enterprise content management (ecm) - aiim.org notes... · aiim view on enterprise content...
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Trends and Directions
Enterprise Content Management (ECM)
ECM ECM ECM Case Study
AIIM ECM Certificate programme
ECMStrategy
ECMPractitioner
ECM Specialist
Case Study
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ECM Practitioner Course Outline
Foundations Tools & Instruments
1. Introduction
2. Technologies
& Functionality
4. Create & Capture
5. Metadata
7. Security & Control
10. Delivery & Presentation
8. Process & Automation
11. Trends & Directions
Futures
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3. Information Architecture
9. Findability6. Taxonomy
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Agenda
Integrated content management
Deployment options
Modern content
Evolving user expectations
New business models
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Agenda
Integrated content management
Deployment options
Modern content
Evolving user expectations
New business models
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The future = more of the past…
“The future is already here - it's just not evenly distributed.”distributed.
William Gibson (best-selling science fiction author)
While this module will discuss some of the trends that have only just begun in recent months or years, such as Web 2.0 and Enterprise 2.0, other trends are the simplification and lowered costs of ECM capabilities that
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extend back 15-30 years or more
Bottom line: the future is not necessarily “radically” different from today or yesterday
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Pure players
As discussed in Module 2 of Practitioner
Many organisations have created an “ECMof Practitioner
Functionality of ECM came from “pure” functionality-driven solutions
Document managementImagingElectronic records management
created an ECM environment” built out of “pure play” pieces
General trend, however, is to take advantage of suites, platforms, basic
t t i dgWorkflowSearch
content services and content-enabled vertical applications
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ECM Suites and platforms
Pre-integrated, platform-basedbased
Emerged through acquisitionModular in deployment and costTypically offers capabilities covering the entire content lifecycle
Cradle to graveg
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Benefits and disadvantages
BenefitsPre integrated capabilities
DisadvantagesPotential for vendor “lock in”Pre-integrated capabilities
Built to take advantage of centralised repository“Out of the box” solution
Example providersEMC
Potential for vendor lock inSpecialised needs may require the expense of professional services, integration to alternative solutionsSuites built by acquisition –underlying components may not be as well integrated asIBM
Open TextOracle
be as well integrated as marketing hype indicates
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“Standards-oriented suite”
Being driven by Content ManagementManagement Interoperability Services (CMIS) Standard
A common web services interface to support uniform access across diff t t t
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different content repositories
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No solution is “out of the box”
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Basic content services (BCS)
BCS provides lowered barriers to entry in costbarriers to entry in cost and complexity – at least in theory
Most frequently associated with BCS
Microsoft Office SharePoint S (MOSS)Server (MOSS)Software as a Service (SaaS)Open source
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Microsoft Office SharePoint Server (MOSS)
“Office SharePoint Server 2007 is an integrated suite of server capabilities that can help improve organizationalserver capabilities that can help improve organizational effectiveness by providing comprehensive content management and enterprise search, accelerating shared business processes, and facilitating information-sharing across boundaries for better business insight.”
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Source: http://www.microsoft.com/sharepoint/prodinfo/default.mspx
What MOSS offers
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Source: Microsoft
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Do you currently use or have immediate plans to use SharePoint 2007/MOSS in the following applications?
SharePoint impacts plans
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SharePoint users (233)
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Use of SharePoint with regard to existing ECM, DM and RM suite
SharePoint use and governance
Who is driving and controlling SharePoint sites and applications?
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SharePoint users (233)
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MOSS is no different from other options
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Is SharePoint enough?
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Role of MOSS in ECM
SharePoint onlyThe boon to the industry is that
CoexistenceFront-endThe boon to the industry is that
SharePoint may, for the first time, be introducing ECM to a wide variety of organisationsMay also be a replacement for the less specialised needs of large organisations, removing a certain level of cost and
Front endMOSS may be the front-end of choice connected to other “real” ECM or electronic records management systems
Back-endFor “non-specialised” content
d MOSS lcomplexity needs, MOSS may replace “traditional” ECM repositories as a lower cost alternative, freeing up resources
Source: http://www.aiim.org/Infonomics/SharePoint-in-the-Enterprise.aspx (Russ Edelman, Corridor Consulting, 2008)
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Content enabled vertical applications (CEVAs)
Tailors a “platform” to a specific application or usespecific application or use
Can be industry-specific, or simply process specific
Examples:Insurance claims processingMortgage loansCredit card processingCheck processingePresentment for electronic billing statements
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Enterprise Information Management (EIM)
Market consolidation is driving wider integrationFor the entire “ECM” suite and the combination of structured andFor the entire ECM suite, and the combination of structured and unstructured content
At some point, “total integration” is the goalWill the market as a whole offer such solutions? And will YOU be ready to adopt?“IBM and Oracle have the potential to drive the market forward by creating a powerful message based on broader enterprise information
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creating a powerful message based on broader enterprise information management (EIM). Since they own the key stack components, such as the database, the information access, business intelligence (BI), analytics and reporting tools (and often line-of-business applications), they can bring together structured data and unstructured content.”
Source: Magic Quadrant for ECM (Gartner, 2008)
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Agenda
Integrated content management
Deployment options
Modern content
Evolving user expectations
New business models
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Don’t have to be cutting edge, but…
Being a laggard has the advantage of seeing costsadvantage of seeing costs shrink to commodity levels
But removes your competitive capability if you consistently lag behind your industry
th i d t ipeers, or other industries
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Efforts involved in developing ECM
Does the development of ECM solutions in your organisation require more or less effort than you believe i bl /j tifi bl ?is reasonable/justifiable?
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Source:
AIIM View On Enterprise Content Management & Content Management Solutions, 2008
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Deployment alternatives
On-premise
SaaS
Open source
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On-premise
On-premiseTCO?TCO?Higher perceived securityGreater control of timing of upgradesTypically lower monthly costs, but high upfront costs
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ECM, the laggard
Open source has been taking over traditional IT infrastructureinfrastructure
DatabasesServer operating systemsApplication and web serversProgramming and scripting
SaaS has been taking over applications
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Customer relationship managementE-mail managementBlogging, wikis, communities
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SaaS trends
SaaS Vendor Customer # of UsersSalesforce.com Misys 40,000y ,SuccessFactor Wachovia 85,000
Concur “A Financial Services Company”
185,000
Workday Flextronics 200,000Authoria “A Leading Food Services
Company”340,000
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Source: Trends and Best Practices for Implementing SaaS for Your Business (Jeff Kaplan, THINKstrategies, 2008)
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Open source trends
>50% of all web servers (>91 million) run ApacheNetcraft, September, 2008 Cloud/SAAS
~2.0 million total Alfresco downloadsAlfresco, October, 2008
1.4 million Drupal downloads last yearJuly 2007 – June 2008
Drupal and Joomla web sites handle
Web/App Server
Developer Tools
Applications
Cloud/SAAS
en S
ourc
e
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Drupal and Joomla web sites handle more traffic than 17 of the Fortune 20 corporate sites (Burton Group, 2008) OS
Database
Ope
Source: ECM and Open Source Software: A Disruptive Force in ECM Solutions (Jeff Potts, Optaros, 2008)
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Evaluating SaaS
Advantages:Ease of deploymentEase of deploymentSpeed of deployment Lower operating costsLower IT maintenance/upkeep
Concerns:Ability to integrate into legacy systems and repositories
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y g g y y pAmount of customisation/development work requiredAbility to consolidate repositories from disparate systemsImpact on SOA strategy/deploymentPhysical location of content
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Evaluating open source
Advantages:Faster improvement and evolution of solutionsFaster improvement and evolution of solutionsAbility to directly see and fix codeTendency towards use of standards and integration points
Concerns:Viability and stability of codeAvailability of “enterprise support”
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y p ppPotential hidden costs for maintenance
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Agenda
Integrated content management
Deployment options
Modern content
Evolving user expectations
New business models
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Content abounds
Content volumes exploding
Content types exploding
Content being exchanged broadly
Greater value being placed on content, particularly client facing, but also internal content
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Source: “Practical Content Management: What Really Works” (Joe Gollner, 2007)
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Digital asset management (DAM)
Key features:Content creationContent creation Indexing according to various criteria stored in form of metadataStoringDeliveringReusingReviewing
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Rich media search
Patterns can be identified in images and sound…images and sound…
Systems require ongoing “training” by humans for adequate precision
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Source: FAST / Convera
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Enterprise 2.0 content
"A system of web-based technologies that providetechnologies that provide rapid and agile collaboration, information sharing, emergence and integration capabilities in the extended enterprise”
P i l
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Primary examplesBlogsWikis
Source: Market IQ on Enterprise 2.0 (AIIM, 2008)
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SLATES
Prof. Andrew McAfee, 2006SearchSearchLinksAuthoringTagsExtensionsSignals
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Blogs
"weB LOG"
One to many publishing/mass communication
Typically single author/community comments
Single thread - postsReverse chronological order
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Blogs - screenshot
Source: AIIM’s Digital Landfill blog
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Wikis
Hawaiian for "Quick"
Shared content development
Content-based collaboration
Emergent
Built-in library servicesPotential revision conflicts
Integrated search, tagging
Source: Wikipedia
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Publishing
The production of content in Enterprise 2.0
Imposes (some) structure Potentially controversial Potentially redundant
Focus on two technologiesWeb content management (WCM)B i t (BPM)
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Business process management (BPM)
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WCM and BPM
Why are they relevant
Enterprise 2.0WikisBlogs
Mashups
WCM & BPM Intelligent Distribution
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Mobile usage increasing
Can your IA support the current and future reality of mobile access?mobile access?
And can you afford NOT to participate?
139 million enabled text phones in US with 80% read rateSource: Wall Street Journal
Mobile is:A revenue generator
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A revenue generatorA time saver (for “road warriors”)Always on, always available
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Re-purposing still not the norm
Office Document
Scanned Document TypesTypes
Records
Database
Voice
Video
Repurposing
TypesTypes
ChannelsChannels
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Legacy Applications
Reports StylesFormats
Templates
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Agenda
Integrated content management
Deployment options
Modern content
Evolving user expectations
New business models
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Explosion of content, not just INSIDE…
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User expectations
Flexible interfaces
Nimble interfaces
The “me” generation
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Source: Apple iTunes Music Store
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Four principles for the future
Embrace the asset revolution
Build my work my way
Deliver peer-to-peer value
Develop extreme leaders
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Source: Bill Jensen, Work 2.0 Rewriting the Contract
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User expectations (2)
"Rich" user experiencesWeb basedWeb-basedMultimediaInteractionPersonalized
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Source: NetFlix
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Office information worker
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Source: Microsoft Surface
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The “Information workplace”
Source: Minority Report (movie, 2002)
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Simpler work index
Competing on clarity
Navigation
Fulfillment of basics
Usability
Speed
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Time
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Source: Bill Jensen, Work 2.0 Rewriting the Contract
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Worker modelsIsolated
Fully Engaged
Islands of Me One‐way Me Team Me Proactive Me Two‐way Me Islands of We Extended Me
2.0
1.0
1.5
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Agenda
Integrated content management
Deployment options
Modern content
Evolving user expectations
New business models
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Business models 2.0
The 7 business models that have emerged from Enterprise 2.0 - Wikinomics, Don TapscottEnterprise 2.0 Wikinomics, Don Tapscott
Peer pioneersIdeagorasProsumersNew AlexandriansPlatforms for participationGl b l l t fl
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Global plant floorWiki workplace
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Creating content isn’t the challenge
Content is abundant – making effective business use of content, optimising it, is the keycontent, optimising it, is the key
“The Tragically Neglected Economics of Abundance” by Kevin Kelly
"What Carver Mead recognized in 1970 when he encouraged his students to 'waste transistors' was that transistors were becoming abundant, which is to say effectively free.”
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Source: http://longtail.typepad.com/the_long_tail/2005/03/the_tragically_.html
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Mashups
Source: redfin.com57© AIIM | All rights reserved
Business Intelligence
Collection, analysis, and presentation of business information and operations in historical, current, andinformation and operations in historical, current, and predictive views to support better business decision making
Collecting, analysing, presenting and acting on BI provides potential competitive advantage
The organisation that does this the FASTEST, and continuously fine-t it i
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tunes it, wins
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Text mining
Utilises proprietary and sophisticated lexical analysis, semantic analysis and a fair degree of artificialsemantic analysis and a fair degree of artificial intelligence to render intelligent decisions and insights concern unstructured content
Major driver for modern Business Intelligence
Requires ECM foundation to make the most of this capability
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capability
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What you have learned
How to differentiate deployment alternatives for ECM
How to position ECM suites and platforms into your strategy
How to leverage ECM beyond text and images to include “rich media”
How to meet rising user expectations for ECM-type
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interfaces and interactions
The “content abundant” state of the market implores organisations to seek out new business opportunities through the redeployment of existing content
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On to implementation?
Phase 1 - Business assessment and strategy definition blueprintblueprint
Phase 2 - Technology assessment and selection blueprint
Phase 3 - Information management roadmap and foundation activities
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Phase 4 - Design increment
Phase 5 - Incremental development, testing, deployment and improvement
Source: http://mike2.openmethodology.org
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