Introduction and Business challenges by JasonDetriou

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									Did you know?                                                                 Introduction



 Intellectual Capital is a Competitive Differentiator
   By the year 2010, all of the world’s codified knowledge
   will double every 11 hours
   Source: Dr. Nick Bonte, Michael DeGroote School of Business

 E-Mail Overload
   25% to 50% daily on e-mail tasks
   Source: AIM

   9.2 trillion messages in 2005 (up from 2.6 trillion in
   2000)
   Source: AIM

   Over 75% of organizational know-how is buried in e-
   mail
    Source: Gartner

   50% of the largest U.S. companies have no e-mail
   retention and deletion policy in place
   Source: Survey by the AMA / U.S. News & World Report / ePolicy Institute
Information Overload   Introduction
Information Overload          Introduction



 Separate systems can
 actually take up more time
 than they save
   Knowledge workers need
   training for each system
   Same operation /
   searches performed
   multiple times
   No single place to see
   the whole picture
History Vs. Future                      Introduction




       Old World          New World
      (1995-2002)         (2003-2006)

  Executive Decisions   Executive Accountability
  Creative Accounting   Compliance Accounting
  Secrecy               Transparency
  Industry Guidance     Industry Oversight
  Investors Seek Big    Investors Seek Value
  Ideas                 Policies
  Guidelines            Governance
  Management
                          Introduction




 What They’re Not Telling You
             about
Enterprise Content Management
            What is ECM?
                                                      Introduction



                           Document Management

Integrated Document        Document Imaging
Management                 Report Management (COLD)
                           Workflow
                           Content Management
 Content Management        Web Publishing
                           Portals
                           Digital Asset Management

                           eRecords
 Compliance
                           e-Mail Archiving
                           Transactional Content Recording
Content is Everywhere
                                                 Introduction


                    e-Mail Servers
          Paper
          Files
                                                      Business
                        Document                      Systems
                        Repositories
      Microfilm
                                             Photographs

                             Imaging
   Local Drives
                             Repositories

                                            Video Libraries
   File Systems
                         Web
                         Servers
What’s Driving ECM?                       Introduction



 Current Drivers for Enterprise Content
 Management

 Business and Legal Risk Mitigation

 Cost Reduction

 Business Advantage Generation
Multiple Systems
Challenges                                 Introduction




  Each system has its own server, database,
  repository, administration system and storage
  subsystem to purchase, learn and support
  Separate client software for each repository
  No unified folder views
  No single API for workflow or line-of-business
  application integration
                 ECM Processes
                                                                     Introduction

                                         Final
                                         Final
                        Review
                        Review    Edit
                                  Edit
Create
Create                                                     Retrieve, View, Annotate,
                                                           Retrieve, View, Annotate,
Document
Document                                                   e-Mail, Fax
                                                           e-Mail, Fax


             Versions
             Versions                                      Publish to Web
                                                           Publish to Web


Capture
Capture                                                    Distribute, Present to Web
                                                           Distribute, Present to Web
Reports,
Reports,
Statements
Statements

Scan
Scan                                                       Workflow Process
                                                           Workflow Process
Paper
Paper
                   Index Images
                   Index Images
Capture
Capture
e-Mail,
e-Mail,
Web Transaction Content
Web Transaction Content                          Declare
                                                 Declare     Retention Disposition
                                                             Retention Disposition
                                                 Record
                                                 Record
    ECM Challenges
                                   Introduction



Business processes?
Document and content types (formats)?
Data organization and document security?
Metadata fields?
Document capture methodology?
Search and retrieval methodology?
Client types
Retention rules?
Storage medium?
Type of workflow?
        ECM Challenges
 What Is Your Business Process?       Introduction



Document creation, revision, collaboration
Web content management, publishing
Transaction processing, case management
Customer service
Archive for internal documents
Archive for customer documents
Records management, compliance
Business applications integration
Report archiving, distribution, mining
Statement and invoice presentment, payment
Other
            ECM Challenges
    What Document and Content Types?                     Introduction



•    Office documents - WP, spreadsheet, graphics, PDF
•    Authored Web content - HTML, XML, PDF
•    Scanned images - bi-tonal or color, fax, forms (TIFF, JPEG)
•    Computer output - ASCII reports, statements and invoices
     (AFP, Metacode, PCL, Postscript, EDI)
• e-Mail and attachments
• Recorded Web pages - HTML, XML, GIF, JPEG, PNG,
     PDF, Flash, WAV, eForms
• Rich media - video, audio, photos, artwork, presentations
• Other
           ECM Challenges
  How to Organize and Secure Content?   Introduction


Libraries
Applications
Hierarchical Folders
Virtual Folders
Document Types
Documents
Pages
Sections
Reports
Records
eMail Archive
          ECM Challenges
            Metadata                                    Introduction


Good news - ECM enables instant document retrieval
from anywhere, by anyone, at any time
Bad news - ECM requires consistent and often labor-
intensive capture and indexing processes
Capture methodologies - manual, assisted or automatic
  Virtual folders require at least one common field - eg account
  number or name
  Classification requires a “Document Type” field - for access
  control, workflow routing and life cycle
  Document retention requires a “Date” field
  Each document has a unique object number or file path
      ECM Challenges
   Incompatible Metadata?                       Introduction



DM, CM, DAM - Library, Folder, Subfolder, Title, Author,
Date, Doc Type, Size, Pages, Revision, Keywords
Imaging, Statements - Account Name, Account Number,
Doc Type, Date
COLD - Report Type, Report Date, Doc Type
eMail - To, From, Subject, Date, Doc Type, Attachment
Type
eRecords - Classification, Subclass, Doc Type, Author,
Department, Retention, Location
Web Transactions - Transaction Number, Time, Date, Doc
Type, Number of Pages
       ECM Challenges
       Document Search                       Introduction



Browse folder hierarchy - typically for revisable
documents and content
Metadata search - find specific documents or
virtual folder
Text search (indexed) - revisable documents and
content, transactional content, OCR’d images
Folder search (serial) - reports, statements, eMail,
correspondence
Application link - specific account folder, specific
related document
     ECM Challenges
    Document Retrieval                  Introduction




Whole document or page-at-a-time
Specific documents or folder of related
documents
Document display - viewer, browser or
application
Retrieval formats, renditions, on-the-fly
rendering
Annotations
         ECM Challenges
            Clients                      Introduction




Generic desktop clients
Browser clients - generic, plug-ins, applets,
Citrix
Portals
Integrated business applications
Integrated terminal emulator
Integrated workflow process
         ECM Challenges
        Retention Dilemma                                 Introduction



Compliance - DoD 5015.2, NARA, Sarbanes/Oxley
Act, SEC 17a-4, FDA rule 11, HIPAA - keep and
organize it all
Litigation, legal discovery exposure - get rid of it
when you can
eRecords process
   Declare - check-in or auto-declare
   Classify - define retention rules, ACLs and security levels
   Lifecycle Management - scheduled record and/or document
   destruction, removal or archiving
Consistency, accuracy and corporate cooperation
Format standards - TIFF, JPEG, XML, PDF, PDF/A
     ECM Challenges
     Storage Dilemma               Introduction




Permanent storage for records
retention and evidentiary compliance
Erasable storage for database updates,
revisable documents and records
lifecycle management
Magnetic storage - DAS, NAS, SAN
Optical storage - WORM
Content Addressed Storage
      ECM Challenges
        Workflow                       Introduction




Distribution and notification - reports and
statements
Administrative workflow - simple rules-
based eMail routing
Collaborative workflow - editing, approvals,
customer service
Production workflow - transaction
processing, case management, complex
application integration
The Business Case                            Introduction




 Reduce and Avoid Costs
   Productivity and Staff Turnover
   Merge Physical & Electronic Information
   Management
 Increase Value
   Response Times
   Efficiency
   Client Interaction and Satisfaction
 Manage Risk
   Litigation and Financial Penalties
   Bad Decisions
The Technical Case                       Introduction




 Provide an integrated environment
 for both in-process content and final
 records
 Manage both Physical & Electronic
 Records
 Integrate Imaging & Process
 Management
 Integrate Search
 Enable Enterprise & External Access
 Provide access from existing user
 interfaces and devices
 Ensure appropriate access with
 comprehensive security

								
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