P R O J E C T C O N S U L T · Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH. DLM-FORUM 2002 Document Lifecycle Management for the Public Sector Dr. Ulrich Kampffmeyer PROJECT

DLM-FORUM 2002Document Lifecycle Management for thePublic SectorDr. Ulrich Kampffmeyer

PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHOderfelder Strasse 1720149 Hamburgwww.project-consult.com© PROJECT CONSULT 2002

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Document Lifecycle Management for the European Public Sector

Dr. Ulrich KampffmeyerDLM-FORUM 2002Barcelona, 6.5.2002

P R O J E C T C O N S U L TUnternehmensberatung Dr. Ulrich Kampffmeyer GmbH



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Dr. Ulrich Kampffmeyer

PROJECT CONSULT Unternehmensberatung GmbH, Hamburg, President

PROJECT CONSULT International Ltd., London,Managing Partner

AIIM Association for Image and Information Management International,AIIM International, Silver Springs, Member of the Board of DirectorsAIIM Europe, Datchet, Vice-Chair and Executive Director

DLM-Forum of the European Commission, Brussels,Chair of the DLM/ICT CommitteeMember of the DLM-Monitoring Committee



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Agenda

• Drowned by the Digital Flood

• Best Practice & SolutionsThe six AIIM Industry White Papers onRecords, Document & Enterprise Content Management for the Public Sector

• Challenges, Markets & Trends



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The „Traditional“ Problem

• Kilometers of paper documents• Fragile, fading consistence• Capture• Ordering systems & indexing• Quality• Access• Funds• Awareness about the value of information



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The „New“ Problem

• Exponentially growing volumes of digital information

• Digital „only“ information with no physical representation

• The „information gap“• The „information divide“• Information redundancy• Commercialisation



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The new Quality of Electronic Documents

• Any format from data to digital video or complex virtual containers

• Different renditions• Separation into content, metadata & structure

information• Digital signature & time stamps• Digital Rights Management



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A Challenge: Open Access

• Political mission• Democratic user access• Professional users and private users• Rights protection• Easy use• Availability• Cultural dimensions• Language barriers• Time & budgets



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A Babel of Acronyms

What is this all about ?• RM Records Management• DM Document Management• CM Content Management• ECM Enterprise Content Management• CLM Content Lifecycle Management• MAM Media Asset Management• Electronic Archival• Digital Preservation• ...



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The DLM Acronym

DLM

fromDonnées Lisibles par Machine

toDocument Lifecycle Management



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The DLM Acronym

DLM

managing the lifecycle of information from generation and useto long-term availability and preservation



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Best Practice & Solutions

The six AIIM Industry White Papers onRecords, Document & Enterprise Content Management for the Public Sector



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Origins

• DLM 1999„DLM-Message to the ICT Industry“

• ICT Industry 2000Answer to the „DLM-Message“

• AIIM Association for Information and Image Management international & leading solution suppliers 2002Six Industry White Papers about best practice solutions



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Scope of the six Industry White Papers

• Demonstrate the ability of the ICT industry to deliver solutions to the major known problems

• Capture• Indexing• Management• Access• Preservation• Education

• Combining „common“ and „best“ practice examples• Standardisation• Trends



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Industry White Paper No. 1 Capture, Indexing & Auto-Categorization

Addressed problems:• Classification of large volumes• Manual indexing and ordering

Solutions:• High speed information entry• OCR/ICR• Auto-Categorization• Knowledge based indexing and access

Sponsor: SER



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Contents:• The importance of safe indexing• Methods for indexing & automatic

categorization• The role of databases• Standards for indexing• Best practice applications:

Statistical Office of SaxonyCHIP online

• OutlookCitizen portalsNatural language based portals



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This white paper addresses the ever-increasing overload of information. An individual can read approximately 100 pages per day, but at the same time 15 million new pages are added to the Internet daily. Our limited human capabilities can no longer filter out the information that is relevant to us.We therefore need the support of a machine which facilitates the exchange of knowledge by storing information and enabling personal, associative access to it through the lowest common denominator in human communication: The common human index is natural written and spoken language. All other types of indexing are limited aids which humans must first learn to use before they can employ them. To sum it up, the standard has already been set and recognised as natural language, but where are the systems which have adapted this natural standard?

SER, 2002



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Industry White Paper No. 2Conversion & Document Formats

Addressed problems:• Capturing information• Long lasting archive formats

Solutions:• Strategies for long-term

information management• Standards for storage formats• Migration path

Sponsor: Hewlett Packard



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Industry White Paper No. 2 Conversion & Document Formats

Contents:• The bottleneck of conversion• Types of information• Information capture• Standards for formats• Best practice applications

Department of ForestrySanctuary Housing AssociationStaffordshire County CouncilLevy Gee

• OutlookConversion strategeyArchive value



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Industry White Paper No. 2Conversion & Document Formats

This white paper addresses the issues which arise when considering the conversion of existing physical archives, that contain documents of different formats and types, into electronic format. These issues are broad in nature including the logistics of capture involving high volumes; the determination of appropriate strategies and tactics, for both delivering the conversion and maintaining normal business operations in the process; and the adoption of appropriate, reliable and sustainable document formats.

Hewlett Packard, 2002



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Industry White Paper No. 3 Content Management

Addressed problems:• Management, scalability &

availability• Distributed architectures &

necessary functionality

Solutions:• Managing information with internet technologies• Electronic archives as infrastructure of modern

information systems• New standards for electronic documents

Sponsor: FileNET



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Contents:• From archival to enterprise

content management• Architectures & integration• Functionality• Content management standards• Best practice applications

Federal Foreign OfficeNew Jersey Division of Revenue... and other applications

• OutlookE-Government and beyondE-Merging technologies



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This paper defines content management and the various technologies it embraces. It examines the differences between several content management architectures and the different types of of solutions being deployed today. The white paper explains the different functionalities included in content management solutions and outlines the relevant standardisation bodies, definitions and technologies. The mentioned bestpractice applications feature examples from both the private andpublic sector. It forecasts the future of content management andidentifies possible trends and developments.

FileNET, 2002



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Industry White Paper No. 4Access & Protection

Addressed problems:• Open access to public archives• Protection of sensible information

Solutions:• Digital rights protection• Audit trails and logging• Standards for access, architectures, security &

directory services

Sponsor: IBM



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Contents:• The challenge of open access• Accessing public information• Protecting public information• Standards for access &

protection• Best practice applications

Cities of Naestved and SkurupNational Danish Art Museum

• OutlookTechnology benefitsCritical success factors



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In this white paper the key topics for user and information access will be addressed. Issues regarding litigation, privacy protection and networks attacks need to be addressed in order to provide secure access to citizens. The ability to locate and identify relevant information is becoming key - with the portal as a paradigm for the rich function needed for information access.Which standards are relevant to user access and information access? Planning for any significant IT application requires knowledge about standards – in particular with open application that will interact with many other systems. Protection of public information is not only about how to avoid hacker attacks.Governments need validated audit trails of their information interchange with their citizens, and there is a need for building proof of authenticity into the information infrastructure. The white paper will also describe the main drivers for architectural change.

IBM, 2002



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Industry White Paper No. 5Availability & Preservation

Addressed problems:• Long-term preservation• Information availability

Solutions:• Migration• Mix of technologies• Standards for formats• Reference archive media systems

Sponsor: Kodak



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Industry White Paper No. 5 Availability & Preservation

Contents:• The virtual memory• Long-term archival• Constant migration• Standards for reference archive

media• Best practice applications

UK Census 2001State of Virginia

• OutlookDigital Preservation strategyBenefits with reference archives



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Industry White Paper No. 5 Availability & Preservation

This Industry White Paper offers Kodak’s perspective on thelong-term retention and availability of digital information. Digitaldocuments require management just as their paper-based forerunners do. The electronic technologies used to create,distribute, and store them present special problems for archiving this information as time advances. Successive iterations of technology, inevitable media decay, and their inherent editability ill-suits them for long-term keeping in their native formats. AReference Archive of permanent document images offers a cost effective long-term solution. By rendering digital information tomicrofilm as uncoded, analog images, organisations may createtechnology-proof repositories. The information stored has to be made available for decades even centuries including issues ofmigration and secure storage media.

Kodak, 2002



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Industry White Paper No. 6 Education, Training & Operation

Addressed problems:• How to qualify records managers

for the digital age• How to train effectively• How to run projects and solutions

Solutions:• Managing digital archives• e-Learning

Sponsor: TRW & UCL



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Contents:• Archivists & information managers• Managing digital archives• Education and training

requirements• Computer-based training &

e-learning• Best practice applications

B2CitizenCommunicando societá per azioni

• OutlookFrom strategy to implementationChange management



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This white paper looks at the management of electronic archives. It analyses education and training requirements in the digital world, looking at the drivers to e-learning and the learning gap. It considers the challenges faced by universities, some of the new pedagogic methods under development and the new possibilities for continuing professional development and lifelong learning. It outlines the different business models illustrated with examples of best practice and argues that businesses and institutions in the 21st century must have and implement a learning and training vision.

TRW & UCL, 2002



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Challenges, Markets & Trends

Electronic Archives are the Memory of the Information Society



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Consolidation

• The vendor market is undergoing a consolidation phase

• The shake out already hit document managementand electronic archival; web content managementand portals will be next

• Smaller companies cannot afford to deliver latest technologies AND supporting the availability of solutions for decades



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The need for standards

• Without standards and pre-defined structures, meta-data and interchange formats there will be no long-term availability

• Constant migration issues add to existing problems of capture, indexing and protection



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Redundancy

• Redundancy in solutions:• Systems and solutions are being developed

independently.There is a lack of standardised, multiplicable solutions.

• „Re-inventing the wheel“ costs too much money, ressources and

• endangers standardisation.• Redundancy in information:

• Renditions, copies and re-use lead to huge volume of information – the original contents often getting lost

• DRM Digital Rights Management today is part of the problem – and not part of the solution



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Co-ordination

• To reach the goal „electronic archives are the memory of the information society“ on an European level

• more and effective co-ordination is necessary• redundancy has to be avoided• initiatives like DLM have to be transformed into

sustainable networks• criteria for checking standards to improve compatible

solutions have to defined• initiatives like E-Government, Open Access to Public

Archives and other related topics, beginning to overlap more and more, have to be harmonised



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Co-operation

• The ICT industry has to• co-operate with the public sector on an European level• deliver standardised, affordable and easy to install & run

solutions• take the term „long-term availability“ seriously and provide

strategies and tools to meet the challenge• undertake own activities to avoid incompatible, individual

solutions on the national level



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Mission

• In 1999 we addressed the challenge

• to move the traditional archivist from the end of the information chain upwards

• to become the information manager and • to get control over the complete document lifecycle

• In 2002 we have to address politicians and administrations to

• create more awareness about the value of informationand the value of archives

• co-ordinate joint efforts to avoid the evolving „digital gap“



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Challenge

Information has only a value of it`s own if it is used

Document Lifecycle Management is just in the beginning



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Thank You !

Dr. Ulrich KampffmeyerE-Mail: [email protected]

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