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AIIM presentation on ECM industry concepts

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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
  • Images
  • Office documents
  • Graphics and drawings
  • Print streams
  • Web pages and content
  • E-mail
  • Video
  • Rich media assets

Unstructured information

  • Processed by systems
  • Databases
  • Ordered data
  • Sales and invoicing
  • Accounting
  • 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

  • Imaging
  • 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;
    • Workflow

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:
    • Declaration;
    • Classification;
    • Access Control;
    • Disposition;
    • 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.

18.

  • 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
    • Emulation
    • Migration
    • Exotic techniques

20. 6-7. Deliver & Repurposing

  • Distribution channels you can deliver content via:
  • Paper
  • Internet / Intranet / Extranet(s)
  • Portals
  • 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
  • RSS

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