milovan misic – 32 nd sio - ecm 2006 32 nd sio session enterprise content management workshop...

Milovan Misic – 32nd SIO - ECM 2006

32nd SIO Session

Enterprise Content ManagementWorkshop

Milovan MisicThessaloniki – 28 September 2006


Agenda

• Introduction• Definition of ECM – Enterprise Content Management • Characteristics and components of E C M • Case study – Telco• Trends in ECM – Dr. Ulrich Kampffmeyer• ECM sources• Challenges for you in ECM• Q & A


Files and letters on Intellectual Property from XIX century


Digitization of archives holdings


What do we need?

Office automation Business automation Service to member countries

Word Processing Document Management

Provide Information

Communications HR / Finance Transmit Documents

Information System

Supply Chain Management

Knowledge management

Milovan MisicMilovan Misic


Workflow (current) - Publishing

Document preparationDocument preparation

Approval for printingApproval for printing

Receiving pointReceiving pointScanningScanning

CorrectionCorrection

Paper printingPaper printing

DistributionDistribution

Delete databaseDelete database

Paper Paper FilingFiling

WEBDoc generatedDoc generated

by the originatorby the originator

ApprovalApprovalProcess, several stepsProcess, several steps

Translation (FR, ES)Translation (FR, ES)spec docs (RU, AR, CN)spec docs (RU, AR, CN)

ES, FR back to originatorES, FR back to originatorfor header information for header information

AR and RU separate issuesAR and RU separate issues

Quick FinalQuick FinalApproval of ES, FRApproval of ES, FR

Doc Service registersDoc Service registersEnglish docEnglish doc

Printing ServicePrinting Serviceprinted paper copyprinted paper copy

Doc Service registersDoc Service registerstranslated docstranslated docs

Printing ServicePrinting Serviceprinted paper copiesprinted paper copies

PrintedPrintedpaper copiespaper copiesfor generalfor generaldistributiondistributionand back toand back tooriginatororiginator

Originator forwards theOriginator forwards thedoc to Internet Servicesdoc to Internet Services

Docs returnedDocs returnedfor correction for correction if requiredif requiredDocs published on theDocs published on the

development serverdevelopment server

ISS notifies originator toISS notifies originator tocheck & approve docscheck & approve docs

Once approved, docs areOnce approved, docs arecopied to production servercopied to production server

ArchivesArchives

BPBP



Workflow (current) - Publishing

Document preparationDocument preparation

Approval for printingApproval for printing

DistributionDistribution

ArchiveArchive

BPBP



Define the approach

• Policies and Procedures

• TechnologyTechnology

• Implementation


Register /Register / ClassifyClassify

Archive / DisposeArchive / Dispose

Protect / Protect / PublishPublish

Records ManagementRecords ManagementArchivesArchivesPoliciesPolicies

LETTELETTERR

LETTELETTERR

FAXFAX

E-mailE-mail

RetentionRetention ArchivingArchiving

VITALVITALRecordsRecords

WorkflowWorkflow

CaptureCapture

IntegrityIntegrity

ClassificationClassification

RecordsRecords

Life Life cyclecycle

ConversionConversion

DisposalDisposalSecuritySecurity SecuritySecurityAccessAccess

ProcedureProcedure

AccessAccess RestrictionsRestrictions

AuditAudit trailstrails

DeclassificationDeclassification

Backup &Backup & RecoveryRecovery

User User groupsgroups

TrackingTracking


Dr. Ulrich Kampffmeyer

• Keynote Sales Forum

• Visegrád, September 28/09/2004

• White Paper - Trends in Record, Document and Enterprise Content Management


ECM Definition

• “The general term Content Management itself has a great many facets, and also includes Web Content Management, Content Syndication, Digital or Media Asset Management, and naturally Enterprise Content Management as well.“


ECM Definition

• “The important thing is whether the term ECM or Enterprise Content Management means more functionality and benefit for the user.

• ECM is a vision, a strategy, or even a new industry, but it is not a closed system solution or a distinct product. Therefore, along with DRT (Document Related Technologies) oder DLM (Document Lifecycle Management), ECM can be considered as just one possible catch-all term for a wide range of technologies and vendors.”


ECM according to AIIM

Enterprise Content Management (ECM) is comprised of the technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization’s unstructured information, wherever that information exists.

• Association for Information and Image Management. 2006


IT Failure Statistics - a variety

• 50% of information systems are failures

• IS success rates are as low as 30%

• 80% of data warehousing projects fail

• 80% of ERP projects fail

• 80% of CRM projects fail


Integration of Records Management and the Archives

Next steps


The Connected Enterprise

Sales Force Sales Force AutomationAutomation

E-ProcurementE-Procurement

B2B CollaborationB2B Collaboration

Customer Customer SitesSites

Employee PortalsEmployee Portals

Order Order FulfillmentFulfillment

E-MarketingE-Marketing

R&DR&D

eLearningeLearning

ManufacturingManufacturing

DocumentsDocuments

XMLXML

Rich MediaRich Media

Web contentWeb content


Case Study


ECM Sources of informationButtler Group, ARMA, AIIM, [email protected]


Challenge for you

• Where is your role in this discussion?• How does the concepts of ECM fit into your

organizational structure?• What are the policy, organizational, management,

and technology decisions that need to be discussed prior to implementation of an ECM for your organization?

• If you can not beat them, join them – Make your archives a compatible part of the future system


Thank you

Q & A

[email protected]