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What is ECM?
Enterprise Content Management
CAPTURE MANAGE STORE PRESERVE DELIVER
The strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to key organizational processes.
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Used by humans Images Office documents Graphics and drawings Print streams Web pages and content E-mail Video Rich media assets
Processed by systems Databases Ordered data Sales and invoicing Accounting Human resources
Why ECM?
Why do end users care about ECM?
COST-DRIVEN USERS CUSTOMER-DRIVEN USERS
- Improve efficiency
- Reduce costs - Increased profits/Better performance
RISK-DRIVEN USERS
- Compliance - Risk management/Business continuity
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ECM Concepts
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ECM Concepts
1. What is ECM?
3. Store 10. Search & Retrieve 6. Deliver 2. Capture
9.Classification
12. Interfaces
5. Preserve
2. Capture
1. What is ECM?
3. Store 10. Search & Retrieve 6. Deliver 2. Capture
9.Classification
5. Preserve
2. Capture
Capture
ECM system
Capture - getting information from source into ECM system
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3. Storage
Information Lifecycle Management
A new set of management practices based on aligning the business value of information to the most appropriate and cost effective infrastructure
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Many organizations are also looking at Free-form Collaboration tools to improve collaboration and reduce number of emails
Social Networking tools, blogs, and wikis
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Rules Engine
Orchestration (Workflow) Engine
Process Registry
Integration Services
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4. Preserve
Storage media obsolescence
Copy records to appropriate media before this becomes a problem
Media degradation
Choose, store and protect Bit-wise checking Checksum calculation
Format obsolescence
Technology preservation Emulation Migration Exotic techniques
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8. Metadata
Example of metadata in MS Office 2007 New Document Information Panel can be customized by document type and brought front and center.
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8. Metadata - types
One way to categorize metadata; Descriptive: Information describing the content used for search and retrieval. Structural: Information that ties this item with others, such as pages in a book, or the documents in a case folder. Administrative: Information used to manage and control access to the item.
8. Metadata - standards
Dublin Core
The Dublin Core Metadata Initiative (DCMI) (Dublin, OH)
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In other cases: Not my job Sometimes humans provide incomplete or inaccurate metadata
So a question arises:
Is there a way to get machines to add metadata for us?
8. Metadata automated
Need to consider:
Automatic classification tools exist, and have potential
Auto-categorization software as well as some search engines can attempt to classify content They still rely on an authoritative taxonomy or controlled vocabulary Typically need training to achieve minimally acceptable results
9. Classification
Classification: the systematic identification and arrangement of business activities and/or records into categories according to logically structured conventions, methods and procedural rules represented in a classification system
Source: MoReq
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9. Classification - examples
C
Personal Classification
Faceted Classification
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9. Classification - benefits
1. Providing linkages between individual records which accumulate to provide a continuous record of activity 2. Ensuring records are named in a consistent manner over time 3. Assisting in the retrieval of all records relating to a particular function or activity 4. Determining security protection and access appropriate for sets of records 5. Allocating user permissions for access to, or action on, particular groups of records 6. Distributing responsibility for management of particular sets of records 7. Distributing records for action 8. Determining appropriate retention periods and disposition actions for records
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9. Classification - issues
Key issue in a new ECM environment is ease-of-use and performance for users
If users arent happy, environment wont work
Business Classification Scheme (BCS) design and deployment will have major impact on usability
BCS design and deployment must maximize ease-of-use and performance for users
9. Classification - taxonomies
Taxonomy is the science of classifying information A taxonomy is a law for classifying information Controlled vocabulary Simple list Synonym ring Hierarchical classification Thesaurus Football Sport Pastime
C C C C C C C C C C C C C
Short-form name American Samoa FIPS Code AQ AX Akrotiri Sovereign Base Area Anguilla AV Antarctica Aruba AY AA AT Ashmore and Cartier Islands Baker Island Bermuda FQ BD BV IO Bouvet Island British Indian Ocean Territory Cayman Islands Christmas Island Clipperton Island Cocos (Keeling) Islands CJ KT IP CK
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9. Classification - taxonomies
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9. Classification - ontology
9. Classification - folksonomy
Folksonomy: the anti-controlled vocabulary. Collaborative vocabularies for tagging content, rarely with any sort of control Relevance between metadata and content may be determined by users in a democratic fashion
four users define an object as being green one user defines an object as being aqua relevance can be defined as "more green than aqua
Over time, clusters emerge and communities typically self-organize around them Typically arise in Web-based communities where individuals to share content, then create and use tags (e.g., blogs) Applied to enterprise use cases when there is a critical mass of taggers to make it worthwhile
Can be a useful bottom-up approach to developing taxonomies
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If users cant find via browse, then they resort to search Some users will go straight to search
This is partly generational
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Advanced display techniques can blur the line between search and browse Search is not a magic bullet or effective panacea for lack of information organization
Better-organized information will yield more effective search results
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Standards, such as
Simple object access protocol (SOAP) XML (discussed earlier)
No pain, no gain!
Retrofit existing applications New management practices New security defences
Rendition
XML
Web application
XML
Encapsulation
Accounting system Business application
XML
XML
XML
XML
XML
Workflow mgmt
E-mail system
Contact mgmt
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EDMS, ERMS
ECM Concepts
1. What is ECM?
3. Store 10. Search & Retrieve 6. Deliver 2. Capture
9.Classification
12. Interfaces
5. Preserve
Next Step?
AIIM Certificate Program The AIIM Certificate Program is designed from global best practices among our 60,000 members for Enterprise Content Management (ECM) and Electronic Records Management (ERM) Skill sets and best practices were identified by Education Advisory Groups in NA and Europe More than 9,000 course attendees in 2,5 years Each new training program leads to an designation (not Strategy workshops)
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ECM Process
ECM Case
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Questions?
Atle Skjekkeland, Vice President AIIM Email: askjekkeland@aiim.org Web: www.aiim.org/training
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