Post on 30-Jul-2020
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The Content Management Paradigm Shift: From Paper to Digital
Mark Gilbert
Content Is Everywhere — Diversity and Management Challenges Are Growing
Less Structure, Machine Inaccessible Humans ProcessMachines Process
More Structure, Machine Accessible
Applications
Standards
Formats IllustrationTextRepositoriesMaster data
Calculations
GraphicsMetadata XML Instances
PaperAudioIndexes Photographs
SQLXML
XBRL .doc, .xls .pptODF
Open XML Doc FormatMPEGJPEGRSS
ASCII/UnicodeFlash
Sign Language
Word Processing
Business Intelligence ECM
Information AccessTransactions E mail
Spreadsheet Data MiningSecurity Screening
BCS
Hierarchy + Metadata + References Minimal MetadataDatabase tables
BlobsFiles, RepositoriesCells
Orientation
Content Types
Information volume is growing by 50% annually; 80% is unstructured.
Key Issues
1. How are document creation, management and delivery being addressed in a digital world?
2. What key trends are changing content management and how will that affect print decisions?
3. What will be the enterprise strategies for managing document-related content during the next five years?
The Changing Role of Paper
Access/Distribute
Archive
Create
Display
• Healthcare (patient records management)
• Government (case management)
• Financial Services- Banking (mortgage loan applications)- Insurance (claims processing)
The Old Paradigm: Business Processes Follow a Paper Trail
Critical documents have different life cycles.
The New Paradigm: Content-Enabled Vertical Applications (CEVA)
Top-Five CEVAs1. Loan Origination
Financial Services2. Claims Processing
Insurance/Healthcare/All3. Compliance
All Industries4. Policies and Contracts
All Industries5. New Drug Applications
Life Sciences
Concept DestroyReview/Approve
Create/Revise
Aggregate/Manage
Access/Distribute Archive
Web 2.0, Consumer-Led Technologies Are Increasing Content Diversity
• Collaborative, virtualized businesses
• Technology not just for geeks• Consumers adopt
cutting-edge technology first- Gaming consoles drive hardware- PDAs, cell phones,
instant messaging (IM)
• Business adoption follows- Social Networking- IM- Podcasts
Whadaya got?
Rich MediaTagging
BCSWikis
Podcast
Mashups
Hosted Content
BlogsWeb 2.0
Content Management Trends
• Emergence of basic content services- Brings DM/imaging to the masses- On-ramp opportunities for MFPs
• Multichannel inputs/outputs- Paper—distributed capture; SMFPs; print on demand - Fax- E-forms- E-mail- PDAs/cell phones- Web sites
• Compliance is a major driver for ECM purchases- Accelerating paper to digital transformation
• Integrated content archiving
Basic Content Services Are Driving Market Consolidation Due to Low Entry Cost
Enterprise Needs for the Office Worker:Version control, improved document access, process
efficiency, knowledge sharing, intranet/extranet support
Basic Content Services:• General office worker-focused• Ease of use• Rapid deployment• Low cost• Providers include IBM, Microsoft,
Oracle, SAP, Xerox, Xythos
What you get:• Core library services• Replacement for shared drives• Enhanced personal or team productivity• A better way to share documents
What's limited:• Process control• Life cycle management• Less content
Smart MFPs Are an "On-Ramp" to ECM
• Enable distributed capture• Scan to folder or e-mail• Integration with BCS
• Open, developer-friendly architectures
- Easy software updates- Simple programming
DeploymentStage
Lagging
Emerging
Laboratory
Competitive
DigitalView
LimitedAnalysis
Open Transformation
Guided Transformation
FeatureDiscovery
ConceptDiscovery
Rich Discovery
ArtifactView
Computational Intensity/Automation PotentialL H
Document Capture and Transformation
Supporting Mission-Critical Applications via Fax Server Integration
E-Forms Move Into Mainstream
CONTEXTBEST PRACTICES
DOMAIN EXPERTISECERTIFICATION
More than 75% of business processes depend on forms,and with forms servers, they become runtime and even
offline clients for multiple application databases.
Industry and GovernmentRegulations
Compliance Driving Document Retention
RecordsManagement
Focus
RecordsRecordsManagement Management
FocusFocus
Risk Mitigation
Business Continuity
Legal Discovery
Paper
Communications(e-mail, IM)
DigitalContent
Follow the Steps to build ROI!How you envision and deploy CM matters---
File-Share on Steroids
Collaborative CM
CEVAs
Integrating ERP Structured Data
Costs
Value
Go Green with CM#1: End the Paper Trail
• Move to electronic-based business processes- Paper inherently slower than electronic
• Paper production• Reduce Paper use
- ink, printer and mailing costs,- energy costs, faxing costs (phone line…)
• Paper transport (Trucks with boxes)- creates Co2 emissions
• Avoid or Reduce Paper Storage• Paper Disposal
- Dump or Recycle
Link your Green Initiatives to business goals
#2 The Green Benefits of an Electronic Workplace
• Use eForms to capture content electronically• Instant routing and process automation• Store Records Electronically – avoid heating/cooling
costs • Close to 50% of archived paper documents are
duplicates• Only 1% of archived paper documents are every
accessed again!• Telecommuting benefits • Move to Hoteling – save office space (concurrency) –
lower real estate costs ($10K/yr/seat)• Service Bureaus - Economies of Scale• Consolidate Repositories – reduce redundant
applications and associated costsRealize greater service levels at lower costs
Human ResourceCosts
Paper DocumentCosts
Investigateand match
• Finding correct content
• Manipulating• Updating• Sharing• Publishing• Creation• Review• Resolving ambiguity• Storage and
distribution• Archiving inefficient
Up to eight hours per person per week
Multiple CM Costs
• Copy• File• Misfiling• Storage
• Software• Personnel• Reconciliation
Variable, but significant
VolumeRate of increaseHow created
Who works with documents & how
How delivered
Integration optionsLegal or regulatoryissuesBusiness valueWorkflow Cross-business use
Examine Cost-Avoidance Opportunities
Recommendations
Understand the new paradigm. Paper is not going away, but its role is changing. Develop a content management strategy that includes its management, composition, presentment and archive.Look to leverage MFPs and Smart MFPs as on-ramps to enterprise content management.Prepare for changing content delivery requirements.Study cost avoidance opportunities.