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Trends in Record,

Document and Enterprise Content Management

Dr. Ulrich Kampffmeyer

PROJECT CONSULT

UnternehmensberatungDr. Ulrich Kampffmeyer GmbH

Breitenfelder Straße 17

20251 Hamburg

www.project-consult.com© PROJECT CONSULT 2004

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Trends in Records, Document and Enterprise Content Management

S.E.R. Sales Forum

Visegrád, 28.09.2004

P R O J E C T C O N S U L TUnternehmensberatung Dr. Ulrich Kampffmeyer GmbH

Trends in Record,


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Topics

• Introduction

• Changing Markets

• CM - Content Management

• Characteristics of ECM - Enterprise Content Management

• Components of ECM - Enterprise Content Management

• Challenge: ECM and the Information Society

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Background


President & CEO, PROJECT CONSULT Unternehmensberatung GmbH, Hamburg (D)Managing Partner, PCI PROJECT CONSULT International Ltd., London (UK)Member of the Board of Directors, DLM Network EEIG, Worcester (UK)Chair of the Scientific Committee, DLM Forum of the European Commission, Brussels (B)Past Member of the Board of Directors, AIIM International, Washington (USA)Past Chair of the Board of Directors, AIIM Europe, Datchet (UK)Member of the ISO committees 15489 Records Management and 19005 PDF-Archive (D, USA)

PROJECT CONSULT UnternehmensberatungVendor impartial and product independent management consulting services for end usersin the field of enterprise content management, knowledge management, recordsmanagement, document management, information lifecycle management and other document related technologies. We specialize in strategy, design, evaluation of products,tenders, project management, organizational introduction of solutions, audits and documentation in regard to legal and regulative requirements.

CDIA+ Certification ProgrammeMoReq and E-Term educational programmes, whitepapers and publications

Web Portal with articles, glossary, market overviews, newsletter (in German with translations in English, French, Spanish & Russian), discussion groups, industry news etc.

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A Babel of Acronyms

Electronic ArchivalElectronic Archival

Collaborative CommerceCollaborative Commerce

ASP / DMCOASP / DMCO

Document Management in the narower senseDocument Management in the narower sense

Document WarehouseDocument Warehouse

Optical FilingOptical Filing

E-BusinessE-BusinessBusiness Process ManagementBusiness Process Management

Digital SignatureDigital Signature

GroupwareGroupware

Collaborative CommerceCollaborative Commerce

Knowledge ManagementKnowledge Management

EDM Engineering Document ManagementEDM Engineering Document Management

DRT Document Related TechnologiesDRT Document Related Technologies

Content ManagementContent ManagementScanningScanning

Asset ManagementAsset Management

Records ManagementRecords Management

Electronic Document -ManagementElectronic Document -Management ImagingImagingMultiMedia-DatabasesMultiMedia-Databases

Web Content ManagementWeb Content Management

Enterprise Content ManagementEnterprise Content Management

Enterprise Application Integration

Enterprise Application Integration

COLDCOLD

Digital Rights ManagementDigital Rights Management

DMSDMS

Intranet Repository

Intranet RepositoryPortalePortale

ILM InformationLifecycle Management

ILM InformationLifecycle Management

EAIEAI

BPMBPM

EDMEDM

WorkflowWorkflow

ECMECMEDRMSEDRMS

Automatische KlassifikationAutomatische Klassifikation

MAMMAM

Media Asset ManagementMedia Asset Management

DAMDAM

ListenarchivierungListenarchivierung

Digital Asset ManagementDigital Asset Management

UDMUDM

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A Babel of Acronyms

• The wide variety of terms confuses customers and tends to discourage purchase decisions.

• It makes sense to introduce a new term, such as ECM or Enterprise Content Management, only if it is associated with a new quality.

• Clear definitions are needed.

© Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002© PROJECT CONSULT 2002

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The Principles stayed the same

• An ancient issue The principles stayed the same,media and perception changed

• From Data to Information to Documents to Content to Assets & Knowledge


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Challenges, Markets & Trends

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Consolidation

• The vendor market is undergoing a consolidation phase.

• The shakeout has already hit document management and electronic archival; web content management and portals will be next.

• Smaller companies cannot afford to deliver the latest technologies AND support the availability of solutions for decades.

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Reasons for Investment in ECM

Most important reason for investments in ECM technologies (in %)

(Source: AIIM 2003) USA IRE BRA GER UK CAN

Efficiency improvement 5 6 6 5 10 6

Risk Management 4 3 3 3 4 13

Faster response to inquirments 9 6 8 5 4 13

Improved costumer services 14 14 24 7 17 4

Compliance 17 9 3 2 13 21

Cost reducation 18 19 10 31 15 10

Improvement of competitative positioning 6 4 10 3 6 2

Higher revenues,better performance 27 36 33 40 31 31

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Solution focus

Focus of planned projects (in %)

(Source: AIIM 2003) USA IRE BRA D UK CAN

Process automation 22 27 45 16 26 23

Technical Document Management 22 21 42 29 33

eMail-Management 22 28 30 20 30 33

Web-Publishing 24 31 31 14 33 38

Knowledge Management 25 29 41 14 36 33

Information Capture 27 30 33 18 38 35

Document Contral 34 40 57 22 50 44

Archiving / Storage / Records Management 44 34 53 14 46 48

Compliance 20

Forms Processing 18 18 26 25

Business Continuity 23

Customer Service 29 34 33 23

Human Ressource Management 28

Accounting 14

eGovernment 28

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Planned Investments

Planned Investments 2004 / 2005 (US $)

(Source: AIIM 2003) USA IRE BRA GER UK CAN

<$100.000 41 35 51 37 40 59

$100.000 - $200.000 17 15 21 20 14 6

$200.000 - $500.000 19 15 11 16 15 12

$500.000 - $1.000.000 12 9 3 8 10 0

>$1.000.000 11 26 14 18 21 24

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Some new Terms

• Compliance• IMC Information Management Compliance• ILM Information Lifecycle Management• ILM Information Logistics Management• DLM Document Lifecycle Management• CLM Content Lifecycle Management• UDM Unstructured Data Management• CCM Collaborative Content Management• ECI Enterprise Content Integration• BPE Business Process Engineering• ERM Electronic Records Management• EDRM Electronic Document & Records Management• …

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CM – Content Management

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• Content is any information in structured, weakly structured, and unstructured forms held for use in an electronic system

• Content is not simply another word for document. Content objects comprise separated content, layout, structure, and meta-data.

• Document and Record are terms for legally or regulatory defined information objects.

Definition: Content (1)

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• Structured content is data delivered in a standardized layout from database-supported systems (e.g. formatted data sets from a database)

• Weakly structured content is information and documents that may include layout and metadata, but are not standardized (e.g. word processor files)

• Unstructured content is any kind of information objects whose contents cannot be directly referenced and which lack separation of content, layout, and metadata (images, GIF’s, video, language, faxes etc.)

Definition: Content (2)

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Definition:Content Management

• CM in the narrow sense of the word refers only to the software-supported management of contents (databases, archives, etc.)

• CM is more than the continuation of documentation with Internet technology

• Vendors use the terms Content Management and CMS interchangeably:unfortunately CM is used synonym to WCM

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Definition:Web Content Management (1)

• Web Content Management (WCM) is the management of content on Internet-based websites and portals

• Web CMS focuses on presenting content for open user communities on the Internet

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Content Managementas Web Publishing System Only

Firewall

WebServer

Presentation

Editingapplication

ContentsLayoutPublication process

ContentRepository

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So what´s new with ECM?

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Definition:Enterprise Content Management

The technologies used to capture, manage, store, deliver, and preserve information to support business processes.

AIIM International, 2003

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Unstructured Content

Definition:ECM Enterprise Content Management

DataBusiness Processes

STORE

MANAGE

DELIVER

PRESERVE

CAPTURE

AIIM International, 2003

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ECM as Infrastructure

AIIM International

ERP EnterpriseEnterpriseApplicationsApplications

EnterpriseEnterpriseContentContentManagementManagementWeb Content

ManagementDoc MgmtImaging

Domino Exchange RDMSFile

System

Workflow Collaboration

Data WarehousingMining

EAI

E-Business

InfrastructureInfrastructure

IntegrationIntegration

Source: AIIM 2001 Industry Study

AP/AR RM/A CRM HRM

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ECM Basic Concepts:Integrative Middleware

AIIM International





System



EAI

E-Business



AP/AR RM/A CRM HRM

Basic Concept No. 1

Integrative Middleware


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ECM Basic Concepts: Concept of services

AIIM International





System



EAI

E-Business



AP/AR RM/A CRM HRM

Basic Concept No. 2

Independent Services for all applications


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ECM Basic Concepts: Uniform Repository

AIIM International





System



EAI

E-Business



AP/AR RM/A CRM HRM

Basic Concept No. 3

A Uniform, FederatedEnterprise Repository

for All Information Types


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Components of ECM Enterprise Content Management

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AIIM Model for ECM Enterprise Content Management

CAPTURE

PRESERVE

DELIVERSTORE

MANAGE

STORE WCM

RM

WF/BPM

DM

Collab

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CAPTURE

Human created Recogniton

Indexing

Input Designs

Categorization

• Office Documents • OCR

• Form • HCR

• Rich Media • ICR

• Microfilm • OMR

• Barcode

Application created Forms Processing

E-Forms/Web-Forms• ERP

• XML

• Financial Applications Aggregation

• E-Billing COLD/ERM

Input

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MANAGE

STORE WCM

RM

WF/BPM

DM

Collab

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Document Management

STORE WCM

RM

WF/BPM

DMCollab

DocumentManagement

• Check-in/Check-out• Version Management• Search and Navigation• Visualization

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Collaboration

STORE WCM

RM

WF/BPM

DM

Collab Collaboration

• Collaborative authoring • Knowlege bases • Whiteboards • Video conferencing• Consolidation of

information

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Web Content Management

STORE WCM

RM

WF/BPM

DM

Collab

Web Content Management

• Content creation• Publication process• Conversion• Security• Visualization

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Records Management

STORE WCM

RM

WF/BPM

DM

Collab

Records Management

• Filing systematics• Indexing and

thesaurus• Retention periods• Metadata• Archive management

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Workflow / Business Process Management

STORE WCM

RM

WF/BPM

DM

Collab

Workflow / Business Process

Management

• Process and structure organization• Process design• Imaging of Process• Routing• Monitoring• Parallel and

sequential processing• Reminders, deadlines• Checking• Logging

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STORE

Repositories• File Systems• Content Management Systems• Databases • Data Warehouses

Library Services• Search/Retrieval• Version Control• Check In/Check Out• Audit Trail

Technologies• SAN• NAS• Magneto Optical• DVD• CD-ROM

• Tape• Magnetic Storage• RAID• Optical Disc

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PRESERVE

Archive• Paper• Microfilm• NAS/SAN• CAS• WORM• WORM-Tape

Selection

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DELIVER

DitributionSecurity

Technologies

Transformation

•Viewer

• Digital TV• Digital Signature• KonverterPublishing

• Syndication

• Compression

• Datatransfer via

EDI, XML and other formats

• CD / DVD

• PDF

• Email and fax• Digital Rights

Management/

Watermark

• XML

• E-Business-Portal• Personalization

• Internet, Intranet, Extranet • PKI• COLD/ERMLayout/Design

DitributionSecurity

Technologies

Transformation

• PaperViewer

•• Digital Signature• KonverterPublishing

• Syndication

• Compression

•EDI, XML

• CD / DVD

• PDF

• Email • Digital Rights

Management/

Watermark

• XML

• E-Business-Portal• Personalization

•• PKI• COLD/ERMLayout/Design

Security as ECM Infrastructure

Output

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ECM as Enterprise Infrastructure

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ECM as Enterprise Infrastructure: Requirements

• Store all types of information• Store both dynamic and unchanging information• Services concept• Big and small solutions• Own client or inclusion in existing applications• Central and distributed databases• Consistent long-term storage• Modular expandability• Distributed repositories• Integration in existing systems

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Integrated ECM System with Integration of WCM and Applications

Firewall

Portal

InterfaceEditing

ApplicationCapture

Specialist

Application

GroupwareCommuni-

cation

ERPApplication

Portal

Intranet

Server

Content

Management

Classification

Knowledge

Management

Application

ServerGroupware

ServerERP

Content

RepositoryLegacy Groupware

RepositoryERP

Repository

Enterprise Records Management

(Archiving)

DMSWorkflow

EA

I

WebServer

Presentation

eBusiness Transactions

Contentenabled

Contentenabled

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ECM and XML – The Ideal Couple?

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Outlook: Some Theses

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Just a Vision

ECM with its comprehensive goal is not a product, but rather a vision, a strategy, and at best a solution portfolio.

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Convergence

WCM, ECM, portals and other document technologies are blending together.

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Consolidation

The market is swamped with products for individual CM components.

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The Value of Information

Information is only of inherent value when it is made useful as knowledge in processes.


© PROJECT CONSULT 2002

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Dependence on Information

Dependence on the availability and correctness of electronic information is constantly growing.



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Information Overflow

We suffer from information overflow. Picking out the valuable, important information is a tedious process.



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Information Gap

The first gaps in electronic information preservation have occurred. Electronic knowledge has already been irretrievably lost.



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Information Divide

Information is not equally available to all.



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Necessity of ECM



The real usefullness and necessity of ECM solutions is not being adequatly communicated.

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Importance of ECM



• “We’re drowning in information, and thirsting for knowledge.”

John Naisbitt, Megatrends 2000

ECM solutions will become as important as CRM, ERP and other essential business applications.

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Thank you very much for your attention !

Dr. Ulrich Kampffmeyer E-Mail: [email protected]

WebSite, Newsletter, Informations ...http:// www . PROJECT-CONSULT . com

[en] trends in records, document and enterprise content management | ulrich kampffmeyer | vizegrad |...

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