Enterprise Content Management (ECM) - aiim.org Notes... · AIIM View On Enterprise Content Management & Content Management Solutions, 2008. 13 Deployment alternatives

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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

4© AIIM | All rights reserved

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Agenda


Deployment options

Modern content


New business models


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

t d b k 15 30

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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


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


“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.”


Source: http://www.microsoft.com/sharepoint/prodinfo/default.mspx

What MOSS offers


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)


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


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)


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)


Agenda


Deployment options

Modern content


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


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?


Source:

AIIM View On Enterprise Content Management & Content Management Solutions, 2008

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Deployment alternatives

On-premise

SaaS

Open source


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


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)


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


Agenda


Deployment options

Modern content


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


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


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


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


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)


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


Re-purposing still not the norm

Office Document

Scanned Document TypesTypes

Records

Database

Voice

Video

Repurposing

TypesTypes

ChannelsChannels


Legacy Applications

Reports StylesFormats

Templates

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Agenda


Deployment options

Modern content


New business models


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


Four principles for the future

Embrace the asset revolution

Build my work my way

Deliver peer-to-peer value

Develop extreme leaders


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


Office information worker

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Source: Microsoft Surface


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The “Information workplace”

Source: Minority Report (movie, 2002)


Simpler work index

Competing on clarity

Navigation

Fulfillment of basics

Usability

Speed

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Time


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


Agenda


Deployment options

Modern content


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


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.”


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


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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Enterprise Content Management (ECM) - aiim.org Notes... · AIIM View On Enterprise Content Management & Content Management Solutions, 2008. 13 Deployment alternatives