ECM an Overview

Topics

• What is Content?
• Why there is a need for managing
content?
• What is ECM?
• What ECMS does?
What is content?

“It is the information that is setting up

competitive differentiation, not specifically
products and processes. It is the
information around both these things that
creates a competitive advantage.”
Enterprise Content
In any Organizations content could exists in Multitude
formats like
• Images,
• Text documents,
• Web pages,
• Spreadsheets,
• Presentations,
• Graphics, Drawings,
• e-mail, Video, and Multimedia
Content can be defined as Corporate Knowledge stored in
any of the above format.
Content Types
Mainly content could be of two types

Structured Content Unstructured Content

– From emails and instant – Both “static” and “dynamic”

messages to electronic
forms, XML and even – From scanned images and
business process data electronic documents to
– Alphanumeric information complex forms and even
rich media
that can be sorted in a
Database Examples: lists,
addresses, resumes,
Records etc
Why there is a need for managing
content?
The Problem with Content
• Content is everywhere
– Voluminous
– Erroneous
– Inconsistent
– Risky
– Formal/informal
– Multiple formats
• Often uncoordinated with business goals
Content is Everywhere

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

Imaging
Local Drives
Repositories

Video Libraries
File Systems
Web
Servers
Need for managing the Content

 Legislative requirements and audits

 Need to exert control over an abundant volume

of records and documents

 Need to automate business processes

 Need for solutions to help with the process

of authoring and publishing the information
online
The Need For Managing the Content comes up with next
question:

How to Manage the Content?

This is when Content Management becomes

Enterprise Content Management
Managing Content Effectively means
Considering its full Lifecycle:
• Authoring and Creation
• Review and Approval
• Publishing and Distribution
• Archiving
Business Drivers | The Shift to Enterprise ECM Standardization

Gartner Group
“By 2007, 75 percent of companies will
shift the focus of their investments from
point products to ECM suite
Source: Gartner, Inc Research Note “ECM Suites Emerge
from Industry Consolidation”, November 11, 2004

Forrester, 2005
“Establishing the corporate standard
will be a corporate objective. IT
organizations, in an effort to manage
costs, will look to establish corporate
standards for ECM technologies from a
smaller set of vendors, eventually
leading many organizations to
standardize their ECM infrastructure
Business Drivers | Lower Cost of Development and Operations

Platform Server New

Consolidation Development Increase in
Consolidation Code Reuse
Underway to Reduce on SOA
TCO in 2008 by 2008

88 87 80 100
% % % %
Source: Gartner 2005
Business Drivers | Enterprise Platform Standardization

• Improve Customer
Business Unit Service
Solution ECM • Improve Productivity
• Reduce Costs
Drivers
• Ensure Compliance
ECM
Platform
Decisions
• Standards
• Reduction of
Corporate IT Vendors • Corporate C-level
ECM Drivers • Strong Dev. Platform Officers
• Scalability • Corporate IT Office
• Ease of Operations • Central IT Services
• IT Architecture
Office
What is ECM?

Enterprise Content Management is the technologies

used to Capture, Manage, Store, Preserve, and
Deliver content and documents related to
organizational processes. i.e Managing content
throughout its life from creation, through updating and
distribution, to archiving.
• Enterprise Content Management (ECM)
includes:
– Content
– Process
– Connectivity
• ECM allows you to make better decisions,
faster
 ECM Components?

•• Document
Document Management
Management
Integrated Document •• Document
Document Imaging
Imaging
Management •• Report
Report Management
Management
•• Workflow
Workflow

Content Management • Web Publishing

• Portals

Compliance • eRecords
• e-Mail Archiving
• Transactional Content Recording
 ECM Evolution

Imaging Imaging
Repository Clients

COLD
COLD COLD
COLD
Repository
Repository Clients
Clients

DM
DM DM
DM
Repository
Repository Clients
Clients
Where do we go from here?
Because……..
Multiple Systems
Challenges

• 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 Evolution

Imaging
Imaging
Repository
Repository

COLD/ERM
COLD/ERM
Content
Connector ECM
ECM
Repository
Repository Clients
Clients

DM,
DM, CM
CM
Repository
Repository
 ECM Evolution
eMail
eMail
Archive
Archive

Imaging
Imaging
Repository
Repository

COLD/ERM
COLD/ERM
Web
Repository
Repository Server

Browsers
Browsers
DM,
DM, CM
CM
Repository
Repository

Records
Records
Management
Management
Repository
Repository
eMail
eMail ECM Evolution
Archive
Archive

Transactional
Transactional
Content
Content
Repository
Repository

Imaging,
Imaging,
Application Web
COLD/ERM Server Server
COLD/ERM
Repository
Repository

Imaging,
Imaging, Enterprise
Enterprise
DM,
DM, CM,
CM, DAM
DAM Information
Information
Repository
Repository Portals
Portals

eRecords
eRecords
Repository
Repository
Browsers
Browsers
 ECM Evolution

Syndicated Business
Business
Syndicated
Data Partners
Partners
Data Feeds
Feeds

ECM
ECM
Web
BPM
Repository
Repository Services
XML
XML

Enterprise
Enterprise
Information
Information
Portals
Portals

Legacy
Legacy Systems
Systems
Browsers
Browsers
 ECM Processes

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

Versions
Versions Publish
Publish to
to Web
Web

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

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

• Business processes?
• Document and content types (formats)?
• Data organization and document security?
• Metadata fields?
• Document capture methodology?
• Search and retrieval methodology?
• Retention rules?
• Storage medium?
• Type of workflow?
Continued…..
 ECM Challenges
What is in Your Business Process?

• Document creation, revision .

• Web content management, publishing
• Customer service
• Archive for internal documents
• Archive for customer documents
• Records management, compliance
• Business applications integration
• Other
 ECM Challenges
Document and Content Types?

• Office documents - spreadsheet, graphics, PDF etc.

• Authored Web content - HTML, XML, PDF
• Scanned images - bi-tonal or color, fax, forms (TIFF, JPEG)
• Computer output - statements and invoices
• e-Mail and attachments
• Recorded Web pages - HTML, XML, GIF, JPEG, PNG,
PDF, Flash, WAV, eForms
• Rich media - WAV ,video, audio, photos, presentations,
Other
 ECM Challenges
How to Organize and Secure Content?

• Libraries
• Hierarchical Folders
• Applications
• Document Types
• Reports
• Records
• eMail Archive
 ECM Challenges
Metadata

Retrieving the documents, contents based on

metadata search
General Practice adopted by
Enterprises for storing content in
repositories are shown in next few
slides from slide No: 30-36
 Image Capture (Manual)

Image Capture Server

Scan Index Commit

Fax In

Document
Bi-tonal Repository
or Color
Images
 Forms Processing (Assisted)

Auto OCR, ICR, OMR, Data

Auto QA
Template ID Barcode Recognition Validation

Forms Processing Server

Scan Verify Commit

Forms Rejects
Fax In

Business Document
Document
Systems
Systems Repository
(( Form
Form Data
Data )) (( Form
Form Images
Images ))
 eForms Processing (Auto)

Data
Validation

Forms Processing Server

Commit

Business
Business Document
Document
HTML,
HTML, XML,
XML, PDF
PDF Systems Repository
eForms
eForms (( eForm
eForm Data
Data )) (( eForm
eForm Images
Images ))
 eMail Archiving (Auto)

eMail
Server

eMail
eMail Messages
Messages Document
and
and Attachments
Attachments Repository

eMail
Server
eMail Save (Manual)

Document
Repository
Save from MS Office (Manual)
File Save (Manual)
 ECM Challenges
Document Search

• Browse folder hierarchy - typically for

revisable documents and content
• Text search (indexed) - revisable
documents and content, transactional
content
ECM Challenges
Document Retrieval

• Whole document or page-at-a-time

• Specific documents or folder of related documents
• Document display - viewer, browser or application
• Retrieval formats, renditions
ECM Challenges
Clients

• Desktop clients
• Browser clients - plug-ins, applets
• Portals
ECM Challenges
Retention Dilemma

• Compliance - Sarbanes/Oxley Act, SEC 17a-4, FDA

rule 11, HIPAA - keep and organize it all
• eRecords process
– Declare - check-in or auto-declare
– Classify - define retention rules
– Lifecycle Management - scheduled record and/or
document destruction, removal or archiving
• Consistency, accuracy and corporate cooperation
• Format standards - TIFF, JPEG, XML, PDF etc.
ECM Challenges
Storage Dilemma

• Permanent storage for records

retention and evidentiary compliance
• Erasable storage for database
updates, revisable documents and
records lifecycle management
• Optical storage - WORM
 Web Content Publishing

• Style
Style sheets
sheets Webmaster
• Graphics,
Graphics, logos
logos
• Link
Link management
management
• Tables
Tables of
of content
content
• File
File conversions
conversions

Content
Repository Templates
Templates
Text,
Text, Graphics
Graphics

HTML,
HTML, PDF,
PDF, XML
XML
Web
Web Pages
Pages
Content
Publisher
Authors, Editors
Editors
Web Server
 Challenges to be tackled the ECM way

• One ECM system does not fit all…

• Support for different content types is not
enough
• Different applications will have conflicting
data models, indexing requirements and
volumes, storage types, clients, retrieval
methodologies, retention policies and/or
business processes
So, where do we go from here?

ECMS
(Enterprise Content
Management Systems)
Few market Players in ECM Industry as per the Gartner Magic Quadrant