From Enterprise Content Management to Enterprise Information Management Dr. Ulrich Kampffmeyer FUJITSU Channel Partner Conference Marrakech, February 12, 2009 P R O J E C T C O N S U L T Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH
Mar 28, 2015
From Enterprise Content Management to Enterprise Information Management
Dr. Ulrich Kampffmeyer
FUJITSU Channel Partner Conference
Marrakech, February 12, 2009
P R O J E C T C O N S U L TUnternehmensberatung Dr. Ulrich Kampffmeyer GmbH
AGENDA Welcome to the digital world:
Content is King
Enterprise Content Management: Pre-condition for effective information management
The ‘C’ in ECM: Market drivers for enterprise content management
The Future: From ECM to EIM
Welcome to the digital world
01001010100111100011101010101110100011101000111010
Content is king!
INFORMATION OVERFLOW
We suffer from information overflow, and must laboriously search out the valuable, important information.
The systematic management of exponentially growing information volumes is ever more important.
THE CONTENT “BIG BANG“
40,000 BC
Cave painting tools
105
Paper
3500 BC
Writing
1947
Tran-sistor
1950
Computer
Late 1960s
Internet
1870
Electricity, telephone
1450
Printing
1993
The Web
200436 Bln
200324 Bln
200212 Bln
20016 Bln
20003 Bln
200552 Bln
Gigabytes
GigaByte
TeraByte
PetaByte
ExaByteEvery year be produce threetimes the amount of informationthan the year before.
THE CONTENT “BIG BANG“
0
200
400
600
800
1000
1200
1400
1600
1800
2001 2002 2003 2004 2005 2006
78% average growth
Fixed, unstructured data
Dynamic, structured data
Storage
Demand
Petabytes
Stored information volume grows by 30% per year
Over 90% of all records are generated electronically
Over 85% of all information used is in unstructured documents
Over 600 billion emails are sent each year
About 65% of all infomation consists of relevant records that must be retained
95% of all records could be destroyed
Unstructured information and data grow at different rates
Email, videos, audio,scanned documents,multi media objectsand other unstructuredinformation generatesthe majority of data.
Drowned by information,we are searching forknowledge.
CHARACTERS, DATA, INFORMATION, KNOWLEDGETHE PYRAMID
Mechanisms of the currency market
Conversion rate
€ 1 = US$ 1.30
1.30
1, 0, 3
and .
Linkage
Syntax
Characters
Data
Information
Knowledge
Examples Contexts
Context
Character set
Relationships between the levels of the definition hierarchy
Characters
Data
Information
Knowledge
CHARACTERS, DATA, INFORMATION, KNOWLEDGEIT IS ONLY INFORMATION
Records
Documents
Media Assets
Content
CONTENTData, Information, Records, Knowledge a.s.o.
• Content stands for any electronic content.
• Includes “Data” and “Metadata” as well as records, documents, media assets, images and web pages.
• Content is an economic resource.
• Defined by its business value and its contents, content may become a record.
But how to managecontent effiecently?
Enterprise Content Management
Pre-condition for effectiveinformation management
Unstructured Content
DataBusiness Processes
STORE
MANAGE
DELIVER
PRESERVE
CAPTURE
Unstructured ContentUnstructured Content
DataDataBusiness ProcessesBusiness Processes
STORE
MANAGE
DELIVER
PRESERVE
CAPTURE
STORE
MANAGE
DELIVER
PRESERVE
CAPTURE
STORE
MANAGE
DELIVER
PRESERVE
CAPTURE
DEFINITION & CONCEPTS
Unstructured Content
DataBusiness Processes
STORE
MANAGE
DELIVER
PRESERVE
CAPTURE
AIIM International, 2003
ECM: CLAIM
ECM: DEFINITION
“Enterprise Content Management is the Strategies, Methods and Tools used to Capture, Manage, Store, Preserve, and Deliver Content and Documents related to Organizational Processes.”
AIIM Association for Information and Image Management International, 2008
Technologies
STRATEGY & VISION
not a single product!
Enterprise Content Management is a Strategy or Vision,
ENTERPRISE CONTENT MANAGEMENT INFRASTRUCTURE
ERP EnterpriseEnterpriseApplicationsApplications
EnterpriseEnterpriseContentContentManagementManagementWeb Content
ManagementDoc MgmtImaging
Domino Exchange RDMSFile
System
Workflow Collaboration
Data WarehousingMining
EAI
E-Business
InfrastructureInfrastructure
IntegrationIntegration
AP/AR RM/A CRM HRM
ECM CONCEPT #1
ERP EnterpriseEnterpriseApplicationsApplications
EnterpriseEnterpriseContentContentManagementManagementWeb Content
ManagementDoc MgmtImaging
Domino Exchange RDMSFile
System
Workflow Collaboration
Data WarehousingMining
EAI
E-Business
InfrastructureInfrastructure
IntegrationIntegration
AP/AR RM/A CRM HRM
Middleware
ECM CONCEPT #2
ERP EnterpriseEnterpriseApplicationsApplications
EnterpriseEnterpriseContentContentManagementManagementWeb Content
ManagementDoc MgmtImaging
Domino Exchange RDMSFile
System
Workflow Collaboration
Data WarehousingMining
EAI
E-Business
InfrastructureInfrastructure
IntegrationIntegration
AP/AR RM/A CRM HRM
Independent services
for all applications
ECM CONCEPT #3
ERP EnterpriseEnterpriseApplicationsApplications
EnterpriseEnterpriseContentContentManagementManagementWeb Content
ManagementDoc MgmtImaging
Domino Exchange RDMSFile
System
Workflow Collaboration
Data WarehousingMining
EAI
E-Business
InfrastructureInfrastructure
IntegrationIntegration
AP/AR RM/A CRM HRMUniform, federatedenterprise repository
for all types of information
ECM COMPONENTS
AIIM MODEL FOR ECM ENTERPRISE CONTENT MANAGEMENT
CAPTURE
PRESERVE
DELIVERSTORE
MANAGE
STORE WCM
RM
WF/BPM
DM
Collab
CAPTURE
Human created Recognition
Indexing
Input Designs
Categorization
• Office Documents • OCR
• Form • HCR
• Rich Media • ICR
• Microfilm • OMR
• Barcode
Application created Forms Processing
E-Forms/Web-Forms• ERP
• XML
• Financial Applications Aggregation
• E-Billing COLD/ERM
Input
MANAGE
WCM
RM
WF/BPM
DM
Collab
MANAGE DOCUMENT MANAGEMENT
STORE WCM
RM
WF/BPM
DMCollab
• Check-in/Check-out• Version Management• Search and Navigation• Visualization
&• Email Management• Virtual Folder
STORE WCM
RM
WF/BPM
DM
Collab
• Collaborative authoring • Knowledge bases • Whiteboards • Video conferencing• Consolidation of
information
&• Web 2.0• Enterprise 2.0
MANAGE COLLABORATION
MANAGE WEB CONTENT MANAGEMENT
STORE WCM
RM
WF/BPM
DM
Collab
• Content creation• Publication process• Conversion• Security• Web site visualization
&• DAM
Digital Asset Management• Web 2.0
MANAGE RECORDS MANAGEMENT
STORE WCM
RM
WF/BPM
DM
Collab
• Filing structures and file plans• Thesaurus• Retention periods• Metadata• Archive management
&• MoReq2• ICA-ISDF
MANAGE BUSINESS PROCESS MANAGEMENT
STORE WCM
RM
WF/BPM
DM
Collab
• Process and structure organization• Process design• Visualization of processes• Routing• Monitoring• Parallel and
sequential processing• Reminders, deadlines• Checking• Logging
&• BI Business Intelligence
STORE
Repositories
Library Services
Technologies
STORE
Repositories
Library Services
Technologies
ILMInformation
LifecycleManagement
PRESERVE
Archive• Paper• Microfilm• NAS/SAN• WORM HD• WORM OD• WORM TAPE
Deletion
PRESERVE
Long-Term Archiving
implies
Continuous Migration
DELIVER OUTPUT MANAGEMENT
DitributionSecurity
Technologies
Transformation
• PapierViewer
• Digitales Fernsehen• Digital Signature• KonverterPublishing
• Syndication
• Compression
• Datenübermittlung mittels
EDI, XML u. anderer Formate
• CD / DVD
• Email und Fax• Digital Rights
Management/
Watermark
• XML
• E-Business-Portale• Personalization
• Internet, Intranet, Extranet• PKI• COLD/ERMLayout/Design
DitributionSecurity
Technologies
Transformation
• PapierViewer
• Digitales Fernsehen• Digital Signature• KonverterPublishing
• Syndication
• Compression
• Datenübermittlung mittels
EDI, XML u. anderer Formate
• CD / DVD
• Email und Fax• Digital Rights
Management/
Watermark
• XML
• E-Business-Portale• Personalization
• Internet, Intranet, Extranet• PKI• COLD/ERMLayout/Design
Security as ECM Infrastructure
Output
• Datatransfer via EDI, XML and other formats
• Digital TV
• Email and Fax
• Digital TV
• Paper
The ‘C’ in ECM
Market drivers for enterprise content managementLet‘s talk about ECM trends …
LOTS OF C‘s
• Capture• Change• Claim• Classification• Collaboration• Communication• Communities• Competition• Competitiveness• Compliance• Complexity• Components
• Concept• Connector• Conservation• Consistency• Consolidation• Content• Context• Continuity• Control• Convergence• Cost& Co.
• Concept• Capture
• Claim
• Content
Collaboration & 2.0
COLLABORATION
• Jointly usable information bases.
• Joint, simultaneous, and controlled use/processing of information.
• Knowledge bases of skills, resources and background information for joint use of information.
• Administrative components like whiteboards for idea-gathering, scheduling, project management and more.
• Teamrooms.
• Ad-hoc workflow.
COLLABORATION
• Communication applications like videoconferencing.
• Integration of information from other applications in the context of joint information processing.
• Support of knowledge management with targeted preparation, delivery and formatting of the required information.
COMMUNITIESSYNONYMOUS WITH WEB 2.0 FUNCTIONALITY
Definition:• Web 2.0 is an umbrella term for a number of new
interactive technologies and services on the internet (especially the WWW), as well as a changed perception of the internet.
• Applications that give users an interactive role, for example through information exchange and use, content generation and the use of entertainment media.
Is there an ECM 2.0?
COMMUNITIESSYNONYMOUS WITH WEB 2.0 FUNCTIONALITY
Selected Web 2.0 functionalities:• Wikis• Voting• Social Bookmarks• Mashups• Blogs• Forums• RSS• Community software / Social software• Instant Messaging• Social Tagging / Folksonomies• Twittering• a.s.o.
What counts is reduction to the essentials and the use of non-redundant functionality.
Governance, Risk Management
& Compliance
COMPLIANCEMEETING LEGAL REQUIREMENTS
• Compliance with and fulfillment of legal and regulatory requirements.
• Legal and regulatory compliance is essential for all companies and administrative bodies.
• ECM contributes to getting business value out of the necessary investment in compliance.
• Current data-security scandals and growing documentation requirements are strengthening the compliance trend.
COMPLIANCEMEETING LEGAL REQUIREMENTS
GRC GOVERNANCE, COMPLIANCE & RISK MANAGEMENT
GRC brings together the disciplines of Corporate
Governance, Risk Management and Compliance
as a consistent procedure model.
Governance
Compliance
Risk Management
Complexity, Convergence &
Component Architectures
COMPLEXITYREDUCING COMPLEXITY
• ECM solutions are almost all designed for in-house use by specially trained employees. They often feature extensive functions in numerous menus and complex interfaces offering a plethora of information. Capturing and presenting metadata is especially difficult.
• From the usability point of view, ECM solutions need to get simpler and more intuitive.
• The “enabling” of business applications is becoming more important. Basically, within specific applications you only need 3 “buttons” to use ECM functionality:
• Save information • Retrieve information• Display information in structured form
• Automated classification and categorization is the key for overcoming the information capture bottleneck.
COMPLEXITYREDUCING COMPLEXITY
• The requirements of new user groups, who cannot be trained, but who should be involved in processing and using information, are driving the developing of new user interfaces.
• Simple, obvious and intuitive Web 2.0 functionality is growing in importance.
• To support mobile devices like telephones or PDAs is an additional challenge for ECM solutions.
COMPLEXITYREDUCING COMPLEXITY
COMPONENTSECM SERVICES, COMPONENTS AND SUBSYSTEMS
• Components, Services & Subsystemsprovide ECM functionality as components of other applications.
• Subsystems may serve other ECM components as well as other non-ECM applications like ERP, CRM; CAD, a.s.o.
• SOA Service-Oriented Architecture provides ECM services that offer ECM functionality in the middleware or on an enterprise service bus.
• Client software thereby becomes less important and is replaced by the enabling of major applications and integration in portal interfaces.
COMPONENTSECM SERVICES, COMPONENTS AND SUBSYSTEMS
Continuity, Control &Conservation
CONTINUITYENSURING INFORMATION AVAILABILITY
• Business Continuity is an issue whose significance in the context of ECM gets nowhere near enough attention.
• We are ever more dependent on the availability and correctness of electronic Information.
• ECM supplies methods and technologies to store information safely and ensure the traceability of transactions, and present them in virtual electronic folders.
CONTROLREGAIN CONTROL OF INFORMATION
• Getting control of information is a key task, given the growth of information and fragmentation of repositories!
• Holistic “end to end” solutions ensure traceability.• Risk Management can be supported by ECM
solutions.• GRC - Governance, Risk Management &
Compliance – puts compliance, control, audit trail and legal hold solutions in a larger context.
CONSERVATIONSYNONYMOUS FOR PRESERVATION AND ARCHIVING
• Electronic Archiving• Long-term archiving
Electronic long-term archiving means the provision of data and documents over a period of at least 10 years.
• Auditable archivingEdit-proof archiving refers to archive systems that meet the requirements of archiving legislation in archiving data and documents so that they are safe, unaltered, complete, orderly, reproducible without loss, and database-searchable.
Federated repositories instead of island solutions.
CONVERGENCECONVERGENCE WITH OTHER ITC FUNCTIONALITIES
The convergence in ECM is especially evident in the
convergence of technologies that were not originally part of
the core of document management:• Capture
• Output Management
• Asset Management
• Digital Rights Management
• Electronic Signature
• Web Content Management and Web 2.0
• Business Process Management and Business Intelligence
ECM is unravelling at the edges.
Competitiveness & CostECM solutions to fight the current crisis
COMPETITIVENESS
• ECM is cost-effective and enhances the adaptability, efficiency, and business viability of a company.
• The implementation of ECM is not a matter of “if”, but of “how” and “when.”
• ECM’s benefits are more important than ever, and especially in a challenging economic environment.
COSTREDUCE COSTS AND INCREASE EFFICIENCY
• Cost savings are up there with increased efficiency and new business on deciders’ priority lists.
• ECM offers the necessary means of processing, combining and controlling information from different sources. This reduces costs in all areas of company IT.
• Managing change in the company should be a focus in this.
“Information has inherent value only when it is used as knowledge in processes.”
• The value of information and the dependancy of correctness and availability of information must be considered in planning and operations alike, and justifies investments in ECM as infrastructure.
THE VALUE OF INFORMATIONCORRECTNESS, AVAILIBILITY & USE
Competition & Consolidation
CONSOLIDATIONPRODUCT AND INFRASTRUCTURE CONVERGENCE
• Market-driven consolidation: Vendors and products disappear or merge as companies take over other companies.
• User-driven consolidation:Combining and thinning out heterogeneous systems in order to arrive at uniform IT infrastructures.
• Technological convergence is accelerating consolidation and simultaneously expanding the range of options.
MAGIC QUADRANT OF THE GARTNER GROUP SEPTEMBER 2007
Of 18 vendors, 6 are no longer independent
MAGIC QUADRANT OF THE GARTNER GROUP SEPTEMBER 2007
HP
Autonomy
MAGIC QUADRANT OF THE GARTNER GROUP SEPTEMBER 2008
September 2007
© Gartner Group 2007 & 2008
Autonomy
ECM
Collaboration
Outputmanagem
ent
Storage/Archivierung
Hard
wa
re
Datab
ase
ER
P-W
ork
flo
w/
Rec
ord
s M
ana
g.
WCM
/Porta
l
Integration
COMPETING VENDORS
International & regional
ECM specialists
Groupware & office standard software suppliers
Print & output management software suppliers
Printer, MFD & scanner suppliers
Database suppliers
with BLOB concepts Storage & storage subsystems suppliers
Integrators with
add-on solutions
ERP software suppliers
with integrated ECM functionality
WCM & portal software suppliers
& SaaS offerings
& Outsourcing
& ASP
& Cloud computing
& Mobile
& Open Source
&, &, & …
The market is growing fast …
The market is growing fast …
But the growth is shared
among many
old and new competitors
The FutureFrom ECM to EIM
ECM: CLAIM
Unstructured ContentUnstructured Content
DataDataBusiness ProcessesBusiness Processes
STORE
MANAGE
DELIVER
PRESERVE
CAPTURE
STORE
MANAGE
DELIVER
PRESERVE
CAPTURE
STORE
MANAGE
DELIVER
PRESERVE
CAPTURE
AIIM International, 2003
ECM: SELF-FULFILLING PROPHECY
Unstructured ContentUnstructured Content
DataDataBusiness ProcessesBusiness Processes
STORE
MANAGE
DELIVER
PRESERVE
CAPTURE
STORE
MANAGE
DELIVER
PRESERVE
CAPTURE
STORE
MANAGE
DELIVER
PRESERVE
CAPTURE
AIIM International, 2003
The combination of structured and unstructured
content = information management
ECM
EIM
Unstructured ContentUnstructured Content
DataDataBusiness ProcessesBusiness Processes
STORE
MANAGE
DELIVER
PRESERVE
CAPTURE
STORE
MANAGE
DELIVER
PRESERVE
CAPTURE
STORE
MANAGE
DELIVER
PRESERVE
CAPTURE
AIIM International, 2003
THE FUTURE OF ECM
“ECM is moving towards Information Management and will end up as integral part of general ITC information technology & communication solutions.”
“ECM has no future as a separate category. It will disappear into Enterprise Information Management.”
INFORMATION MANAGEMENT
• ECM functionality will increasingly be directly integrated into other products.
• ECM overlaps more and more with adjacent areas in ITC.
• Numerous ECM functions will become commodities and part of standard applications.
EIM ENTERPRISE INFORMATION MANAGEMENT
Is EIM Enterprise Information Management
just ECM Enterprise Content Management
+ BI Business Intelligence?
… a leap too short?!
• EIM Enterprise Information Management stands for the comprehensive management of all information in an enterprise, regardless of location, user, author, generating system, application and time.
EIM ENTERPRISE INFORMATION MANAGEMENTPROJECT CONSULT DEFINITION
• EIM combines functional aspects of Enterprise Content Management, Business Process Management, Enterprise Search, Knowledge Management, Business Intelligence, Data Warehousing, Web 2.0 and Information Lifecycle Management.
Basic to Enterprise Information Management are:
• Uniform and overarching Master Data Management, Address Management and Access Management
• Overarching, usable information repositories
• Combination of applications with joint use and joint administration of data
• Use of services that provide the same function once and to all applications
EIM ENTERPRISE INFORMATION MANAGEMENTPROJECT CONSULT DEFINITION
Basic to Enterprise Information Management are:
• End-to-end processes without media breaks, transaction-safe and comprehensively logged
• Centralized management of all components, settings, parameters and configurations
• Secure platform- and application-agnostic administration of all data and information used across these platforms and applications
• Thorough IT governance of all systems and processes involved
EIM ENTERPRISE INFORMATION MANAGEMENTPROJECT CONSULT DEFINITION
ECM REDEFINED
When Enterprise Content Management has become part of Information Management and the acronym ECM is available again, we will use it for
Enterprise Change Management!
Outlook
THE FUTURE IN THE INFORMATION AGE
“Electronic information suffuses every area of life, steers our cars, identifies our purchases, communicates with our appliances, follows us through the internet as a long tail, makes us transparent and thus vulnerable.”
“Does man rule machine or machine rule man? As the 21st century begins, information is gaining the advantage over us. People must redefine their role with respect to information, professional and no longer private existence, and to their own self-conception as human beings.”
THE FUTURE IN THE INFORMATION AGE
“We live in one of the most interesting epochs in human history.
In just one generation we are being catapulted into the virtual world of information processing.
Our era easily outdoes the invention of writing, printing, firearms and the railway.
We should enjoy this unique time. There won’t be anything comparable any time soon.”
THE FUTURE IN THE INFORMATION AGE
“The change of a physical, tangible world of information into a virtual world.
Our children will laugh at the problems we face today.”
THE FUTURE IN THE INFORMATION AGE
Thanks for listening !
Dr. Ulrich KampffmeyerE-Mail: [email protected]
Presentation slides, Newsletter, Information ...www.PROJECT-CONSULT.com
…and have a nice time in Marrakech!