07003710 SB contentmgmt C1604101 · Strategy for Managing Unstructured Content Unmanaged content is...
Transcript of 07003710 SB contentmgmt C1604101 · Strategy for Managing Unstructured Content Unmanaged content is...
Get Control of Your Information
Oracle Content Management
INFORMATION MANAGEMENT
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Develop an
Enterprisewide
Strategy for Managing
Unstructured Content
Unmanaged content is taking a huge toll on
today’s businesses: It affects productivity,
complicates regulatory compliance, increases
business and legal risks, and drives up the cost
of doing business.
How much time do your knowledge workers spend searching for specific
documents? Can they find the e-mails, stored financial reports, presentations,
research documents, CAD drawings, contracts, and other content they need to do
their jobs? Can your team quickly connect with other team members and customers
in real time to share relevant information?
In other words, is the management and maintenance of unstructured content
costing your organization time and money?
For most organizations, the answer to this question is painfully obvious, but it
highlights a growing trend: Unmanaged content is affecting the bottom lines of
businesses in every industry all over the world. So, how can you break the
bottlenecks that sidetrack your employees, and develop a content management
strategy that empowers them instead?
Oracle Content Management offers the most unified, usable enterprise content
management (ECM) platform in today’s market. With centralized control across
single or multiple repositories, common core functionality, and easily scalable
content management capabilities, Oracle provides content management solutions
for all content types and all users—wherever they work in the enterprise. And
because it’s built on Oracle Fusion Middleware, Oracle Content Management
integrates seamlessly with Oracle’s other solutions—including business
intelligence, business integration, and process management—making content
management an important part of your overall business strategy.
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Fact: 80 percent of the digitized
information in a typical company
is in the form of unstructured data
such as documents, e-mail,
and images.
Information Overload Is an Understatement
It’s more like an information explosion.
Estimates put the amount of unstructured content in a typical business at about 80 per-cent. That includes e-mails, reports, documents, Web sites, presentations, contracts, CAD drawings, images, and other content that is usually (but not always) computerized, but still unmanaged. The unmanaged data in a company may be structured data in a proprietary format that’s incompatible with common applications, or data that’s inaccessible to most of the organization because it’s stored in homegrown systems based on legacy technology. Or perhaps it’s the location of the content that’s the problem: data residing on isolated servers, in duplicate files, or on the internet—in multiple repositories and various languages all over the world—and simply unavailable to those who need it.
Unmanaged content increases your organization’s risks and costs. So how do you solve the problem?
The solution is an effective enterprise content management (ECM) system that can consolidate all your digital content into a single repository based on service-oriented architecture (SOA), so it is accessible and available to those with proper authority wherever they are in the enterprise. Such a system may sound straightforward, but it can be difficult to implement, because it must provide internal, external, and platform solutions that make it possible to
• Handle both structured and unstructured content, integrating them into a single, centralized repository
• Share content across the enterprise, regardless of the contributor, content type, format, delivery API, consumer, or method of contribution (Web browser, desktop application, HTML form, and so on)
• Manage content throughout its lifecycle, applying control and support to each phase from creation through destruction
“Oracle’s comprehensive
content management offer-
ings are the ideal solution
for managing essentially all of
our enterprise content—from
paper-based and electronic
documents to compliance
documentation and processes.
By leveraging a solution with
a common content repository
and interface, we’ve lowered
our total cost of ownership by
eliminating redundant content
management systems.”
Robert LiebermanVice President and CIONew Plan Excel Realty Trust
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Oracle’s Complete Content
Management Solution
Oracle Content Management
offers the industry’s most
integrated and complete content
management platform. Oracle
Content Management handles the
entire spectrum of unstructured
content, reducing development
and administration costs while
increasing individual and team
productivity. The Oracle Content
Management platform includes
these products:
•Oracle Universal Content
Management
- Document management
- Web content management
- Digital asset management
•Oracle Universal Records
Management
•Oracle Imaging and
Process Management
•Oracle Information
Rights Management
Content Management Solutions from Oracle
By making all of your business content available for enterprisewide access, Oracle Content Management solutions help you optimize business processes and improve your business agility. The Oracle Content Management platform offers unprecedented management capabilities that let you access and share all types of content as part of your regular business processes, using applications you already have in place. And best of all, Oracle Content Management solutions are easy to deploy—you can have them up and running in weeks or months instead of years.
The foundation for Oracle Content Management is a central metadata repository where all content—regardless of content type—is available for management and reuse. Once in the central repository, all content can be accessed through core services that enable you to categorize and index information for easy retrieval and create automatic workflow processes for the specific needs of your organization. Core services also allow you to perform administrative tasks such as archiving, backup and recovery, audit trails, and link management—including monitoring links to all content and alerting users before linked information is changed or deleted.
With Oracle Content Management solutions, content management quickly becomes an important part of your overall business strategy, benefiting your organization by
• Improving operational efficiencies and increasing productivity
• Achieving compliance and mitigating risk
• Reducing integration costs
• Lowering your total cost of ownership
• Minimizing training and administration costs
Improve Operational Efficiency and Increase Productivity
The inability to find and access content can bring an otherwise well-run business to a virtual halt. Redundant and manual processes slow the entire workings of an organization, and a lack of information-sharing and collaboration often results in duplication of effort or in someone dropping the ball altogether.
With Oracle Content Management you get a content management solution that helps you improve the efficiency and effectiveness of your day-to-day operations. Oracle Content Management provides a single, secure, centrally administered, centrally searchable repository where all content is stored. Core services such as versioning, workflow, and approvals are Web-based and available through regular business processes, giving your employees the ability to speed issue resolution and improve service. Role-based, centrally administered security controls ensure that Web developers and site designers determine who has access to specific sites and which capabilities they are allowed to use.
With the time-saving management services in Oracle Content Management, sharing relevant information and collaborating across the enterprise becomes routine, empowering your employees by making them more effective and more productive, and helping them make better decisions faster.
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Case in Point:
Emerson Process Management
With more than 150 applications to
support (including Web sites and
extranet business applications),
Emerson Process Management’s
paper-intensive processes and high
printing, shipping, and storage
costs were strangling its workflow.
With Oracle Content Management,
Emerson was able to
•Save US$3.7 million through
the reduction of printing,
shipping, document storage,
and production costs
•Save US$350,000 annually by
automating enterprise resource
planning (ERP) report storage
and distribution
•Give employees and customers
faster access to more-
complete information
“Oracle’s content management solution enables our entire enterprise to
streamline the process of managing and optimizing business-critical documents.
As a result, we have significantly improved day-to-day business operations and
enhanced our ability to process the thousands of dental insurance claims we
receive each week.”
Michael Herbert, Vice President of Finance and Treasurer, Delta Dental of Kansas
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Achieve Compliance and Mitigate Risk
The first place enterprises see the need for a content management solution is often in the area of regulatory compliance and legal discovery. Information loss and regulatory noncompliance—along with the associated costs—can devastate an organization. But organizations are frequently at risk for these problems, simply because they can’t locate and track the history of specific records, documents, or other content and share, distribute, and destroy the records in accordance with legal and best practices.
Today’s burdensome regulatory requirements—from Sarbanes-Oxley to HIPAA to ISO certification to state and county regulations to courtroom proceedings—demand that your company have an effective system for managing all your business content. And that means everything, including content in e-mails; information on network drives, Web sites, and intranets; and the more traditional financial and human resource records. Having the information to support compliance is the first step; being able to locate and access that information is the second, often more difficult step.
Oracle Universal Records Management, part of the Oracle Content Management platform, includes a centralized, reliable, scalable records management system that can fully manage all types of unstructured content across the enterprise, providing an auditable process that tracks the history and retention period for all content. It also provides document and record management that’s integrated with a wide range of third-party data sources and supports a full range of business requirements—from file server consolidation to user-centric document management processes.
Oracle Universal Content Management offers document management tools and services that include automatic categorization of individual content items; conversion capabilities for more than 400 data formats; and automatic conversion of text reports into customized, Web-viewable files based on your design specifications.
Case in Point:
Canadian Telecommunications
Finding and accessing unstructured
content was a huge challenge
for employees and managers at
Canadian Telecommunications: they
couldn’t search for or find content;
the content came from different
applications and multiple devices
and required different applica-
tions for viewing; and there were
multiple copies of data—only one
of which was correct.
Using Oracle Content
Management, Canadian
Telecommunications deployed
a call center solution for more
than 17,000 people and gave its
customer service representatives
a single-source knowledge
repository. The results:
•A 75 percent decrease in call times,
with an average reduction of 12 to
30 percent per call
• Improvement in first line
answer percentage
•An ability to leverage metadata so
that customer service representa-
tives could easily reference related
products for cross-selling
Fact: The amount of unstructured
content in a typical business
grows by 50 percent every year.
Lower Your Total Cost of Ownership
Oracle Content Management can help you lower the total cost of ownership throughout your enterprise by consolidating hardware and other parts of your infrastructure, reducing the cost of integrating with other technology, and lowering training and administration costs.
Consolidate Infrastructure and Reduce the Cost of Technology Integration
Does your IT budget include support for isolated file servers that must be administered from individual computers, as well as unstructured content that’s accessible only through legacy technology? Complex IT infrastructures promote departmental silos of information that can’t be shared, making infrastructure upgrades, system migrations, and regular maintenance difficult, costly, and time-consuming. As a result, current systems quickly become outdated and users become less efficient and more frustrated with their working environments.
By consolidating servers and infrastructures, you can lower your total cost of ownership almost immediately. Consolidating disparate servers into a single repository creates a single source of data that’s available throughout the enterprise. And, because Oracle Content Management solutions are hot-pluggable, they can be easily implemented and integrated with other Oracle solutions, as well as with other portal and application servers, platforms, and database and enterprise applications, so you can easily fit them into your existing business infrastructure.
Minimize Training and Administration Costs
Oracle Content Management is built using a service-oriented architecture (SOA) that offers more than 800 content management services, which can be leveraged by other applications through standard, open application programming interfaces (APIs). This allows your organization to implement ECM solutions across diverse infrastructures and minimizes your training and administrative costs. In addition, Oracle Content Management supports Web 2.0 collaboration, so content management capabilities can be deployed to a broader audience through more-familiar, flexible user interfaces.
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Case in Point:
AGFA
AGFA’s content management
challenges included a lack of
security and version control,
duplication of content, redundant
and manual processes, retention
control, and the need to conform to
compliance mandates. AGFA used
Oracle Content Management to
implement its intranet and a partner
extranet that managed HR content
and ISO 9001 documentation.
With Oracle Content Management,
AGFA has eliminated US$80,000
in costs related to the yearly
production of CDs containing
material safety data sheets
(MSDS). In addition, it now has
•Simplified procedures
•Content that can be reused for
internal and external audiences
• Increased productivity
Fact: After launching a new, public
Web site with Oracle Universal
Content Management, the
Susan G. Komen Breast Cancer
Foundation saw a 285 percent
increase in visits to the site.
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Oracle Content Management Solutions
Oracle Content Management offers the most unified solution in the industry by providing a single repository for all content. Our enterprise content management strategy—which includes the management of documents, records, Web sites, digital assets, and archival and multichannel content—is managed through a centralized content server that features common core services including revision control; new- and changed-content notifications; comprehensive security for role-based, account-based, rule-based, and content-level security; conversion services for more than 400 native file formats; integrated workflow capabilities to create customized, automated business processes; indexing and searching capabilities; and administrative services such as archiving, auditing, and backup and recovery.
Oracle Content Management offers enterprisewide content management on a single platform with these products:
• Oracle Universal Content Management—Manages the entire spectrum of unstructured content and includes solutions for
- Documentation management—Effectively and efficiently captures, secures,shares, and distributes digital and paper-based documents and reports
- Web content management—Provides multisite Web content management forinternal and external sites to help organizations maintain accurate, current Webcontent across the enterprise
- Digital asset management—Helps organizations store, find,view, and use digital assets quickly and protects assets by makingapproved versions accessible only by approved users
• Oracle Universal Records Management—Allows organizations to control the creation, classification, retention, and destruction of business records
• Oracle Imaging and Process Management—Enables the annotation and markup of images, automates routing and approvals, and supports high-volume applications for billions of items
• Oracle Information Rights Management—Secures and tracks the use of sensitive documents and e-mails—even when copies are sent beyond your own network
Content Management
Solutions for a Major Motion
Picture Company
Unstructured content was prob-
lematic for a major motion picture
company trying to manage multiple
Web sites and challenged by the
cost and time needed to deploy
them. With Webmaster bottle-
necks, out-of-date and inaccurate
content, and branding concerns,
the company decided on Oracle
Content Management to automate
the creation of its public microsites
for movies—approximately 40
sites a year, each costing from
US$75,000 to US$2 million to
create. The results:
•Reduced time to market for
each site
•Consistent branding across
international sites
•A return on investment of more
than US$2 million per year
“Vision and architecture give Stellent a promising future in ECM...Oracle provides
a comprehensive suite that addresses all six of the core ECM components as
well as some optional functions...Stellent is one of the few ECM vendors that
can claim to have a single repository for all content types, as well as a single
user interface.”
Gartner, Inc., ”Vendor Rating: Vision and Architecture Give Oracle a Promising Future in ECM,” May 5, 2007
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The Most Usable, Manageable, and Hot-Pluggable Content Management Platform
Comprehensive, world-class content management capabilities make Oracle Content Management the most usable, manageable, and hot-pluggable content management platform available in the market today.
• Usable—Offers built-in support for end users, workgroups, content experts, administra-tors, and Webmasters; provides the broadest range of user interfaces, including desktop, e-mail, application, Web, and mobile interfaces
• Manageable—Provides a centrally administered, single repository that boasts the most stringent security management and control capabilities available, ensuring the privacy and security of all your content
• Hot-Pluggable—Gives you out-of-the-box support for all Oracle (and third-party) repositories and enterprise applications
The result is a single, complete solution running on a unified platform with consistent user experiences, APIs, and repository and content services for all content types.
Industry-Leading Content Management Solutions from Oracle
Every day more than 7,000 organizations worldwide turn to Oracle Content Management as the strategic solution for managing content throughout their enterprise. With proven performance, stability, and scalability, Oracle Content Management offers comprehensive content management—from server and repository consolidation to a feature-rich enterprise content management platform for building your business applications.
A Track Record in Content
Management Solutions
At Oracle, we’re growing our
ECM solutions the right way: In
December 2006, Oracle acquired
Stellent and its industry-leading
enterprise content management
technology, extending Oracle’s
existing content management
portfolio that lets enterprises
store and centrally manage
unstructured content.
With the acquisition of Stellent, an
acknowledged leader in enterprise
content and multisite Web manage-
ment, Oracle can offer you a variety
of best-of-breed content manage-
ment solutions.
CONTACT US
For more information about Oracle Content Management solutions, please visit
oracle.com/goto/contentmanagement or call +1.800.ORACLE1 to speak to an
Oracle representative.
Outside North America, visit oracle.com/corporate/contact to find the phone number for your local Oracle office.
“Time and again we have encountered vendors that have made promises they
cannot fulfill. Oracle Universal Content Management is at the forefront of its
market. Oracle thoroughly tests its software updates to ensure that the promised
benefits of its [software] enhancements work seamlessly in practice.”
Miguel Fiallos, Head of Management Information Systems, British Red Cross
Oracle Corporation
Worldwide Headquarters 500 Oracle Parkway
Redwood Shores, CA
94065
U.S.A.
Worldwide Inquiries Phone
+1.650.506.7000
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oracle.com
C16041-01
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