges Storage Dilemma Slide 44: Web Content Publishing Web Server HTML, PDF, XMLWeb Pages Authors, Editors Text, Graphics Templates Content Publisher Style sheets Graphics, logos Link management Tables of content File conversions Slide 45: 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 Slide 46: So, where do we go from here? ECMS (Enterprise Content Management Systems) Few market Players in ECM Industry as per the Gartner Magic Quadrant : Few market Players in ECM Industry as per the Gartner Magic Quadrant You do not have the permission to view this presentation. In order to view it, please contact the author of the presentation.