Basic Content Services vsBasic Content Services vs Innovative IM Strategies and Solutions Innovative IM Strategies and Solutions

Presented byNigel Carruthers-Taylor

Director, iCognition Pty Ltd

BCS

ECMECM ‘Lite’?

SharePointLotus

What are Basic Content Services?What are Basic Content Services?

“Systems designed to handle scalable, ‘good enough’ content infrastructure that offers basic document management and Web publishing or other content management capabilities at a price that enables mass deployment”

Gartner

‘Content management for everyone’ or ‘ECM Lite’

Simple, commodity driven, low price products.

Who are the BCS Players?Who are the BCS Players?

Large IT vendors• Microsoft SharePoint• IBM Lotus Notes • Oracle Collaboration Suite

American ECM vendors aiming for a specific market• Xythos EDMS• GroupDrive Collaboration Suite.

BCS FunctionalityBCS Functionality

Basic document management • Check-in/check-out• Version control.

BCS Functionality BCS Functionality cont.cont.

Local, shared or common repository

Governing structure to repository

Email capture

Metadata capture

Local and global search

Some collaboration functions.Some basic workflow

capability.

BCS Functionality BCS Functionality cont.cont.

What’s missing in BCS?What’s missing in BCS?

Rich Document and Records Management functionsStructured workflowRich Web Content ManagementAny security other than Access Control ListsLimited ability to provide platform beyond a defined infrastructure• SharePoint only works and integrates with Microsoft office• Oracle works with Oracle databases• IBM focused on IBM products

Requires a number of libraries to manage large volumes of information.

How do most BCS products operate?How do most BCS products operate?

DocumentLibrary

DocumentLibrary

DocumentLibrary

DocumentLibrary

Optional Common or “Records” Repository(often multiple stores)

Why use BCS products?Why use BCS products?

Low cost, large-scale implementation• For example: SharePoint below $180/user • Comparison: ECM products between $300-

$500/user

Minimal end user training

Somewhat 'out-of-the-box‘.

SharePoint

What does SharePoint offer?What does SharePoint offer?

Collaborative workspaces• Work spaces for projects and files online or

offline• Integrated with document stores and LoB

applications

Access to communications• Email, instant messaging, voice mail,

telephones, mobile devices, and Web conferencing

Access to information and people• Documents, news, directories, and

updated LOB data• Search and browsing technologies • Notifications and alerts

People-driven processes• Workflow• Integrate backend systems

(eg. SAP, Siebel, Great Plains)

SharePoint’s ‘compliance’ capabilitySharePoint’s ‘compliance’ capability

‘Records center’Auditing and loggingWorkflowDigital signaturesClassified emailDocument policies • labeling, auditing, and expiration of records

Barcodes and labellingInformation Rights Management

Records CenterRecords Center

Storage of ‘records’ to a common store

Can define ‘Content types’

Versioning document contents

auditing specific changes.

Add and maintainmetadata

Labeling, auditing, &expiration of records

Access or permissionto contents

Routing tolocation based on

content type

Records CenterRecords Center

Where ‘Records Center’ fits inWhere ‘Records Center’ fits in

DocumentLibrary

DocumentLibrary

DocumentLibrary

DocumentLibrary

Records Center ®

Warning!Warning!

Although ‘out-of-the-box’, requires significant analysis and design • Toolbox of web-parts needs to be integrated into a solution

Documents managed individually - not in files or folders• No aggregation capability

No ability to classify or categorise other than metadata or content types• ‘Classification’ in SharePoint means email type

No disposal authorities• Just a expiration trigger

Security based on access control and individual document’s rights management • No national security or sensitivity caveat management

What about Lotus Notes?What about Lotus Notes?

Manages documents (Domino.doc, Quickplace)• Version control• Collaboration, storage and management • Archiving

Integrates with standard desktop applications and Web browsers

Security options

Integrates with IBM’s Records Manager at back end.

Where IRM fits inWhere IRM fits in

DocumentLibrary

DocumentLibrary

DocumentLibrary

DocumentLibrary

IBM Records Manager (IRM) ®

Do we still need ECM?Do we still need ECM?

Rich ECM capability• Granularity of version control• Information transformation and presentation• Structured workflow, business system integration.

Records management and archiving • Classification, sentencing and disposition

Where is the authoritative source?• ‘Business value’ versions in the ECM• Working documents in collaborative solution

Where does ECM fit in?Where does ECM fit in?

Focus on importance of information

Built-for-purpose, innovative solutions

Providing a platform for information management

ECM is a tool designed to compliment an information management strategy.• Eg. using SharePoint for collaboration and

federated search• While ECM provides IM ‘Corporate Store’.

Mike Alsup, Gimmal Group

1.0

2.0

3.0

0.1

0.2

1.1

1.2

2.1

2.2

CollaborativeCollaborativeEnvironmentEnvironment

Check out from controlled into collaborative environment

Check in or publish

according to business process

ControlledControlledEnvironmentEnvironment

ECM & Records ECM & Records ManagementManagement

Exam

ple

1.0

2.0

3.0

0.1

0.2

CollaborativeCollaborativeEnvironmentEnvironment

Check out and then auto check-in from that point on

Check in and then access

from collaborative environment

ControlledControlledEnvironmentEnvironment

ECM & Records ECM & Records ManagementManagement

Exam

pleWorkingDocuments

Documents of ‘Business Value’

How will ECM vendors respond to BCS?How will ECM vendors respond to BCS?

Some will ignore BCSMost will integrate with SharePointSome will concentrate on richness of functionality• Sell records or web content management

capability• Structured workflow capability

Some will present ‘ECM lite’ solutions• Presenting 20% of functionality in interface• Similar to BCS functionality.

Why use ‘ECM Lite’?Why use ‘ECM Lite’?

Greater user take-up and ROI

Minimal end user training

Somewhat 'out-of-the-box‘.

Retain rich functionality for power users

Ability to customise design

ECM

ECM enterprise ‘platforms’ECM enterprise ‘platforms’

An enterprise platform to build or underpin multiple vertical solutions• Eg. case management, asset management or

distribution management solutions

Custom-built interfaces and integrations are becoming more common• Achieves better usability and ROI

While also supplying ‘content for everyone’A robust and flexible platform that does not cost the earth to maintain.

ECMECMenterpriseenterpriseplatformplatform

content content for for

everyoneeveryone