Enterprise Information Managemet - ASG Technologies · 2020-05-20 · ENTERPRISE CONTENT MANAGEMENT: The capturing, processing, distribution and storing of unstructured data or content

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COPYRIGHT © 2017 FORBES

ENTERPRISE INFORMATION MANAGEMENT:

Dawn of the Great Convergence

IN ASSOCIATION WITH:



TABLE OF CONTENTS

3 Toward a Holistic Data and Content Strategy

4 Methodology

4 Key Findings

5 Enterprise Information Management at the Crossroads

12 The Tools and Systems for Enterprise Information

16 Emphasis on Accessibility

21 Building an Environment of Collaboration

25 Conclusion: Toward a Single Force of Transformation

25 Acknowledgments

Today’s business environment is complex, and it’s getting only more so. The information age may make

them with data and content that need to be managed and

and unstructured data are no different—privacy must be

That’s strategy is so key to success in today’s environment. To

enterprise content management repositories.

It’s incorporating their vast stores of unstructured data into

need to bring separate teams of enterprise content

management (ECM) and enterprise data management

Forbes to survey 180 executives across key industries to uncover what executives see as pressing concerns

management accounts for the convergence of ECM

We their experiences and perspectives on enterprise information management. One thread stands out: Enterprise information management is a business

This

TOWARD A HOLISTIC DATA AND CONTENT STRATEGY Terms for the Enterprise Information Management Era• CONTENT: Also used interchangeably with

“unstructured data”; any user- or machine-generated assets, ranging from documents to audio files to log files.

• ENTERPRISE CONTENT MANAGEMENT: The capturing, processing, distribution and storing of unstructured data or content.

• ENTERPRISE DATA MANAGEMENT: The capturing, processing, distribution and storing of structured data, typically associated with relational databases.

• ENTERPRISE INFORMATION MANAGEMENT: A holistic strategy that addresses the capture, processing, distribution and storage of both structured and unstructured data within a single environment, providing a single view of all assets.

• STRUCTURED DATA: Data typically associated with relational databases.

• UNSTRUCTURED DATA: Also used interchangeably with “content”; any user- or machine-generated assets, ranging from documents to audio files to log files.

ENTERPRISE INFORMATION MANAGEMENT: DAWN OF THE GREAT CONVERGENCE | 3




This survey, conducted by Forbes Insights in partnership with ASG Technologies, is based on the responses of 180 U.S.-based executives across key industries. Respondents consist of CEOs, directors

and CIOs for their enterprises, representing

healthcare, technology and manufacturing. The survey covered a range of company

sizes, from 43% with less than $500 million in annual revenue to 46% with at least $1

billion in revenue.

THE SURVEY UNCOVERED THE FOLLOWING FINDINGS:

• Many executives feel they do not have the infrastructure to address compliance requirements or deliver on the vision of succeeding as a data-driven enterprise. Information is siloed, obscure and out of reach to decision makers. Only 33% rate their information delivery infrastructure as “highly e�ective.” This leaves a lot of room for improvement.

• Most content management e�orts are informal or part of other functions. Only 39% of organizations have formal content management systems, versus the database systems that are found in just about every modern enterprise. As a result, there is no single view of both structured data and content. For the most part, this unstructured data or content is not managed in the same way as structured data, yet it has the same needs for access and compliance. But it is not enough to add content management—content and data management need to be integrated to provide a single view.

• Bringing structured and unstructured data into alignment requires greater collaboration and a common vision across the enterprise. The two disciplines are coming together—36% of executives say their data and content management teams are one and the same, and another 35% report close collaboration. Close to two-thirds are pursuing enterprise information management strategies that incorporate both unstructured and structured assets; they see these types of assets as one and the same. To help this e�ort, a new generation of technologies now enables enterprises to manage and analyze structured and unstructured data or content within a single platform.

METHODOLOGY

KEY FINDINGS



Enterprise Information Management at the Crossroads



O rganizations are under pressure to move to a data-driven approach and be able to make business

decisions based on insights from all relevant sources of information, including structured and unstructured data. At the same time, regulatory requirements call for monitoring of and access to multiple sources of information as well. However, many executives believe that their information infrastructure is siloed, obscure and out of reach to decision makers—and does not deliver a single view across all data and content.

executives agree. The greatest impact of

as enterprise innovation and new product

68%

63%

61%

57%

55%

Customer satisfaction and engagement

Internal operations

Employee and manager productivity

Sales and marketing

Enterprise performance

Monetization of data assets

Enterprise innovation

New product development/delivery

68%

66%

56%

Figure 1: Where Information-Driven Decision Making Has the Greatest Impact (Percentage rating “positive impact” of 4-5 on a scale of 1-5)



There

the data exhaust from interactions with your core businesses to create new products or

data brings to create new products or business

Content or unstructured data is subject to

foremost on executives’ minds in terms of

48%

27%

42%

23%

36%

2%

38%

21%

28%

17%

48%

46%

31%

20%

33%

42%

27%

28%

17%

State or local regulations

General Data Protection Regulation (GDPR)

HIPAA/HITECH

Gramm-Leach-Biliey

Payment Card Industry Data Security Standard (PCI DSS)

Other

Sarbanes-Oxley

European Union Data Protection Directive

SAS 70, SSAE16

None of the aboveData (structured)

Content (unstructured)

Figure 2: Regulations That Are Causing Concern in Compliance

2%



Little or no growth

51%-75% growth

1%-10% growth

76%-100% growth

11%-25% growth

More than 100% growth

26%-50% growth

Don’t know/unsure

Figure 3: Growth of Enterprise Data and Content on a Year-to-Year Basis

27%

27%

13%

8%

2%1% 12%11% 12%

25%

28%

16%

7%

11%


1%1%

Data (structured)

Note: Does not add to 100% due to rounding

Things

both structured enterprise data and content now exceeds 10% a year for a majority of

Rate of annual growth for structured enterprise data and content a year

10%+



current enterprise information management

(Figure 4). In an era when making decisions

to get at information within minutes is far

most of their information resources within a

E�ectiveness of Current Information Management Infrastructure at Delivering Information

Amount of Enterprise Information Available to Decision Makers Within 5 Minutes or Less*

8%

16%

26%25%

22%

4%

39%

22%

33%

3%

1% 2%

Less than 10% 51%-75%

26%-50% Don’t know/unsure

11%-25% More than 75%

Not at all effective 1

3

Highly effective 52

4

Don’t know

Figure 4 Figure 5

*Note: Does not add to 100% due to rounding

of executives can tap into most of their information

resources within a reasonable period of time.

47%



The amount of time decision makers spend

Businesses structured and unstructured data

Chief E

Management. These approaches

experience as the framework for thinking

Figure 6: Average Amount of Time to Discover and Access Information

Within 15 minutes

30 minutes- 1 hour

4-8 hours

15-30 minutes

1-4 hours

More than 8 hours

Don’t know

1%

11%

20%

26%

18%

14%

10%




“

Even

Figure 7: Primary Challenges to Information Discovery, Access and Deployment

Let’s boil the ocean and tackle everything; let’s use our paper records experience as the framework for thinking about electronic information; let’s not worry about the cloud for now; let’s save everything for now and deal with it later.”

JOHN MANCINI CHIEF

Budg

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33% 29% 27% 25% 24% 24% 23% 21% 21% 2% 6%



The Tools and Systems for Enterprise Information



T o help decision makers get at and analyze the information they need, many organizations have two types of systems to manage these assets: content management systems for unstructured data assets, such as videos, PDFs and Word documents; and enterprise data management systems for structured data, such as transaction files. A majority of organizations do not have formal content management

systems, and it is assumed for purposes of this survey that most, if not all, have database systems. As regulations pressure organizations for greater transparency of information, a converged view is essential.

About

Have Formal Enterprise Content Management System? How Unstructured Data Is Discovered and Accessed Outside of ECM Systems

Figure 8

39%

23%

29%

9%

Yes

No

Considering

Don’t know/unsure

Figure 9

38%

24%

21%

6%11%

Documents/files shared informally

Documents/files shared through wikis/intranet/ collaborative spacesManaged as part of our enterprise data infrastructureOther

Most documents/files not discoverable or acessible at this time

Don’t know/unsure

1%



Not at this timeLess than 10%

11%-25%

26%-50%

51%-75%

More than 75%

Don’t know/unsure


say most of their information assets are managed

A

Figure 10: Percentage of Enterprise Content in the Cloud*

6%

24%

30%

28%

7%

3%3%



Within

systems (Figure 11).

Figure 11: Enterprise Information Assets That Are Discoverable and Accessible

ENTERPRISE DATA

MANAGEMENT

ENTERPRISE CONTENT

MANAGEMENTOTHER SYSTEM

Customer’s Protected Information (address, email, phone, etc.) 53% 28% 23%

Customer transactions 48% 33% 21%

Email/correspondence 46% 38% 28%Customer Contracts and Statements of Work 44% 29% 26%

Workflow documents 44% 35% 25%

IT operational data/log files 42% 28% 26%

Employee data 41% 34% 28%

Sensor or IoT data 39% 24% 19%

Product information/schematics 39% 32% 26%

Web content 39% 36% 27%

Corporate inventory/stock 37% 33% 18%

Legal documents 36% 33% 29%

Marketing/sales collateral 36% 37% 23%

Photos, video and graphics 33% 38% 27%

Social media collateral 33% 29% 26%

Customer data Customer transactions Contracts Workflow documents53% 48% 44% 44%

Data most commonly found in enterprise data management systems


COPYRIGHT © 2017 FORBESEmphasis on Accessibility



Surprisingly, categories of information that one might expect to be readily available to enable company operations are often not. More than a third of

respondents consider corporate inventory/stock and

to unstructured data or content is increasingly required to achieve greater insights on customers, markets and operations—as well as to meet compliance standards. For too many companies, this unstructured data or content—including documents, photos, videos and other material—is not managed in a way that meets these requirements.

Executives are highly confident that their EDM and ECM systems are well positioned to take advantage of new technology approaches and platforms27%

Figure 12: Accessability and Discoverability of Information Assets to End-Users (Percentage leaning to “not accessible” 1-2 on scale of 1-5)

43%

34%

39%

29%

38%

27%

38%

26%

36%

Employee data

Social media collateral

Legal documents

Product information/schematics

Customer’s Protected Information

Customer transactions

IT operational data/log files

Workflow documents

Customer Contracts and Statements of Work

Enterprise performance

Corporate inventory/stock

Photos, video and graphics

Marketing/sales collateral

Email/correspondence

Sensor or IoT data

41%

41%

33%

33%

37%

23%



data—both structured and

At to ensure more structured or unstructured data is

Figure 13: E�ectiveness of Current Data Management System in Supporting Decision Making

of executives are satisfied with their enterprise data

management system’s ability to enable decision making

65%

Not at all effective 12

3

4

Highly effective 5

Don’t know

21%

39%

26%

7% 5%

3%



Many

Figure 14: Percentage of Enterprise Data and Content Accessible to Analytics Applications

Not at this timeLess than 10%

11%-25%

26%-50%

51%-75%

More than 75%

Don’t know/unsureof content can be analyzed to help decision making18%

15%

18%

16%23%

13%

5%10%


15%

17%

16%24%

14%

7%7%

Data (structured)

With

encountered. To address these concerns at

engagements to the company’s engineering teams. Whether data is structured or

Many

and content each have distinct characteristics

Data management and content management at scale increasingly remind me of the old Reese’s Peanut Butter Cup commercials—‘You got peanut butter in my chocolate! No, you got chocolate in my peanut butter!’ Yes, data and content each have distinct characteristics that pose unique challenges in how they are managed. But the lines are increasingly blurred between the two—you need data to optimize your content, and you need content to operationalize the insights gained from your data!”

JOHN MANCINI CHIEF



“



Building an Environment of Collaboration



36%

35%

9%

16%

3%1%

The challenge of bringing both structured and unstructured data into the analytics mainstream—and therefore a robust part

of decision making—can be addressed with a new generation of technology solutions that manage all forms of data. However, this also requires greater collaboration and a common vision across the enterprise.

A

managing both structured and unstructured data

They are one and the same

Our ECM and EDM teams are collaborating on joint projects

Our ECM and EDM teams are planning/ considering collaborative efforts

Our ECM and EDM teams do not collaborate at all

Other

Don’t know/unsure

Figure 15: How Closely Are Enterprise Data and Content Teams Aligned?

of executives see a close alignment between teams of professionals managing both structured and

unstructured data assets.

71%



For

(Figure 16).

are starting to understand the power of

cases that focus on both structured and unstructured data

More “ Executives are starting to understand the power of bringing together enterprise data and enterprise content. All of this data is extremely valuable, so enterprises need to build the use cases that focus on both structured and unstructured data in order to gain better insights. Let’s bring the data and content people together and start to architect a solution that leverages both sides.”

Figure 16: Degree of Enterprise Data and Content Aligned Over Past Three Years

31%

34%

12%

7%

16%They are one and the same

They overlap in key enterprise areas

There is some overlap, but not a significant alignment

No alignment has occurred

Don’t know/unsure



Meyer

on manufacturing and shipping goods—to an

and making increased use of the unstructured data coming in from the Internet of Things and sensors.

From

Figure 17: Steps Being Taken to Promote or Encourage Increased Collaboration and Insights

28%

1%

23%

14%

Implement new types of collaboration technology

Other

Develop more of an “open data” approach or platform for non-sensitive information

None

Explore new organizational reporting structures

Don’t know

Expand the scope and capabilities of ECM systems

Enable greater access to data and insights through mobile devices

Revise incentives and performance criteria

Expand the scope and capabilities of EDM systems

Reach out more to external partners, content producers, developers

25%

24%

24%

24%

8%

8%

20%

Enterprise data management and enterprise content management both serve a trust, share and govern both structured and

unstructured data assets to deliver insights that will move businesses forward by understanding the customer.

There

CONCLUSION: TOWARD A SINGLE FORCE OF TRANSFORMATION

AcknowledgmentsForbes Insights and ASG Technologies would like to thank the following individuals for their time and expertise:

• RAGU GURUMURTHY, CIO and CDO, Deloitte

• KAMRAN KHAN, Managing Director and Content Analytics Lead, Accenture Analytics

• JOHN MANCINI, Chief Evangelist, AIIM International, the Association for Intelligent Information Management

• MATT MEYER, Vice President of Digital Innovations, Kloeckner Metals Corporation

• FLAVIO ZANETTI, Chief of Sta�, Strategy and Planning, Digital Transformation Senior Leader, Cisco Systems



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