Enterprise Information Managemet - ASG Technologies · 2020-05-20 · ENTERPRISE CONTENT...
Transcript of Enterprise Information Managemet - ASG Technologies · 2020-05-20 · ENTERPRISE CONTENT...
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ENTERPRISE INFORMATION MANAGEMENT:
Dawn of the Great Convergence
IN ASSOCIATION WITH:
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TABLE OF CONTENTS
3 Toward a Holistic Data and Content Strategy
4 Methodology
4 Key Findings
5 Enterprise Information Management at the Crossroads
12 The Tools and Systems for Enterprise Information
16 Emphasis on Accessibility
21 Building an Environment of Collaboration
25 Conclusion: Toward a Single Force of Transformation
25 Acknowledgments
Today’s business environment is complex, and it’s getting only more so. The information age may make
them with data and content that need to be managed and
and unstructured data are no different—privacy must be
That’s strategy is so key to success in today’s environment. To
enterprise content management repositories.
It’s incorporating their vast stores of unstructured data into
need to bring separate teams of enterprise content
management (ECM) and enterprise data management
Forbes to survey 180 executives across key industries to uncover what executives see as pressing concerns
management accounts for the convergence of ECM
We their experiences and perspectives on enterprise information management. One thread stands out: Enterprise information management is a business
This
TOWARD A HOLISTIC DATA AND CONTENT STRATEGY Terms for the Enterprise Information Management Era• CONTENT: Also used interchangeably with
“unstructured data”; any user- or machine-generated assets, ranging from documents to audio files to log files.
• ENTERPRISE CONTENT MANAGEMENT: The capturing, processing, distribution and storing of unstructured data or content.
• ENTERPRISE DATA MANAGEMENT: The capturing, processing, distribution and storing of structured data, typically associated with relational databases.
• ENTERPRISE INFORMATION MANAGEMENT: A holistic strategy that addresses the capture, processing, distribution and storage of both structured and unstructured data within a single environment, providing a single view of all assets.
• STRUCTURED DATA: Data typically associated with relational databases.
• UNSTRUCTURED DATA: Also used interchangeably with “content”; any user- or machine-generated assets, ranging from documents to audio files to log files.
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This survey, conducted by Forbes Insights in partnership with ASG Technologies, is based on the responses of 180 U.S.-based executives across key industries. Respondents consist of CEOs, directors
and CIOs for their enterprises, representing
healthcare, technology and manufacturing. The survey covered a range of company
sizes, from 43% with less than $500 million in annual revenue to 46% with at least $1
billion in revenue.
THE SURVEY UNCOVERED THE FOLLOWING FINDINGS:
• Many executives feel they do not have the infrastructure to address compliance requirements or deliver on the vision of succeeding as a data-driven enterprise. Information is siloed, obscure and out of reach to decision makers. Only 33% rate their information delivery infrastructure as “highly e�ective.” This leaves a lot of room for improvement.
• Most content management e�orts are informal or part of other functions. Only 39% of organizations have formal content management systems, versus the database systems that are found in just about every modern enterprise. As a result, there is no single view of both structured data and content. For the most part, this unstructured data or content is not managed in the same way as structured data, yet it has the same needs for access and compliance. But it is not enough to add content management—content and data management need to be integrated to provide a single view.
• Bringing structured and unstructured data into alignment requires greater collaboration and a common vision across the enterprise. The two disciplines are coming together—36% of executives say their data and content management teams are one and the same, and another 35% report close collaboration. Close to two-thirds are pursuing enterprise information management strategies that incorporate both unstructured and structured assets; they see these types of assets as one and the same. To help this e�ort, a new generation of technologies now enables enterprises to manage and analyze structured and unstructured data or content within a single platform.
METHODOLOGY
KEY FINDINGS
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Enterprise Information Management at the Crossroads
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O rganizations are under pressure to move to a data-driven approach and be able to make business
decisions based on insights from all relevant sources of information, including structured and unstructured data. At the same time, regulatory requirements call for monitoring of and access to multiple sources of information as well. However, many executives believe that their information infrastructure is siloed, obscure and out of reach to decision makers—and does not deliver a single view across all data and content.
executives agree. The greatest impact of
as enterprise innovation and new product
68%
63%
61%
57%
55%
Customer satisfaction and engagement
Internal operations
Employee and manager productivity
Sales and marketing
Enterprise performance
Monetization of data assets
Enterprise innovation
New product development/delivery
68%
66%
56%
Figure 1: Where Information-Driven Decision Making Has the Greatest Impact (Percentage rating “positive impact” of 4-5 on a scale of 1-5)
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There
the data exhaust from interactions with your core businesses to create new products or
data brings to create new products or business
Content or unstructured data is subject to
foremost on executives’ minds in terms of
48%
27%
42%
23%
36%
2%
38%
21%
28%
17%
48%
46%
31%
20%
33%
42%
27%
28%
17%
State or local regulations
General Data Protection Regulation (GDPR)
HIPAA/HITECH
Gramm-Leach-Biliey
Payment Card Industry Data Security Standard (PCI DSS)
Other
Sarbanes-Oxley
European Union Data Protection Directive
SAS 70, SSAE16
None of the aboveData (structured)
Content (unstructured)
Figure 2: Regulations That Are Causing Concern in Compliance
2%
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Little or no growth
51%-75% growth
1%-10% growth
76%-100% growth
11%-25% growth
More than 100% growth
26%-50% growth
Don’t know/unsure
Figure 3: Growth of Enterprise Data and Content on a Year-to-Year Basis
27%
27%
13%
8%
2%1% 12%11% 12%
25%
28%
16%
7%
11%
Content (unstructured)
1%1%
Data (structured)
Note: Does not add to 100% due to rounding
Things
both structured enterprise data and content now exceeds 10% a year for a majority of
Rate of annual growth for structured enterprise data and content a year
10%+
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current enterprise information management
(Figure 4). In an era when making decisions
to get at information within minutes is far
most of their information resources within a
E�ectiveness of Current Information Management Infrastructure at Delivering Information
Amount of Enterprise Information Available to Decision Makers Within 5 Minutes or Less*
8%
16%
26%25%
22%
4%
39%
22%
33%
3%
1% 2%
Less than 10% 51%-75%
26%-50% Don’t know/unsure
11%-25% More than 75%
Not at all effective 1
3
Highly effective 52
4
Don’t know
Figure 4 Figure 5
*Note: Does not add to 100% due to rounding
of executives can tap into most of their information
resources within a reasonable period of time.
47%
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The amount of time decision makers spend
Businesses structured and unstructured data
Chief E
Management. These approaches
experience as the framework for thinking
Figure 6: Average Amount of Time to Discover and Access Information
Within 15 minutes
30 minutes- 1 hour
4-8 hours
15-30 minutes
1-4 hours
More than 8 hours
Don’t know
1%
11%
20%
26%
18%
14%
10%
*Note: Does not add to 100% due to rounding
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“
Even
Figure 7: Primary Challenges to Information Discovery, Access and Deployment
Let’s boil the ocean and tackle everything; let’s use our paper records experience as the framework for thinking about electronic information; let’s not worry about the cloud for now; let’s save everything for now and deal with it later.”
JOHN MANCINI CHIEF
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33% 29% 27% 25% 24% 24% 23% 21% 21% 2% 6%
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The Tools and Systems for Enterprise Information
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T o help decision makers get at and analyze the information they need, many organizations have two types of systems to manage these assets: content management systems for unstructured data assets, such as videos, PDFs and Word documents; and enterprise data management systems for structured data, such as transaction files. A majority of organizations do not have formal content management
systems, and it is assumed for purposes of this survey that most, if not all, have database systems. As regulations pressure organizations for greater transparency of information, a converged view is essential.
About
Have Formal Enterprise Content Management System? How Unstructured Data Is Discovered and Accessed Outside of ECM Systems
Figure 8
39%
23%
29%
9%
Yes
No
Considering
Don’t know/unsure
Figure 9
38%
24%
21%
6%11%
Documents/files shared informally
Documents/files shared through wikis/intranet/ collaborative spacesManaged as part of our enterprise data infrastructureOther
Most documents/files not discoverable or acessible at this time
Don’t know/unsure
1%
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Not at this timeLess than 10%
11%-25%
26%-50%
51%-75%
More than 75%
Don’t know/unsure
*Note: Does not add to 100% due to rounding
say most of their information assets are managed
A
Figure 10: Percentage of Enterprise Content in the Cloud*
6%
24%
30%
28%
7%
3%3%
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Within
systems (Figure 11).
Figure 11: Enterprise Information Assets That Are Discoverable and Accessible
ENTERPRISE DATA
MANAGEMENT
ENTERPRISE CONTENT
MANAGEMENTOTHER SYSTEM
Customer’s Protected Information (address, email, phone, etc.) 53% 28% 23%
Customer transactions 48% 33% 21%
Email/correspondence 46% 38% 28%Customer Contracts and Statements of Work 44% 29% 26%
Workflow documents 44% 35% 25%
IT operational data/log files 42% 28% 26%
Employee data 41% 34% 28%
Sensor or IoT data 39% 24% 19%
Product information/schematics 39% 32% 26%
Web content 39% 36% 27%
Corporate inventory/stock 37% 33% 18%
Legal documents 36% 33% 29%
Marketing/sales collateral 36% 37% 23%
Photos, video and graphics 33% 38% 27%
Social media collateral 33% 29% 26%
Customer data Customer transactions Contracts Workflow documents53% 48% 44% 44%
Data most commonly found in enterprise data management systems
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COPYRIGHT © 2017 FORBESEmphasis on Accessibility
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Surprisingly, categories of information that one might expect to be readily available to enable company operations are often not. More than a third of
respondents consider corporate inventory/stock and
to unstructured data or content is increasingly required to achieve greater insights on customers, markets and operations—as well as to meet compliance standards. For too many companies, this unstructured data or content—including documents, photos, videos and other material—is not managed in a way that meets these requirements.
Executives are highly confident that their EDM and ECM systems are well positioned to take advantage of new technology approaches and platforms27%
Figure 12: Accessability and Discoverability of Information Assets to End-Users (Percentage leaning to “not accessible” 1-2 on scale of 1-5)
43%
34%
39%
29%
38%
27%
38%
26%
36%
Employee data
Social media collateral
Legal documents
Product information/schematics
Customer’s Protected Information
Customer transactions
IT operational data/log files
Workflow documents
Customer Contracts and Statements of Work
Enterprise performance
Corporate inventory/stock
Photos, video and graphics
Marketing/sales collateral
Email/correspondence
Sensor or IoT data
41%
41%
33%
33%
37%
23%
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data—both structured and
At to ensure more structured or unstructured data is
Figure 13: E�ectiveness of Current Data Management System in Supporting Decision Making
of executives are satisfied with their enterprise data
management system’s ability to enable decision making
65%
Not at all effective 12
3
4
Highly effective 5
Don’t know
21%
39%
26%
7% 5%
3%
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Many
Figure 14: Percentage of Enterprise Data and Content Accessible to Analytics Applications
Not at this timeLess than 10%
11%-25%
26%-50%
51%-75%
More than 75%
Don’t know/unsureof content can be analyzed to help decision making18%
15%
18%
16%23%
13%
5%10%
Content (unstructured)
15%
17%
16%24%
14%
7%7%
Data (structured)
With
encountered. To address these concerns at
engagements to the company’s engineering teams. Whether data is structured or
Many
and content each have distinct characteristics
Data management and content management at scale increasingly remind me of the old Reese’s Peanut Butter Cup commercials—‘You got peanut butter in my chocolate! No, you got chocolate in my peanut butter!’ Yes, data and content each have distinct characteristics that pose unique challenges in how they are managed. But the lines are increasingly blurred between the two—you need data to optimize your content, and you need content to operationalize the insights gained from your data!”
JOHN MANCINI CHIEF
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“
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Building an Environment of Collaboration
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36%
35%
9%
16%
3%1%
The challenge of bringing both structured and unstructured data into the analytics mainstream—and therefore a robust part
of decision making—can be addressed with a new generation of technology solutions that manage all forms of data. However, this also requires greater collaboration and a common vision across the enterprise.
A
managing both structured and unstructured data
They are one and the same
Our ECM and EDM teams are collaborating on joint projects
Our ECM and EDM teams are planning/ considering collaborative efforts
Our ECM and EDM teams do not collaborate at all
Other
Don’t know/unsure
Figure 15: How Closely Are Enterprise Data and Content Teams Aligned?
of executives see a close alignment between teams of professionals managing both structured and
unstructured data assets.
71%
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For
(Figure 16).
are starting to understand the power of
cases that focus on both structured and unstructured data
More “ Executives are starting to understand the power of bringing together enterprise data and enterprise content. All of this data is extremely valuable, so enterprises need to build the use cases that focus on both structured and unstructured data in order to gain better insights. Let’s bring the data and content people together and start to architect a solution that leverages both sides.”
Figure 16: Degree of Enterprise Data and Content Aligned Over Past Three Years
31%
34%
12%
7%
16%They are one and the same
They overlap in key enterprise areas
There is some overlap, but not a significant alignment
No alignment has occurred
Don’t know/unsure
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Meyer
on manufacturing and shipping goods—to an
and making increased use of the unstructured data coming in from the Internet of Things and sensors.
From
Figure 17: Steps Being Taken to Promote or Encourage Increased Collaboration and Insights
28%
1%
23%
14%
Implement new types of collaboration technology
Other
Develop more of an “open data” approach or platform for non-sensitive information
None
Explore new organizational reporting structures
Don’t know
Expand the scope and capabilities of ECM systems
Enable greater access to data and insights through mobile devices
Revise incentives and performance criteria
Expand the scope and capabilities of EDM systems
Reach out more to external partners, content producers, developers
25%
24%
24%
24%
8%
8%
20%
Enterprise data management and enterprise content management both serve a trust, share and govern both structured and
unstructured data assets to deliver insights that will move businesses forward by understanding the customer.
There
CONCLUSION: TOWARD A SINGLE FORCE OF TRANSFORMATION
AcknowledgmentsForbes Insights and ASG Technologies would like to thank the following individuals for their time and expertise:
• RAGU GURUMURTHY, CIO and CDO, Deloitte
• KAMRAN KHAN, Managing Director and Content Analytics Lead, Accenture Analytics
• JOHN MANCINI, Chief Evangelist, AIIM International, the Association for Intelligent Information Management
• MATT MEYER, Vice President of Digital Innovations, Kloeckner Metals Corporation
• FLAVIO ZANETTI, Chief of Sta�, Strategy and Planning, Digital Transformation Senior Leader, Cisco Systems
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