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- 1. Atle Skjekkeland Vice President, AIIM What is EnterpriseContent Management?
2. AIIM Training Programs 3. Today 4. What is ECM?
- Enterprise Content Management
The strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to key organizational processes. CAPTUREMANAGESTOREPRESERVEDELIVER 5.
- ECM is not a single system
- ECM usually is a group of aligned systems
- ECM is about unstructured information
What ECM covers
- Used by humans
- Office documents
- Graphics and drawings
- Print streams
- Web pages and content
- Rich media assets
- Processed by systems
- Ordered data
- Sales and invoicing
- Human resources
Structured information 6. Why ECM? Why do end users care about ECM? COST-DRIVEN USERS -Improve efficiency - Reduce costs - Increased profits/Better performance CUSTOMER-DRIVEN USERS -Better customer service - Leadership/Competitive advantage - Faster turnaround/Improved response RISK-DRIVEN USERS - Compliance - Risk management/Business continuity 7. Why do end users care about ECM? 8. ECM Concepts 9. 1. What is ECM? 14. SuccessFactors 8. Metadata & Indexing 13. Legislation,Standards, Regulation 3. Store 4. Manage 5. Preserve 6. Deliver 7. Re-purposing 10. Search & Retrieve 11. Controls& Security 12. Interfaces 2. Capture 9.Classification ECM Concepts 10. 2. Capture 1. What is ECM? 14. SuccessFactors 8. Metadata & Indexing 13. Legislation,Standards & Regulation 3. Store 4. Manage 5. Preserve 6. Deliver 7. Repurposing 10. Search & Retrieve 11. Controls& Security 12. Interfaces &Legacy Systems 2. Capture 9.Classification 11. 2. Capture
- Capture - getting information from source into ECM system
ECM system Capture 12. 3. Storage
- Information Lifecycle Management
- A new set of management practices based on aligning the business value of information to the most appropriate and cost effective infrastructure
- ILM is a new approach to operating the datacenter
- Designed to address the top problem in the datacenter : complexity
- It is a business-driven management practice
- ILM is the framework through which we organize, instrument,
- automate, and operate information and data services
- ILM is a process not a product
- Must account for regulatory compliance
- Source: SNIA
13. 3. Manage - Key ECM technologies
- Document Centric Collaboration
- Electronic Document Management
- Electronic Records Management
- Email Management
- Workflow & Business Process Management
- Web Content Management & Portals
- Digital Asset Management
- Information Organization & Access
14. 3. Manage Document Centric Collaboration
- Collaboration is a working practice whereby individuals work together to a common purpose to achieve business benefit.
- Key features of collaboration tools are:
- Synchronous collaboration: online meetings and instant messaging
- Asynchronous collaboration: shared workspaces and annotations
- Many organizations are also looking at Free-form Collaboration tools to improve collaboration and reduce number of emails
- Social Networking tools, blogs, and wikis
15. 3. Manage -Document Management
- DM is an electronic capability that manages documents. Document can be defined as recorded information or object which can be treated as a unit.
- Key DM features are:
- Check In / Check Out and Locking;
- Version Control;
- Roll back;
- Audit Trail;
16. 3. Manage-Electronic Records Management
- An ERMS is an electronic capability that helps in the management of records both electronic records and physical records.
- Key ERMS features are:
- Access Control;
- Long-term preservation
- A Record is a Document that is
- Required as proof of business decision
- Required for business continuity
- Required for legal or compliance reasons
- If in doubt make it a record
17. 3. Manage-Web Content Management
- Web Content Management provides a set of procedures for managing content from its creation or import to its archive and eventual destruction - that is destined for publication on the Web.
- The key features of web content management are:
- Design and organise websites in order to provide users with efficient and effective access to relevant and up-to-date content;
- Control and prepare the content ready for publication;
- Control the content evaluation and approval process prior to publication on the web site;
- Automate key parts of the publishing process. When web pages are being built dynamically by a content management system, manual testing may need to be undertaken to ensure that all components fit together properly prior to publishing.
- BPM techniques, methods and technologies enable you to identify and modify existing processes to align them with a desired (improved) future state.
3. ManageBusiness Process Management Design & Simulation Services MonitoringServices Process Registry Orchestration ( Workflow ) Engine Rules Engine Integration Services Content / Data Repositories 19. 4. Preserve
- Storage media obsolescence
- Copy records to appropriate media before this becomes a problem
- Media degradation
- Choose, store and protect
- Bit-wise checking
- Checksum calculation
- Format obsolescence
- Technology preservation
- Exotic techniques
20. 6-7. Deliver & Repurposing
- Distribution channels you can deliver content via:
- Internet / Intranet / Extranet(s)
- E-Mail (perhaps with attachments)
- Fax (automatically)
- Mobile phone (web enabled, or by SMS texting)
- Personal Digital Assistants (PDA)
- XML for display and/or data transfers
- Instant messaging
- Web-casting and content streaming
21. 8. Metadata
- Example of metadata in MS Office 2007
- New Document Information Panel can be customized by document type and brought front and center.
22. 8. Metadata - types
- One way to categorize metadata;
- Descriptive : Information describing the content used for search and retrieval.
- Structural : Information that ties this item with others, such as pages in a book, or the documents in a case folder.
- Administrative : Information used to manage and control access to the item.
- Source: IMERGE Consulting
23. 8. Metadata - standards
- Dublin Core
- The Dublin Core Metadata Initiative (DCMI) (Dublin, OH)
- Now ISO 15836
Creator Title Subject Contributor Date Description Publisher Type Format Coverage Rights Relation Source Language Identifier 24.
- Vocabularies represent potential metadata values
- Vocabularies can be controlled or uncontrolled
- Controlled vocabularies: metadata must come from a set list (e.g. Province)
- Uncontrolled vocabularies: metadata can be applied free-form (e.g. Town)
- Taxonomies are a particular type of controlled vocabulary
- But not all controlled vocabularies are taxonomies
8. Metadata vocabularies (1) 25.
- Its important to control vocabularyso your searchers dont have to