COLLABORATIVE SOLUTIONS: IMPLEMENTING INNOVATIVE STRATEGIES.
Basic Content Services vs Innovative IM Strategies and Solutions
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Transcript of Basic Content Services vs Innovative IM Strategies and Solutions
Basic Content Services vsBasic Content Services vs Innovative IM Strategies and Solutions Innovative IM Strategies and Solutions
Presented byNigel Carruthers-Taylor
Director, iCognition Pty Ltd
BCS
ECMECM ‘Lite’?
SharePointLotus
What are Basic Content Services?What are Basic Content Services?
“Systems designed to handle scalable, ‘good enough’ content infrastructure that offers basic document management and Web publishing or other content management capabilities at a price that enables mass deployment”
Gartner
‘Content management for everyone’ or ‘ECM Lite’
Simple, commodity driven, low price products.
Who are the BCS Players?Who are the BCS Players?
Large IT vendors• Microsoft SharePoint• IBM Lotus Notes • Oracle Collaboration Suite
American ECM vendors aiming for a specific market• Xythos EDMS• GroupDrive Collaboration Suite.
BCS FunctionalityBCS Functionality
Basic document management • Check-in/check-out• Version control.
BCS Functionality BCS Functionality cont.cont.
Local, shared or common repository
Governing structure to repository
Email capture
Metadata capture
Local and global search
Some collaboration functions.Some basic workflow
capability.
BCS Functionality BCS Functionality cont.cont.
What’s missing in BCS?What’s missing in BCS?
Rich Document and Records Management functionsStructured workflowRich Web Content ManagementAny security other than Access Control ListsLimited ability to provide platform beyond a defined infrastructure• SharePoint only works and integrates with Microsoft office• Oracle works with Oracle databases• IBM focused on IBM products
Requires a number of libraries to manage large volumes of information.
How do most BCS products operate?How do most BCS products operate?
DocumentLibrary
DocumentLibrary
DocumentLibrary
DocumentLibrary
Optional Common or “Records” Repository(often multiple stores)
Why use BCS products?Why use BCS products?
Low cost, large-scale implementation• For example: SharePoint below $180/user • Comparison: ECM products between $300-
$500/user
Minimal end user training
Somewhat 'out-of-the-box‘.
SharePoint
What does SharePoint offer?What does SharePoint offer?
Collaborative workspaces• Work spaces for projects and files online or
offline• Integrated with document stores and LoB
applications
Access to communications• Email, instant messaging, voice mail,
telephones, mobile devices, and Web conferencing
Access to information and people• Documents, news, directories, and
updated LOB data• Search and browsing technologies • Notifications and alerts
People-driven processes• Workflow• Integrate backend systems
(eg. SAP, Siebel, Great Plains)
SharePoint’s ‘compliance’ capabilitySharePoint’s ‘compliance’ capability
‘Records center’Auditing and loggingWorkflowDigital signaturesClassified emailDocument policies • labeling, auditing, and expiration of records
Barcodes and labellingInformation Rights Management
Records CenterRecords Center
Storage of ‘records’ to a common store
Can define ‘Content types’
Versioning document contents
auditing specific changes.
Add and maintainmetadata
Labeling, auditing, &expiration of records
Access or permissionto contents
Routing tolocation based on
content type
Records CenterRecords Center
Where ‘Records Center’ fits inWhere ‘Records Center’ fits in
DocumentLibrary
DocumentLibrary
DocumentLibrary
DocumentLibrary
Records Center ®
Warning!Warning!
Although ‘out-of-the-box’, requires significant analysis and design • Toolbox of web-parts needs to be integrated into a solution
Documents managed individually - not in files or folders• No aggregation capability
No ability to classify or categorise other than metadata or content types• ‘Classification’ in SharePoint means email type
No disposal authorities• Just a expiration trigger
Security based on access control and individual document’s rights management • No national security or sensitivity caveat management
What about Lotus Notes?What about Lotus Notes?
Manages documents (Domino.doc, Quickplace)• Version control• Collaboration, storage and management • Archiving
Integrates with standard desktop applications and Web browsers
Security options
Integrates with IBM’s Records Manager at back end.
Where IRM fits inWhere IRM fits in
DocumentLibrary
DocumentLibrary
DocumentLibrary
DocumentLibrary
IBM Records Manager (IRM) ®
Do we still need ECM?Do we still need ECM?
Rich ECM capability• Granularity of version control• Information transformation and presentation• Structured workflow, business system integration.
Records management and archiving • Classification, sentencing and disposition
Where is the authoritative source?• ‘Business value’ versions in the ECM• Working documents in collaborative solution
Where does ECM fit in?Where does ECM fit in?
Focus on importance of information
Built-for-purpose, innovative solutions
Providing a platform for information management
ECM is a tool designed to compliment an information management strategy.• Eg. using SharePoint for collaboration and
federated search• While ECM provides IM ‘Corporate Store’.
Mike Alsup, Gimmal Group
1.0
2.0
3.0
0.1
0.2
1.1
1.2
2.1
2.2
CollaborativeCollaborativeEnvironmentEnvironment
Check out from controlled into collaborative environment
Check in or publish
according to business process
ControlledControlledEnvironmentEnvironment
ECM & Records ECM & Records ManagementManagement
Exam
ple
1.0
2.0
3.0
0.1
0.2
CollaborativeCollaborativeEnvironmentEnvironment
Check out and then auto check-in from that point on
Check in and then access
from collaborative environment
ControlledControlledEnvironmentEnvironment
ECM & Records ECM & Records ManagementManagement
Exam
pleWorkingDocuments
Documents of ‘Business Value’
How will ECM vendors respond to BCS?How will ECM vendors respond to BCS?
Some will ignore BCSMost will integrate with SharePointSome will concentrate on richness of functionality• Sell records or web content management
capability• Structured workflow capability
Some will present ‘ECM lite’ solutions• Presenting 20% of functionality in interface• Similar to BCS functionality.
Why use ‘ECM Lite’?Why use ‘ECM Lite’?
Greater user take-up and ROI
Minimal end user training
Somewhat 'out-of-the-box‘.
Retain rich functionality for power users
Ability to customise design
ECM
ECM enterprise ‘platforms’ECM enterprise ‘platforms’
An enterprise platform to build or underpin multiple vertical solutions• Eg. case management, asset management or
distribution management solutions
Custom-built interfaces and integrations are becoming more common• Achieves better usability and ROI
While also supplying ‘content for everyone’A robust and flexible platform that does not cost the earth to maintain.
ECMECMenterpriseenterpriseplatformplatform
content content for for
everyoneeveryone