Copyright © 1995-2004 Open Text Inc. All rights reserved.

Libraries and Institutional Content Management Systems

Carol Knoblauch, Product Manager,

Open Text, Inc.

knoblauc@opentext.com

18 March 2005

Computers in Libraries 2005Session C302

Slide 2

Abstract

Enterprise Content Management (ECM) is a comprehensive set of principles, processes and tools applied to controlling the lifecycle of an information resource from creation, approval, publication, and maintenance, to archiving and destruction. ECM is an integrated platform that consolidates content related activities like search, document management, and Web content management with collaboration activities like Web meetings, e-mail, and Communities of Practice.

In 2004, KMWorld Magazine announced that “the checkbook is open for ECM”. In addition to the usual motivators for investing in technology, addressing information overload and increasing productivity, the biggest impact on the ECM market comes from the growing demands of regulatory compliance.

As organizations adopt systems to support compliance initiatives and connect various content, collaboration and process-centric programs, the integrated ECM system will be the destination of choice for most employees. Information Professionals should join them. There are many roles for Information Professionals in ECM: as a user advocate to articulate information needs and requirements; as a content advocate to apply search and categorization to add value to authenticated content; and as a moderator and knowledge broker in an online community.

Slide 3

Topics

Enterprise Content Management (ECM) Elements of ECM

- Search- Document Management- Collaboration- Business Process Management- Document Lifecycle Management- Web Content Management- Portal Technology

Differentiating Content – Roles for Information Professionals

Slide 4

Enterprise Content Management (ECM)

Collaboration + Content + Process = ECM

Slide 5

Working with Information

Structured Tasks | Collaborative Workflow | Flexible Collaboration

Structured Data

Rich Content

Documents

Forms

Images

Slide 6

ERP vs. ECM – Very Different

Unstructured Data

ECM - Word Index

Structured Data

ERP - Database

Slide 7

Market Consolidates from Point Solutions

Structured Tasks | Collaborative Workflow | Flexible Collaboration

Structured Data

Rich Content

Documents

Forms

Images

Document Management

IM

ImagingWorkflow

Groupware

Knowledge Management

Search

Web Content Management

BPM

OnlineMeetings

Web Conferencing

ContentArchiving

Portal

Classification

DAM

Projects

E-mail

RecordsManagement

Slide 8

ECM Becomes Essential

DMSDMS19851985DMSDMS19851985

WCMWCM19951995WCMWCM19951995

ECMECM20012001ECMECM20012001

ECM ECM KillerKillerApp App 20032003

ECM ECM KillerKillerApp App 20032003

BroadBroadMarketMarketAwarenessAwareness20052005

BroadBroadMarketMarketAwarenessAwareness20052005

Market Size: $19BMarket Size: $19BSource: OvumSource: OvumMarket Size: $19BMarket Size: $19BSource: OvumSource: Ovum

Business Challenge:• Cost Savings (application consolidation)

• Compliance (control all content)

Compliance

2007200720072007

Slide 9

Enterprise Search

Advanced Search Options Boolean, stemming Proximity, adjacency Linguistic & semantic

analysis Natural language

processing Categorization,

classification, taxonomy, thesaurus

Result Set Options Sort and relevance ranking Hit-highlighting and

navigation Intelligent summarization Entity extraction Analysis and visualization Guided navigation

Slide 10

Document Management (DM)

Electronic Document Management

Security (repository vs shared drives)

Workflow for review and approval

Version control and audit trails

Linking documents

Production Business Document Management

Image management and archiving

Workflow for sharing and tracking

Metadata definition and identification

Optical character recognition (OCR)

Tools to control document creation, review, authorization, publication and storage

Slide 11

Collaboration

Slide 12

Knowledge Management (KM)

Slide 13

Business Process Management (BPM)

Content

Content

Content

Slide 14

Document Lifecycle Management (DLM)

Slide 15

I don‘t want to learn new tools and it better be

easy to use!

Web Content Management

Webmaster

Business Owner Graphic

Designer

ApplicationDeveloper

Authors

Marketing Mgr

Project Mgr

IT Manager

Technically DrivenBusiness Driven

I want to quickly setup a site and I

want to reuse content from my

DMS. I want a productivity tool and I don‘t want

to program.

I want a solution which works

seamlessly with my development environment

WebContent

I need to communicate internally and externally to all sorts of different

constituents. Its driving me mad!!!

I need full control over Corporate

Identity and design

The WCM system must fit into my

overall technology and ECM vision

Slide 16

Enterprise Portals

Slide 17

More ECM Technologies

Multimedia – voice and video Digital asset management Digital rights management Unified communications E-learning

- Skills management- Expertise location

Integrated document archiving and retrieval Customer relationship management (CRM)

Slide 18

Finding Opportunities

Slide 19

Be a User Advocate

Slide 20

Be a Content Advocate

Slide 21

Build a Community