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Developing a Culture of Information ManagementYou’ve selected your ECM solution – Now what?
Paul BaumanTOWER SoftwareDecember 13, 2006
Agenda
Enterprise Information Management Challenges
How we currently manage information in paper
How we need to manage electronic information
Records Management as the foundation of Electronic Information Management
Steps to laying out a successful ECM
Information Management – The Challenge
Information volume is growing by 50% annually of which 80% is unstructured
*Gartner Trends in ECM
All Content, often including email and IM, is subject to
regulatory rules
Get control of intellectual assets in the form of unstructured content
Reducing costs and increasing
efficiency of paper based processes
Regulatory Compliance
How we currently manage paper records (records Management – it’s more than just retention Enterprise Department Office File Cabinet File Cabinet by topic /business process Drawer Folder Meta data on folder Document in context
Apply relationships Security Retention Context
Gartner – Trends in ECM
Is This the Secret?
Is the File Plan the Answer?
We use a file plan in the paper world, why not make that the basis of our electronic world too?
Value of a file plan Organize information across the enterprise Categorize like information together Apply individual business processes to individual departments Maintain relationships & Context Apply security and access controls Retention
The Challenge of Electronic Information Management
The Biggest issue that enterprises face when deploying ECM is understanding the shared vs. unique requirements of the business units that will be using the application.
To do this, they must analyze current business processes and understand the changes that will need to occur as the process is automated.
Failing to understand user requirements and to document existing processes are still among the biggest reasons why ECM projects don’t succeed
Gartner – Client issues for Enterprise Content Management 2005
How do we apply this in the real world?
Organizational Structure
Develop the File Plan
Business Units
Business Process
End Users
Indep
enden
t Pro
gram
s
Litigat
ion
Law Enfo
rcement
Admin & E
thics
Executive
Political R
elations
Organizational Structure
Develop the File Plan
Business Units
Business Process
End Users
Organizational Structure
Develop the File Plan
Business Units
Business Process
End Users
Business Units
Selecting a business unit High return – high value High visibility Cooperative leadership & staff High chance of success Full buy in from leadership
Some may be included in technology – some only in policy
Organizational Structure
Develop the File Plan
Business Units
Business Process
End Users
Business Process Understand department’s role Understand business processes
Filing methodology Metadata needs Security needs Workflow Processes
Select business process to pilot Must deploy quickly Must get buy-in quickly
Organizational Structure
Develop the File Plan
Business Units
Business Process
End Users
End Users
Involve end users in the process Minimize the change users must make Must be easier than the current process Management buy-in
Elements of a Successful ECM Implementation
Visible project Strong Cost-savings flavor Gaining trust of employees
involved Partnership with IT Business Driven Cross departmental scope Involvement of SME’s
Understanding of the real process
Rapid process development Frequent reviews Trial and error
approaches/simulations Quality Implementations
Gartner – Trends in ECM
