Charting the Path to Enterprise Content Management

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Charting the Path to Enterprise Content
Management
ARMA Meeting
Mike Alsup Karen Strong Gimmal
Group Clarity, Inc. mike.alsup_at_gimmal.com kstro
ng_at_claritydmi.com
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The Vision of ECM is Compelling

• Users across the enterprise are able to create,
  retrieve, manage and archive all of their content
  
• Records retention policies are met and audit and
  compliance requirements are satisfied
• Content is repurposed for presentation via
  enterprise portals and websites
• Enterprise content management addresses the
  needs of an entire organization not just the
  business processes of a single department

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Enterprise Content Management
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Icebergs
Security
Documents
ROI
ILM
Content Mgmt
E-Processes
Java vs. Microsoft
ASPs
Front/Back-end Integration
Scalability
Records Mgmt.
Creative
Application Servers
Vendor Stability
90 of the problem is below the surface
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ECM The New Rationale
March/April AIIM E-DOC Magazine

• Convergence of ECM application categories
• Infrastructure changes that are driving ECM
  investments
• Issues and challenges that remain
• Changes in the business rationale being used to
  justify investments in ECM

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New ECM Rationale

• Required for Discoverable Information
• Required for Regulation / Compliance
• Required for Disaster Recovery
• Required for Records Management
• Prime Enabler of Business Strategy

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User View of Enterprise Content
Portal
IT Information Resources
Internal Web Sites
Imaging, Document Mgmt.
Technical Library
LAN-based Files
Dept. Files, File Rooms
Systems Administrators, Most Desktop Clients
Web Site Admin Tools
Outlook Mail Client, Email Administrators
LAN Administrator
Systems Administrators
Technical Library Tool
Walk-in Access
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Enterprise Content Repositories
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Enterprise View of Enterprise Content
Company
Contractors, Partners
Includes Vendors, Subs.
Cont. Process
Paper Files
Process
Cont. Process
Governments
Paper Files
Process
Cont. Process
Cont. Process
Process
Customers
Process
Cont. Process
Cont. Process
Process
LAN Files
Cont. Process
Vendors
Process
Paper Files
Cont. Process
Process
Paper Files
Cont. Process
Process
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Can We Really do Enterprise CM?

• Complexities at the application or process level
  are magnified at the enterprise level
• Business case is clearbut, every departmental
  application and process has specific requirements
• Results in the implementation of departmental
  solutions that fall short as enterprise
  solutions
• How should you define the path for achieving
  integrated ECM systems in your organization?

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May/June AIIM E-DOC Article
ECM Charting the Path

• Charting the Path to ECM
• Strategy
• Methodology
• Target Architecture
• Implementation Approach

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Strategy Enterprise Profiling

• Technology cannot drive the enterprise solution
• Need an approach that recognizes the unique needs
  of individual business areas while capturing the
  value of universal content sharing across
  multiple repositories
• Need a common organization-wide framework
• Business models
• Operating environments
• Architecture standards
• Enterprise rules

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Content Life Cycle Analysis
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Enterprise Usage Model
Processing Model
Repository Model
Publishing Model
Retention Model
Security Model
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Enterprise Profiling Strategy

• Recognizes the unique need of individual business
  areas while capturing the value of universal
  content sharing
• Establishes a common organization-wide framework
  for content management
• Defines the standard operating models that must
  be addressed consistently
• Defines the enterprise rules for how content
  will be managed

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Methodology Enterprise Requirements

• Processing Model
• Authoring tools and processes
• Capture (scan) tools and processes
• Document organization and hierarchy
  (classification and indexing)
• Metadata standards
• Content process actions and permissions
• Repository Model
• Active and inactive content repositories
• Storage requirements modeling
• Consistent lifecycle models
• Information lifecycle management (ILM)
• Active and inactive content access models and
  interfaces
• Publishing Model
• Content distribution and publishing controls for
  authentication, version control, publishing
  formats, editing and updating requirements

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Methodology Enterprise Requirements

• Retention Model
• File plan/taxonomy review and modification for
  content management
• Content archive model
• Content destruction model
• Security Model
• Application security requirements
• Process actions and permissions
• Content modification permissions
• Network security access rights to content
  repositories
• Enterprise Rules

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Methodology Unique Requirements

• Data collection methodology (i.e. Web-based
  questionnaire)
• Usage pattern analysis based on content lifecycle
• Usage model mapping
• Apply common operating models
• Apply required enterprise rules
• Can view workgroup solutions from an enterprise
  perspective
• Build the business case for resource requirements
  and allocation

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Target Architecture User Perspective
Inside Organization
Portal/ Search
IT Information Resources
Internal Web Sites
Email Servers, IM
Imaging, Document Mgmt.
Technical Library
File RM Indexes
LAN-based Files

• Requires integrated storage repositories
• e.g. EMC Centera (Content Addressable File
  Storage w/ APIs)
• Applications to use those APIs

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The ECM Opportunity
Contractors, Partners
Company
Includes Vendors, Subs.
Cont. Process
Process
Cont. Process
Governments
Paper Files
Process
Cont. Process
Cont. Process
F I R E W A L L
Process
Customers
Process
Cont. Process
Web Sites
Web Sites
Cont. Process
Cont. Process
EDMS/ Portal
Vendors
Process
Paper Files
Includes RM, DM, WCM
Cont. Process
Process
Cont. Process
Process
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Important Architecture Points

• A common business infrastructure is critical
• Indexing includes both paper and electronic
  documents
• Records management and fail-over require
  cross-platform support

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Overall ECM Implementation Approach
Organizations/Projects
Functions
Complexity of Work
Next Organization

• Functional Layer
• Base ECM Deployment
• Base ECM Training
• Function Specific Processes
• Function Specific Tools
• Store and Retrieve
• Dept. Doc. Types
• Dept. Attributes
• Dept. Processes
• Dept. Doc. Hierarchy
• Common Object Types
• Common Attributes

First Organization
Tool 4
Tool 4
Tool 4
Tool 4
Process 4
Process 4
Process 4
Process 4
Tool 3
Tool 3
Tool 3
Tool 3
Process 3
Process 3
Process 3
Process 3
Tool 3
Tool 3
Tool 2
Tool 2
Process 2
Process 2
Process 2
Tool 2
Process 2
Tool 2
Tool 2
Tool 2
Tool 1
Tool 1
Process 1
Process 1
Tool 1
Tool 1
Tool 1
Tool 1
Process 1
Process 1
Engineering
Acctg/Fin
OPs
Sales Phase I
HR Phase I
Finance Phase I
Organization
ECM Common Business Infrastructure
ECM Technical Infrastructure
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Initial Implementation Approach
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Further Implementation Approach
Organizations/Projects
Functions
Complexity of Work
First Project

• ID Required Components and Processes for
  Functional Layer
• Subsequent Implementation Direction and Phasing
• Store and Retrieve
• Dept. Doc. Types
• Dept. Attributes
• Dept. Processes
• Dept. Doc. Hierarchy
• Common Doc. Types

Tool 4
Tool 4
Tool 4
Process 4
Tool 4
Process 4
Tool 4
Tool 4
Process 4
Process 4
Process 4
Process 4
Tool 3
Tool 3
Tool 3
Tool 3
Process 3
Process 3
Tool 3
Tool 3
Tool 3
Process 3
Process 3
Process 3
Process 3
Tool 3
Tool 3
Tool 2
Phase 2-N
Tool 2
Tool 2
Process 2
Process 2
Tool 2
Tool 2
Process 2
Process 2
Process 2
Tool 2
Process 2
Tool 2
Tool 2
Tool 2
Tool 1
Tool 1
Tool 1
Process 1
Tool 1
Tool 1
Process 1
Process 1
Process 1
Tool 1
Tool 1
Tool 1
Tool 1
Process 1
Process 1
Engineering
Acctg/Fin
OPs
Engineering
Acctg/Fin
OPs
Sales Phase I
HR Phase I
Finance Phase I
Project
Project
ECM Common Business Infrastructure
ECM Technical Infrastructure
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Achieving the Vision of ECM Systems
Today - R1
R2
R3
ECM Vision
R4-N
O n g o i n g A c t i v i t i e s a n d M a
n a g e m e n t / C o o r d i n a t i o n
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Charting the Path Conclusion

• ECM Systems dont just happen as a result of
  early pilots and departmental implementations
• Critical steps related to planning, analysis,
  design, and architecture that must be made in the
  context of an enterprise effort
• Charting the path to successful ECM components
• Strategy
• Methodology
• Target Architecture
• Implementation Approach

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THANK YOU!
ARMA Meeting
Mike Alsup Karen Strong Gimmal
Group Clarity, Inc. mike.alsup_at_gimmal.com kstro
ng_at_claritydmi.com