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ECM an Overview

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Topics

What is Content?

Why there is a need for managing

content? What is ECM?

What ECMS does?

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What is content?

It is the information that is setting up

competitive differentiation, not specifically

products and processes. It is theinformation around both these things that

creates a competitive advantage.

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Enterprise ContentEnterprise Content

In any Organizations content could exists in Multitudeformats 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.

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Content Types

Structured Content

From emails and instantmessages to electronic

forms, XML and even

business process data

Alphanumeric information

that can be sorted in aDatabase Examples: lists,

addresses, resumes,

Records etc

Unstructured Content

Both static and dynamic

From scanned images and

electronic documents to

complex forms and even

rich media

Mainly content could be of two types

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Why there is a need for managing

content?

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The Problem with Content

Content is everywhere Voluminous

Erroneous

Inconsistent

Risky

Formal/informal

Multiple formats

Often uncoordinated with business goals

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Content is EverywhereContent is EverywhereContent is EverywhereContent is Everywhere

File SystemsFile Systems

e-Mail Serverse-Mail Servers

Local DrivesLocal Drives

WebWeb

ServersServers

ImagingImaging

RepositoriesRepositories

PaperPaper

FilesFiles

DocumentDocument

RepositoriesRepositoriesMicrofilmMicrofilm

BusinessBusiness

SystemsSystems

Video LibrariesVideo Libraries

PhotographsPhotographs
http://images.google.com/imgres?imgurl=www.macromedia.com/resources/education/curriculum/images/photo_album.gif&imgrefurl=http://www.macromedia.com/resources/education/curriculum/projects/web_photo_album.html&h=280&w=250&prev=/images%3Fq%3Dalbum%26start%3D140%26svnum%3D10%26hl%3Den%26lr%3D%26ie%3DUTF-8%26oe%3DUTF-8%26sa%3DN

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Need for managing the ContentNeed for managing the Content

Legislative requirements and audits

Need to exert control over an abundant volumeof records and documents

Need to automate business processes

Need for solutions to help with the processof authoring and publishing the information

online

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The Need For Managing the Content comes up with next

question:

How to Manage the Content?

This is when Content Management becomesEnterprise Content Management

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Managing Content Effectively meansConsidering its full Lifecycle: Authoring and Creation

Review and Approval Publishing and Distribution

Archiving

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Business Drivers | The Shift to Enterprise ECM Standardization

Gartner GroupBy 2007, 75 percent of companies willshift the focus of their investments frompoint products to ECM suite

Source: Gartner, Inc Research Note ECM Suites Emergefrom Industry Consolidation, November 11, 2004

Forrester, 2005Establishing the corporate standardwill be a corporate objective. IT

organizations, in an effort to managecosts, will look to establish corporatestandards for ECM technologies from asmaller set of vendors, eventually

leading many organizations tostandardize their ECM infrastructure

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PlatformPlatform

ConsolidationConsolidation

UnderwayUnderway

PlatformPlatform


UnderwayUnderway

8888

%%

8888

%%

ServerServer


to Reduceto Reduce

TCOTCO

ServerServer


to Reduceto Reduce

TCOTCO

8787

%%

8787

%%

NewNew

DevelopmentDevelopment

on SOAon SOA

in 2008in 2008

NewNew

DevelopmentDevelopment

on SOAon SOA

in 2008in 2008

8080

%%

8080

%%

Increase inIncrease in

Code ReuseCode Reuse

by 2008by 2008

Increase inIncrease in

Code ReuseCode Reuse

by 2008by 2008

100100

%%

100100

%%

Business Drivers | Lower Cost of Development and OperationsBusiness Drivers | Lower Cost of Development and Operations

Source: Gartner 2005Source: Gartner 2005

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Business Drivers | Enterprise Platform StandardizationBusiness Drivers | Enterprise Platform Standardization

Improve CustomerService

Improve Productivity

Reduce Costs

Ensure Compliance

Improve CustomerService

Improve Productivity

Reduce Costs

Ensure Compliance

Business UnitSolution ECM

Drivers

Business UnitSolution ECM

Drivers

Standards

Reduction ofVendors

Strong Dev. Platform Scalability

Ease of Operations

Standards

Reduction ofVendors

Strong Dev. Platform Scalability

Ease of Operations

Corporate IT

ECM Drivers

Corporate IT

ECM Drivers

ECM

PlatformDecisions

ECM

PlatformDecisions

Corporate C-level

Officers Corporate IT Office

Central IT Services

IT Architecture

Office

Corporate C-level

Officers Corporate IT Office

Central IT Services

IT Architecture

Office

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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 contentthroughout its life from creation, through updating and

distribution, to archiving.

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Enterprise Content Management (ECM)includes:

Content

Process Connectivity

ECM allows you to make better decisions,

faster

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Document Management

Document Imaging

Report Management

Workflow

Document Management

Document Imaging

Report Management

Workflow

ECM Components?

Integrated Document

Management

Integrated Document

Management

ComplianceCompliance

Content ManagementContent Management Web Publishing Portals

Web Publishing Portals

eRecords e-Mail Archiving Transactional Content Recording

eRecords e-Mail Archiving Transactional Content Recording

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COLDCOLD

RepositoryRepository

COLDCOLD


DMDMRepositoryRepositoryDMDMRepositoryRepository

Imaging

Repository

Imaging

Repository

COLDCOLD

ClientsClients

COLDCOLD

ClientsClients

DMDMClientsClientsDMDMClientsClients

Imaging

Clients

Imaging

Clients

ECM EvolutionECM EvolutionECM EvolutionECM Evolution

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Where do we go from here?Where do we go from here?Because..Because..Where do we go from here?Where do we go from here?

Because..Because..

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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*

Multiple SystemsMultiple SystemsChallengesChallenges

Multiple SystemsMultiple SystemsChallengesChallenges

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ECMECM

ClientsClients

ECMECM

ClientsClients

ContentContent

ConnectorConnector

ImagingImaging


ImagingImaging


DM, CMDM, CMRepositoryRepositoryDM, CMDM, CMRepositoryRepository

COLD/ERMCOLD/ERM


COLD/ERMCOLD/ERM



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ImagingImaging


ImagingImaging


DM, CMDM, CM


DM, CMDM, CM


COLD/ERMCOLD/ERM


COLD/ERMCOLD/ERM


eMaileMail

ArchiveArchive

eMaileMail

ArchiveArchive

RecordsRecords

ManagementManagement


RecordsRecords

ManagementManagement



Web

Server

BrowsersBrowsersBrowsersBrowsers

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TransactionalTransactional

ContentContent


TransactionalTransactional

ContentContent


Imaging,Imaging,

DM, CM, DAMDM, CM, DAMRepositoryRepository

Imaging,Imaging,

DM, CM, DAMDM, CM, DAMRepositoryRepository

Imaging,Imaging,

COLD/ERMCOLD/ERM


Imaging,Imaging,

COLD/ERMCOLD/ERM


eRecordseRecords


eRecordseRecords



ApplicationApplication

ServerServer

EnterpriseEnterprise

InformationInformationPortalsPortals


InformationInformationPortalsPortals


WebWeb

ServerServer

eMaileMail

ArchiveArchive

eMaileMail

ArchiveArchive

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ECMECM


ECMECM



WebWeb

ServicesServices


InformationInformation

PortalsPortals


InformationInformation

PortalsPortals


Legacy SystemsLegacy SystemsLegacy SystemsLegacy Systems

SyndicatedSyndicated

Data FeedsData Feeds

SyndicatedSyndicated

Data FeedsData Feeds

BusinessBusiness

PartnersPartners

BusinessBusiness

PartnersPartners

XMLXMLXMLXML

BPM

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Distribute, Present to WebDistribute, Present to WebDistribute, Present to WebDistribute, Present to Web

Workflow ProcessWorkflow ProcessWorkflow ProcessWorkflow Process

Publish to WebPublish to WebPublish to WebPublish to Web

Retrieve, View, Annotate,Retrieve, View, Annotate,

e-Mail, Faxe-Mail, Fax

Retrieve, View, Annotate,Retrieve, View, Annotate,

e-Mail, Faxe-Mail, Fax

DeclareDeclare

RecordRecord

DeclareDeclare

RecordRecordRetentionRetentionRetentionRetention DispositionDispositionDispositionDisposition

ECM ProcessesECM ProcessesECM ProcessesECM Processes

EditEditEditEdit

CreateCreate

DocumentDocument

CreateCreate

DocumentDocument

VersionsVersionsVersionsVersions

ReviewReviewReviewReview FinalFinalFinalFinal

CaptureCapture

e-Mail,e-Mail,

Web Transaction ContentWeb Transaction Content

CaptureCapture

e-Mail,e-Mail,

Web Transaction ContentWeb Transaction Content

ScanScanPaperPaperScanScanPaperPaper

Index ImagesIndex ImagesIndex ImagesIndex Images

CaptureCapture

Reports,Reports,

StatementsStatements

CaptureCapture

Reports,Reports,

StatementsStatements

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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 ChallengesECM ChallengesWhat is in Your Business Process?What is in Your Business Process?

ECM ChallengesECM ChallengesWhat is in Your Business Process?What is in Your Business Process?

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Office documentsOffice documents - spreadsheet, graphics, PDF etc.- spreadsheet, graphics, PDF etc.

Authored Web contentAuthored Web content - HTML, XML, PDF- HTML, XML, PDF

Scanned imagesScanned images - bi-tonal or color, fax, forms (TIFF, JPEG)- bi-tonal or color, fax, forms (TIFF, JPEG)

Computer outputComputer output - statements and invoices- statements and invoices

e-Mail and attachmentse-Mail and attachments

Recorded Web pagesRecorded Web pages - HTML, XML, GIF, JPEG, PNG,- HTML, XML, GIF, JPEG, PNG,PDF, Flash, WAV, eFormsPDF, Flash, WAV, eForms

Rich mediaRich media - WAV- WAV ,video, audio, photos, presentations,video, audio, photos, presentations,

OtherOther

ECM ChallengesECM ChallengesDocument and Content Types?Document and Content Types?

ECM ChallengesECM ChallengesDocument and Content Types?Document and Content Types?

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Libraries

Hierarchical Folders

Applications

Document Types Reports

Records

eMail Archive

ECM ChallengesECM ChallengesHow to Organize and Secure Content?How to Organize and Secure Content?

ECM ChallengesECM ChallengesHow to Organize and Secure Content?How to Organize and Secure Content?

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Retrieving the documents, contents based on

metadata search

Retrieving the documents, contents based on

metadata search

ECM ChallengesECM ChallengesMetadataMetadata

ECM ChallengesECM ChallengesMetadataMetadata

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General Practice adopted by

Enterprises for storing content in

repositories are shown in next fewslides from slide No: 30-36

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DocumentDocument


Image CaptureImage Capture (Manual)(Manual)Image CaptureImage Capture (Manual)(Manual)

ScanScanScanScan

Bi-tonalBi-tonal

ororColorColor

ImagesImages

IndexIndexIndexIndex CommitCommitCommitCommit

Fax InFax InFax InFax In

Image Capture ServerImage Capture Server

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Fax InFax InFax InFax In

Forms Processing ServerForms Processing Server

Forms ProcessingForms Processing (Assisted)(Assisted)Forms ProcessingForms Processing (Assisted)(Assisted)

AutoAuto QAQAAutoAuto

Template IDTemplate IDOCR, ICR, OMR,OCR, ICR, OMR,

Barcode RecognitionBarcode RecognitionDataData

ValidationValidation

VerifyVerifyRejectsRejectsVerifyVerify

RejectsRejects

DocumentDocument

RepositoryRepository( Form Images )( Form Images )

DocumentDocument

RepositoryRepository( Form Images )( Form Images )

BusinessBusiness

SystemsSystems( Form Data )( Form Data )

BusinessBusiness

SystemsSystems( Form Data )( Form Data )

ScanScanFormsFormsScanScan

FormsForms CommitCommitCommitCommit

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Forms Processing ServerForms Processing Server

HTML, XML, PDFHTML, XML, PDF

eFormseForms

HTML, XML, PDFHTML, XML, PDF

eFormseForms

DataDataValidationValidation

eForms ProcessingeForms Processing (Auto)(Auto)eForms ProcessingeForms Processing (Auto)(Auto)

DocumentDocument

RepositoryRepository( eForm Images )( eForm Images )

DocumentDocument

RepositoryRepository( eForm Images )( eForm Images )

BusinessBusiness

SystemsSystems( eForm Data )( eForm Data )

BusinessBusiness

SystemsSystems( eForm Data )( eForm Data )

CommitCommitCommitCommit
http://www.microsoft.com/redirect.asp?PageID=141&PARAM=WINIE&TARGET=/ie/default.asp

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eMaileMail

ServerServer

eMaileMail

ServerServer

eMail MessageseMail Messages

and Attachmentsand Attachments

eMail MessageseMail Messages

and Attachmentsand Attachments

eMaileMail

ServerServer

eMaileMail

ServerServer

DocumentDocument


eMail ArchivingeMail Archiving (Auto)(Auto)eMail ArchivingeMail Archiving (Auto)(Auto)

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eMail SaveeMail Save (Manual)(Manual)eMail SaveeMail Save (Manual)(Manual)

DocumentDocument


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Save from MS OfficeSave from MS Office (Manual)(Manual)Save from MS OfficeSave from MS Office (Manual)(Manual)

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File SaveFile Save (Manual)(Manual)File SaveFile Save (Manual)(Manual)

ECM Ch llECM Ch llECM Ch llECM Ch ll

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Browse folder hierarchy - typically forrevisable documents and content

Text search

(indexed)- revisable

documents and content, transactional

content

ECM ChallengesECM ChallengesDocument SearchDocument Search

ECM ChallengesECM ChallengesDocument SearchDocument Search


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Whole document or page-at-a-time

Specific documents or folder of related documents

Document display - viewer, browser or application

Retrieval formats, renditions

ECM ChallengesECM ChallengesDocument RetrievalDocument Retrieval

ECM ChallengesECM ChallengesDocument RetrievalDocument Retrieval


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Desktop clients

Browser clients - plug-ins, applets

Portals

ECM ChallengesECM ChallengesClientsClients

ECM ChallengesECM ChallengesClientsClients


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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 ChallengesECM ChallengesRetention DilemmaRetention Dilemma

ECM ChallengesECM ChallengesRetention DilemmaRetention Dilemma

ECM Ch llECM Ch llECM Ch llECM Challenges

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Permanent storage for recordsretention and evidentiary compliance

Erasable storage for database

updates, revisable documents andrecords lifecycle management

Optical storage - WORM

ECM ChallengesECM ChallengesStorage DilemmaStorage Dilemma

ECM ChallengesECM ChallengesStorage DilemmaStorage Dilemma

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Web Content PublishingWeb Content PublishingWeb Content PublishingWeb Content Publishing

Web ServerWeb ServerWeb ServerWeb Server

HTML, PDF, XMLHTML, PDF, XML

Web PagesWeb Pages

HTML, PDF, XMLHTML, PDF, XML

Web PagesWeb Pages

Authors, EditorsAuthors, EditorsAuthors, EditorsAuthors, Editors

ContentContentRepositoryRepository

Text, GraphicsText, GraphicsText, GraphicsText, Graphics

WebmasterWebmaster

TemplatesTemplatesTemplatesTemplates

ContentContent

PublisherPublisher

ContentContent

PublisherPublisher

Style sheetsStyle sheets Graphics, logosGraphics, logos Link managementLink management Tables of contentTables of content File conversionsFile conversions

Style sheetsStyle sheets Graphics, logosGraphics, logos Link managementLink management Tables of contentTables of content File conversionsFile conversions

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Challenges to be tackled the ECM wayChallenges to be tackled the ECM wayChallenges to be tackled the ECM wayChallenges 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/orbusiness processes

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So, where do we go from here?So, where do we go from here?So, where do we go from here?So, where do we go from here?

ECMS

(Enterprise ContentManagement Systems)

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Few market Players in ECM Industry as per the Gartner Magic Quadrant

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