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

• PDF

• 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

• PDF

• 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: Ulrich.Kampffmeyer@PROJECT-CONSULT.com

Presentation slides, Newsletter, Information ...www.PROJECT-CONSULT.com

…and have a nice time in Marrakech!