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Priscilla Emery - Principal, Information Management IQ Business Group October 29, 2014 Introduction to Enterprise Content Management (ECM)
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Introduction to Enterprise Content Management (ECM)

Oct 16, 2021

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Page 1: Introduction to Enterprise Content Management (ECM)

Priscilla Emery - Principal, Information Management

IQ Business Group

October 29, 2014

Introduction to Enterprise Content

Management (ECM)

Page 2: Introduction to Enterprise Content Management (ECM)

Agenda

• What is ECM?

• Component technologies

• Component practices

• Why consider implementing ECM?

• Examples: Good and Bad

• Implications for Court Clerks and Comptrollers

Page 3: Introduction to Enterprise Content Management (ECM)

The Big Picture

Page 4: Introduction to Enterprise Content Management (ECM)

What is ECM?

• The technologies, tools, and methods used to capture,

manage, store, preserve, and deliver “content” or

“information” across an enterprise or organization

• At the most basic level, ECM tools and strategies allow the

management of an organization’s unstructured

information, wherever that information exists.

• Unstructured information means letters, e-mails, reports,

etc., as opposed to databases or accounting systems,

which contain “structured” information.

Source: AIIM

Page 5: Introduction to Enterprise Content Management (ECM)

COMPONENT

TECHNOLOGIES

Page 6: Introduction to Enterprise Content Management (ECM)

Typical ECM Toolbox

Web Content Management

Document Management

Imaging

Capture Technologies

Scanning

Forms Processing & Recognition

Business Process Management / Workflow

Business Intelligence and Analytics

Storage Management

Records Management

Page 7: Introduction to Enterprise Content Management (ECM)

The Garage Metaphor

Car Tools

Garden Tools

Power and

Hand Tools Paint Supplies

It’s In There

Page 8: Introduction to Enterprise Content Management (ECM)

The Challenge is to

Pick the Right Set of

Tools or Tool For the

Right Job

Page 9: Introduction to Enterprise Content Management (ECM)

Capture

• It's not just about scanning and imaging

• It is all about input

• It's how you capture all kinds of content

• Scanners

• Web content, Sites, Wikis, Blogs

• Electronic Docs - Microsoft Word, Excel, et.al., PDF/A

• Barcodes, QR codes - scanners, readers, mobile devices

• Photos- scanners, cameras/SD cards, mobile

• Geographic Information - Maps

• Paper / Microfilm / Microfiche

Page 10: Introduction to Enterprise Content Management (ECM)

Making / Keeping Documents Searchable

• Sometimes an Image is Not Enough

• Recognition Technologies

• Optical Character Recognition (OCR)

• Intelligent Character Recognition (ICR)

• Optical Mark Recognition (OMR)

• Magnetic Ink Character Recognition (MICR)

• Sometimes An Image Is All You Get

• Photos

Page 11: Introduction to Enterprise Content Management (ECM)

Electronic Forms

• Structured approach to capturing data

• Should be device independent

Source: Avoka

Page 12: Introduction to Enterprise Content Management (ECM)

Metadata Capture

• Quality metadata capture is extremely important further

down the line

• Data about the data

• Who, what, when, where, and how of an electronic

document

• Author, date created, last accessed, alteration dates,

etc.

• Availability of metadata depends on the properties of the

file type (i.e. MS Office, E-mail, WordPerfect, graphic files,

Web addresses, etc.)

Page 13: Introduction to Enterprise Content Management (ECM)

Classification

• Random placement is NOT a good idea

• Taxonomy is the science of classification according to a

pre-determined system, with the resulting catalog used to

provide a conceptual framework for discussion, analysis,

or information retrieval.

• In the vernacular, organizing documents, web pages, and

other content into logical groupings based on their

contents.

• This leads to indexing

Page 14: Introduction to Enterprise Content Management (ECM)

Store

• All this information has to go somewhere

• Combination of software and hardware

Page 15: Introduction to Enterprise Content Management (ECM)

Lots of Storage HW Options Available

• Storage Area Network (SAN): High speed network, connecting

computer systems and storage resources

• Network Attached Storage (NAS): Hard disk storage directly attached

to a network rather than through a computer

• Magneto-Optical (MO):Recording data using a combo of magnetic and

optical techniques to change the polarity of a magnetic field in the

recording medium. Data is erasable

• DVD / CD-ROM / Optical Disc

• Tape

• Magnetic Storage

• Redundant Array of Independent Disks (RAID): Storing the same data

on multiple hard disks for improved performance and fault tolerance

Page 16: Introduction to Enterprise Content Management (ECM)

Document Repositories

• Library Services

• Version Control: Means of tracking document author(s)

and tracking multiple versions of a single document

• Check in / Check out: Ensures that only one person can

work on a document at any time

• Search / Retrieval

• Audit Trail: a log of who changed what and when –

supports accountability

Page 17: Introduction to Enterprise Content Management (ECM)

Manage

• Document Management System is a software platform that

controls and organizes documents throughout an

enterprise.

• It incorporates document and content capture, workflow,

document repositories, output systems, and information

retrieval systems.

• Mostly all electronic records management systems require

a document management platform but not all document

management systems support the management of

records.

Page 18: Introduction to Enterprise Content Management (ECM)

RM is Inextricably Linked with DM

Retention & Disposition

Physical and Electronic

Classification

Hold Management

Circulation

Workflow

Project /Team Collaboration

Notifications

Discussions

Event Auditing

Version Control

Storage/Repository

Access Control

Search & Retrieval

Security

Records Management Document Management

Page 19: Introduction to Enterprise Content Management (ECM)

Classification and Organization

An Important First Step

• Essential component for Document Management

• Classification according to a pre-determined system

• Resulting catalog used to provide a conceptual

framework for analysis and information retrieval

• May need to rationalize different internal classification

schemes

Page 20: Introduction to Enterprise Content Management (ECM)

Encouraging Collaboration While

Avoiding Chaos • Classification plays a key role in making DM

implementation successful.

• Still want to encourage users to work on the same content

within the same environment.

• Prevents document loss during the production of

information

Page 21: Introduction to Enterprise Content Management (ECM)

Web Content Management

• Technology that supports the content creation, review,

approval, and publishing of web-based content combining

it with styles and templates.

• Supports the publishing workflow model using standard

document management techniques and web-based

architectures.

Page 22: Introduction to Enterprise Content Management (ECM)

Workflow

• Should not be confused with Business Process

Management, which is a business practice.

• Automation of business processes, in whole or in part,

where documents (usually electronic), information, or

tasks are passed from one participant to another for

action, according to a set of rules.

Page 23: Introduction to Enterprise Content Management (ECM)

Digital Asset Management (DAM)

• Allows an enterprise to digitize, log, store, manage, track

and distribute high volumes of rich media through multiple

channels, such as video, audio and images.

• Principally used by media outlets, e.g. TV networks,

publishing houses, magazines, etc.

• Can be used by other industries but typically gets

confused with document management systems.

Page 24: Introduction to Enterprise Content Management (ECM)

Preserve • Long-term, error-free storage of digital information, with means for

retrieval and interpretation, for the entire time span the information is

required for.

• Long-term is defined as "long enough to be concerned with the

impacts of changing technologies, including support for new media

and data formats, or with a changing user community.

• Digital preservation is seen as the set of processes and activities that

ensure continued access to information and all kinds of records,

scientific and cultural heritage existing in digital formats.

• This includes the preservation of materials resulting from digital

reformatting, but particularly information that is born-digital and has no

analog counterpart.

Page 25: Introduction to Enterprise Content Management (ECM)

Speed of Digital Obsolescence is

Increasing

• When a software or decoding technology is abandoned,

or a hardware device is no longer in production, records

created with such technologies are at great risk of loss,

simply because they are no longer accessible

• Are you Still Using Word 3.0?

• Do you have Digital Records that were created with

Word 3.0?

Page 26: Introduction to Enterprise Content Management (ECM)

Tools Are Limited • Microfilm.

• PDF/A

• WORM

• Paper???

• Need to have a strategy for migrating electronic assets to newer digital

storage as it ages

Page 27: Introduction to Enterprise Content Management (ECM)

Deliver

• Presentation format and delivery mechanisms can vary

greatly by application and audience

• COLD/ERM.

• Enterprise Search

• Compression Technologies

Page 28: Introduction to Enterprise Content Management (ECM)

COMPONENT PRACTICES

Page 29: Introduction to Enterprise Content Management (ECM)

Outsourcing

• Can be done for all or for certain parts of the ECM

application

• Using the cloud is becoming more practical than before

but still need to consider issues of data sovereignty and

security.

Page 30: Introduction to Enterprise Content Management (ECM)

Business Process Management

(BPM) • A systematic approach to improving an organization’s

business processes.

• BPM activities seek to make business processes more

effective, more efficient, and more capable of adapting to

an ever-changing environment

• A business process is a set of coordinated tasks and

activities, conducted by both people and equipment that

will lead to accomplishing a specific organizational goal.

Page 31: Introduction to Enterprise Content Management (ECM)

BPM is not…

• The automation of manual tasks

• Re-engineering the Enterprise

• Change Management

• Six Sigma

• A management methodology

• Workflow or BPM technology

But the techniques and tools can be used to

support any of these …. if you want them to.

Page 32: Introduction to Enterprise Content Management (ECM)

Principles of BPM

• Organize around outcomes not tasks

• Correct and improve processes before (potentially)

automating them.

• Establish processes and assign ownership

• Standardize processes across the enterprise

• Enable continuous change

• Improve existing processes, rather than build radically

new or “perfect” processes.

Page 33: Introduction to Enterprise Content Management (ECM)

What is a Business Process?

• A business process is a set of coordinated tasks

and activities, conducted by both people and

equipment that will lead to accomplishing a

specific organizational goal.

• Documents and records exist to support business

processes – not the other way around.

Page 34: Introduction to Enterprise Content Management (ECM)

Business Process Lifecycle

Continuous Improvement

Model

Automate

Change

Manage

Optimize

Source: Rashid M. Khan

Start

Page 35: Introduction to Enterprise Content Management (ECM)

ECM - What Is It Good For? • Improved efficiency

• Reduced cost

• Satisfy statutory and regulatory compliance requirements

• Tracking work activities associated with accessing info

• Improved financial performance

• Competitive differentiation – enhanced revenue

• Typical Business Applications

• Accounting

• Customer Service

• Insurance Adjudication

• Pharmaceutical Research Regulatory Compliance

• Land Records Archives

• Court Records Archives???

Page 36: Introduction to Enterprise Content Management (ECM)

Benefits of Using ECM to Manage

Electronic Records • Improved Business Processing

• Can drive down cost

• Can drive up revenue

• Can reduce time to market or respond to customer

• Reduced cost to maintain a physical archive

• Staff costs: Filing Room, Mailing Room, others

• Floor Space

• Reduce Call-backs – reduced telephone costs

• Disposal or recycling of furniture and/or storage boxes.

• Consumables

Page 37: Introduction to Enterprise Content Management (ECM)

• Situation: The County saw its population increase nearly 50%—from nearly 500,000 in 2000 to 725,000 by 2007—straining the county’s infrastructure. Needed to improve efficiency and customer service. Needed to reduce paper and microfilm records volume.

• Solution: Installed Laserfiche for three reasons:

Scalability and extensibility Laserfiche Toolkit, for integrating Laserfiche with existing and planned software applications Records Management Edition (RME), in order to manage retention for electronic documents.

• Benefits: 300 hours of staff time saved annually in the Auditor’s accounts payable office. Reduction in volume of file folders and labels formerly used to place each paper copy of a check and the backup into a separate folder on Auditor departmental shelving. 10 days (per payment) saved by eliminating paper payment processing in the Tax Assessor/ Collector’s Office 400 records storage boxes eliminated in the Tax Assessor’s Office.

Collin County, Texas, Dallas-Fort Worth

Page 38: Introduction to Enterprise Content Management (ECM)

Court-related Installations

• Kern County Superior Court – California – Laserfiche

• Convert Microfiche to Imaging

• Over 300 users County wide

• Eliminated 40,000 records from records room

• Better information sharing county-wide. Scan once – share among

many

• Florida 13th Judicial District – Florida – Xerox Docushare

• Integration with SharePoint as Portal

• 3,000 hours of filing time saved and 48,000 copies reduced in about a

year

• Scan to e-mail, scan to FAX, etc.

• Saves time processing court orders

• Better security and disaster recovery features to preserve record

Page 39: Introduction to Enterprise Content Management (ECM)

What Can Derail a Project?

• Underestimating process and organizational

issues

• Project derailed by internal politics

• Lack of knowledge or training among internal

staff

• Uneven usage due to poor procedures and lack

of enforcement

Page 40: Introduction to Enterprise Content Management (ECM)

Underestimating Process and

Organizational Issues • Change is Inevitable – But Not

Without a Fight

• What’s In it For the Employee or

Department

• The KISS principle still applies

• Get perspective not just from

supervisors but with the troops in

the trenches

Page 41: Introduction to Enterprise Content Management (ECM)

Project Derailed by Internal Politics

• Controlling information is power to some people

• Recognize that political issues within

organizations do exist

• Don’t try to be “above all that” and ignore them.

Page 42: Introduction to Enterprise Content Management (ECM)

Lack of Knowledge or Training

• Everyone Says They Want It But:

• No one wants to pay for it

• No one wants to take time from their busy day

to do it

• Create processes that demand minimal change

to current business routine

• Create Employee accountability – link training to

objectives.

Page 43: Introduction to Enterprise Content Management (ECM)

Smart Employees Hate Stupid

Procedures

• Don’t create arcane and impossibly

complicated procedures

• Enforcement should be consistently applied

when needed

• Make systems non-invasive

Page 44: Introduction to Enterprise Content Management (ECM)

Change Management & Training

• Very few people enjoy change.

• Ease of use makes compliance more likely.

• Employee training is critical – Routinely – Not

just once.

• Employee accountability – link to objectives.

Also incorporate internal checks and balances

for oversight.

• Continually market program

Page 45: Introduction to Enterprise Content Management (ECM)

Implications For Court Clerks and

Controllers

• Are your paper-based processes suited to migration to

ECM?

• Will BPM practices need to be applied to utilize ECM

effectively?

• Will implementation outcomes be measurable?

• Are you doing work now that can isn’t measured but could

be reduced (or eliminated) through the use of ECM

technologies?

• ECM is not a fad - it is a fact and can provide increased

productivity and cost savings for the right applications.

Page 46: Introduction to Enterprise Content Management (ECM)

Any Questions?

Page 47: Introduction to Enterprise Content Management (ECM)

Priscilla Emery

E-Mail: [email protected]

[email protected]

www.iqbginc.com