Enterprise Information & Content Management | INFO@ London 2001 | Dr. Ulrich Kampffmeyer | PROJECT...

INFO@ London 2001

Enterprise Information & Content Management

Dr. Ulrich Kampffmeyer

PROJECT CONSULTInternational Business

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www.project-consult.com© PROJECT CONSULT &

AIIM International 2001

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AIIM Association for Information and Image Management InternationalMember of the Board of Directors, AIIM Europe

PCI PROJECT CONSULT International Ltd.Principal Consultant

INFO@

London, November 21st, 2001

P R O J E C T C O N S U L T International Business Services Limited

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Agenda

• From Document Management to Enterprise Content Management

• Components & Architectures• User Issues• Trends

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From Document Management to Enterprise Content Management

• Only a Question of Definitions ?• Document Related Technologies• From Inhouse Solutions to Global Communities

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AIIM’s definition of ECM

Enterprise Content Management

“The technologies used to create, capture, customize, deliver, and manage enterprise content to support business processes”.

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AIIM International

Association for Information and Image

Management International

AIIM North-America, Silver Springs, USA

AIIM Europe, Datchet, UK

Mission Statement:

“AIIM is the global industry association that connects the users and suppliers of document and business process management technologies and services.”

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Unstructured Content

AIIM’s Definition of ECM

DataBusiness Processes

CUSTOMISE

CAPTURE

DELIVER

MANAGE

CREATE

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What‘s the Difference ?

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What‘s the Difference? Document Management

DM KM ECMArchival Collaboration Federated RepositoryGroupware Groupware CollaborationWorkflow Workflow eProcessDocument Management Document Management Content ManagementIntranet Intranet IntranetScanning Capture CaptureAuto-Categorisation Auto-Categorization Auto-CategorizationRetrieval Intelligent Retrieval Search EnginesDocument Warehouse Data Mining Document WarehouseRecords Management Personalisation Web-Content-Management

Portal Portal

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What‘s the Difference ?Knowledge Management

DM KM ECMArchival Collaboration Federated RepositoryGroupware Groupware CollaborationWorkflow Workflow eProcessDocument ManagementDocument ManagementContent ManagementIntranet Intranet IntranetScanning Capture CaptureAuto-Categorization Auto-Categorisation Auto-CategorizationRetrieval Intelligent Retrieval Search EnginesDocument Warehouse Data Mining Document WarehouseRecords Management Personalisation Web-Content-Management

Portal Portal

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What‘s the Difference ?Enterprise Content Management

DM KM ECMArchival Collaboration Federated RepositoryGroupware Groupware CollaborationWorkflow Workflow eProcessDocument ManagementDocument ManagementContent ManagementIntranet Intranet IntranetScanning Capture CaptureAuto-Categorization Auto-Categorization Auto-CategorisationRetrieval Intelligent Retrieval Search EnginesDocument Warehouse Data Mining Document WarehouseRecords Management Personalisation Web-Content-Management

Portal Portal

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What‘s the Difference ?DM, KM & ECM

Archival Collaboration Federated RepositoryGroupware Groupware CollaborationWorkflow Workflow eProcessDocument ManagementDocument ManagementContent ManagementIntranet Intranet IntranetScanning Capture CaptureAuto-Categorisation Auto-Categorisation Auto-CategorisationRetrieval Intelligent Retrieval Search EnginesDocument Warehouse Data Mining Information WarehouseRecords Management Personalisation Web-Content-Management

Portal Portal

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Content Management

Is there a Difference between


and

Web Content Management ?

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What is Web Content Management ?

WCM Editing• WCM Editing Solutions mainly create content and support the

editing process with workflow functionality

WCM Repository• Internal management of information and storage

WCM Publication• These solutions offer the „push principle“ with specific

distribution of information in addition to „pulled“ information

WCM eBusiness• The integrated systems provide more than adaptation,

management and distribution of the content. Further functions also allow direct interaction and individualised use

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What is Enterprise Content Management ?

ECM Portal• Browser-based, personalised display for information access of

different internal and external sources as well as replacement of outdated host and/or client user user interfaces

ECM Data/Document-Warehouse• Applets, middleware and meta databases for combination and

compression of unstructured information from different sources of the company

ECM Workflow• Process managed compression and distribution of information

ECM Knowledge Management• Retrieval and knowledge acquisition in structured and

unstructured information, including E-Learning

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DRTDocument Related Technologies

• Internet, Intranet & Extranet• Document, Workflow & Knowledge Management• eCommerce & Electronic Signature• Document Input, Distribution & Storage• OCR, ICR & Pattern Recognition• Databases, Data Warehouses & Retrieval• Imaging & Multimedia• Archival & Records Management• Secure Communication & Unified Messaging• Groupware & Office Automation Solutions• Forms & Output Management• Middleware & Componentware• Content Management, Syndication & Distribution

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DRTDocument Related Technologies

• Internet, Intranet & Extranet• Document, Workflow & Knowledge Management• eCommerce & Electronic Signature• Document Input, Distribution & Storage• OCR, ICR & Pattern Recognition• Databases, Data Warehouses & Retrieval• Imaging & Multimedia• Archival & Records Management• Secure Communication & Unified Messaging• Groupware & Office Automation Solutions• Forms & Output Management• Middleware & Component ware• Content Management, Syndication & Distribution

DRT:

a) Systems specialised for the processing of unstructured or weakly structured information (documents)

b) Document functionality which can be integrated into any application and IT infrastructure

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Web-Technologies are the Driving Force !

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ApplicationsApplicationsSecuritySystemsSecuritySystems

EmployeesEmployees

RDBMSRDBMS

Source: Marimba

Inside the Enterprise

Within 4 walls.

Management focuses on physical infrastructure and network.

Client-server computing added complexity.

Emergence of information silos.

Systems Management before the Internet:

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SecuritySecuritySystemsSystems

RDBMSRDBMS

RemoteEmployeesEmployees

CustomersCustomers

Business Business PartnersPartners

ApplicationsApplications

DocumentsDocuments

DataData

Application ServerApplication Server

Web ServerWeb

Server

Source: Marimba

Information created inside and outside the enterprise,

by employees and non-employees, in a wide variety of formats, for delivery to multiple

devices.

Systems Management in the Internet Age:

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Components & Architectures

• The ECM Model• Three Architectures in Competition ?• Platform of the Future: Portals

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ECM Technologies: Connecting Applications with Infrastructure

--Source: AIIM 2001 Industry Study

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WEB CONTENT MGT. DOCUMENT MGT. IMAGINGEAI

E-PROCESS MGT. DATA MINING PORTALSSTORAGEMOBILE APPLIANCE

CONTENT MGT. COLLABORATION KNOWLEDGE MGT.

ENTERPRISE CONTENT

MANAGMENT

ORDERPROCESSING

WAREHOUSEMANAGEMENT

ERPSHIPPINGSYSTEMS

ELECTRONIC BILLPRES./PAYMENT

FULFILLMENT(BACK-OFFICEAPPLICATIONS

DATABASES STORAGE NETWORKINFRA-

STRUCTURE

E-COMMERCEE-COMMERCE SALESAUTOMATION

SALESAUTOMATION CRMCRM SUPPLY-CHAIN

MGT.SUPPLY-CHAIN

MGT.MARKETING

CAMPAIGN MGT.MARKETING

CAMPAIGN MGT.COMMERCE

(FRONT-END APPLICATIONS

PORTALSPORTALS

B2EB2E

B2CB2C

B2B B2B

BROWSERSBROWSERS


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ENTERPRISE CONTENT

MANAGMENT

ORDERPROCESSING

WAREHOUSEMANAGEMENT

ERPSHIPPINGSYSTEMS




STRUCTURE



MGT.SUPPLY-CHAIN

MGT.MARKETING




PORTALSPORTALS

B2EB2E

B2CB2C

B2B B2B

BROWSERSBROWSERS


Basic Idea No. 1 Enterprise Content Management

as

integrative Middleware

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ENTERPRISE CONTENT

MANAGMENT

ORDERPROCESSING

WAREHOUSEMANAGEMENT

ERPSHIPPINGSYSTEMS




STRUCTURE



MGT.SUPPLY-CHAIN

MGT.MARKETING




PORTALSPORTALS

B2EB2E

B2CB2C

B2B B2B

BROWSERSBROWSERS



as

independant Services,usable by any Application

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ENTERPRISE CONTENT

MANAGMENT

ORDERPROCESSING

WAREHOUSEMANAGEMENT

ERPSHIPPINGSYSTEMS




STRUCTURE



MGT.SUPPLY-CHAIN

MGT.MARKETING




PORTALSPORTALS

B2EB2E

B2CB2C

B2B B2B

BROWSERSBROWSERS



as

one unified, federatedEnterprise Repository

for every Type of Information

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TWO Architectures in Competition

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THREE Architectures in Competition

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The Portal Star

Internet

Info

rmat

ion

Ag

gre

gat

ion

& P

ub

lish

ing

Kn

ow

ledg

e

Man

agem

ent

RetrievalGroupware

ER

P

DocumentManagement

Business

Intelligence

Excalibur

PC DOCSFULCRUM

Dataware

grapeVineHyperwaveIntraspect

Meta Systems Guild

SemiaVerityAutonomy

Knowledge Track

Verge Perspecta

DatachannelSagemaker

GiyphicaPowerize.com

Coextant

USU

Aaneid

Microsoft

Lotus/IBM

Radnet

InfoImageSAP (mySAP)

PeopleSoftJ.D.Edwards

Oracle

Ariba

Yahoo!

AOL/NetscapeInfoseek

Inktomi

Portera

EpicentricIntranetSolutions

OpenTextDocumentum

CeyoniqSER Systems

ViadorHummingbird

Sqribe

InformationAdvantage

Top Tiar

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ECM-Architecture

Enterpriseapps

Create Manage Deliver

Capture-email-paper-feeds

Officeapps

Webapps

Consumer

Enterprise

Pe

rso

na

lize

d c

on

ten

t

Mobile

PropertiesMeta data

Databases

Documents bases

Federatedrepository

Au

tom

ate

d p

roc

ess

es

ED

M S

erv

ice

s

Intranet/extranet infrastructure

ECM Products

Tem

plat

es &

sty

les

Des

ign

& d

evic

es

Source: Strategy Partners

Government

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ECM-Architecture

Enterpriseapps

Create Manage Deliver

Capture-email-paper-feeds

Officeapps

Webapps

Consumer

Enterprise

Pe

rso

na

lize

d c

on

ten

t

Mobile

PropertiesMeta data

Databases

Documents bases

Federatedrepository

Au

tom

ate

d p

roc

ess

es

ED

M S

erv

ice

s

Intranet/extranet infrastructure

CM Products

Tem

plat

es &

sty

les

Des

ign

& d

evic

es

Courtesy Strategy Partners

Government

One future basic Technology

XML

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User Issues

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Business DriversThe E-Business Iceberg

Infrastructure

Fulfillment

Content

Commerce

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User Issues and ConcernsHot Topics

• Linking technologies to applications - e-business automation

• Effective management of web content - Intranet, extranet content issues

• Legality, preservation, and data migration• Accelerating time to market -

considering an ASP solution• Implementation issues

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User Issues and Concerns ECM – Key Issues

Integration of front and back offices• Kbkids.com, Macys.com, Toys’R’us.com fined $1.5M for

failure to meet shipment schedules. Key question they did not address…

• How do front office applications (CRM, supply chain management, electronic commerce, procurement, etc.)

INTEGRATE WITH … Back office applications (ERP, database management, inventory management, shipping systems, etc.)?

• Do your business processes align with the new e-business technologies being implemented?

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Key Technologies -- Creation and Capture

Forms Processing Software Imaging, Scanning, & Hybrid Systems

Application Dev Tools Handwriting Recognition

Publishing ICR/OCR/Voice Recognition

Authoring Software Voice Recognition

Web Authoring Streaming Media

ProcessOutcome

Business ProcessCustomerRequest

Voice Appfiles Paper

Web DatabaseImagesApp filesDataOther

WebServer

User Issues and Concerns Creation and Capture

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Key Technologies – Management

Data Warehousing

Storage Systems, SAN, WORM, RAID, MO, DVD, CD-ROM

Archiving/Preservation

Compression

Workflow

DatabaseImagesApp filesDataOther

ProcessOutcome

WebServer



Web

User Issues and Concerns Management of Information

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User Issues and Concerns Delivery and Customisation (1)


ProcessOutcome

WebServer



Web

Key Technologies – Delivery and Customization

Portals Data Mining

Search Engines Wireless/WAP/Blue Tooth

Web Caching Print Systems/Print Utilities

XML Electronic Data Interchange (EDI)

Public Key Infrastructure (PKI) P3P, Encryption, Authenticity, Digital Signature/Notarization

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ProcessOutcome

WebServer



Web

Key Technologies – Delivery and Customization

Portals Data Mining

Search Engines Wireless/WAP/Blue Tooth

Web Caching Print Systems/Print Utilities

XML Electronic Data Interchange (EDI)

Public Key Infrastructure (PKI) P3P, Encryption, Authenticity, Digital Signature/Notarization

User Issues and Concerns Delivery and Customisation (2)

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And last – and perhaps most importantly – how do you optimise your content management strategies ACROSS processes so that there is consistency of access and sharing of information.

User Issues and Concerns Optimisation

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User Issues and ConcernsIntranet, Extranet Content Issues

• How many types and classifications of data?• How much is there and how much will it grow.

What’s the lifecycle?• Sites, syndication, sharing …federated repositories• Level of sophistication - language, localisation,

searching, personalisation, document management

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User Issues and Concerns Legality

Signature formalities - • Digital signatures - legal standing in US Oct 1 2000 -

“E-Sign” act• Media neutral…agencies retain implementing flexibility…

no e-record exemption

Authenticity & authority• Who really sent the message?• Who can commit a company to a $1M purchase?

Document integrity• Has the document been altered en route and is it

complete?• Non-repudiation

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User Issues and Concerns Legality

Document and record preservation• In the old world, key question was…

• What can be thrown away?• With paper, you could always get to it “someday”

• In the new world, key questions…• What must be saved…and in what form?…before it is lost

forever• How do you document with certainty the context in which a web

transaction takes place? Have documents been associated with metadata attributes?

• How do you manage risk of litigation against the ability of the technology to save almost everything?

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User Issues and Concerns Migration/Legacy Systems

• For the foreseeable future, users will be managing a complex mix of file types, created by multiple sources, for delivery in multiple places.

• A common customer view is critical.• To be successful at ECM you need to understand

existing processes and repositories.

• “A paperless office is about as useful as a paperless toilet.”

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User Issues and Concerns Time to Market

• Be nimble, or be gone!• Develop and implement e-business solutions

inhouse, or• Buy a best-of-breed solution, or• Outsource

• The growing role of ASPs…• 2004 – varying analyst forecasts, but >$5B

• “60% of ASPs will fail by end of 2001”

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• Security• Bandwidth• Long-term information availability• Customisation• Implementation and integration• The financials…

• Are they willing to share risk?• Are they willing to tie fees to achieving business objectives?• What happens if it doesn’t work?

User Issues and Concerns Questions to Ask Your ASP

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User Issues and Concerns Implementation Issues

• Definition of meta-data, policies, procedures• Import, conversion, migration• Platform, database, browser, client• Desktop integration, application integration, back

office integration• Process and workflow modelling• Cultural limitations on online versus offline work• How do all the components connect?

(EAI Enterprise Application Integration)

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Trends

Different Points of View:• Market• Marketing• Vendors • Products• Consulting

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Market

• Users are reluctant with purchase decisions for products of „small“ vendors. The main business will be done by „big“ vendors and integrators

• Focus topics are EURO, EAI, CRM, new operating system platforms, and web content management – not the traditional document management

• Groupware, web content management, ERP and database vendors penetrate the traditional document management market

• DRT Document Related Technologies become more and more infrastructure components and move out of the users’ view

• The analysts’ market estimations don’t prove true,due to the recent recession

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27

37

21

31

2158

17

45

17

0

20

40

60

80

WF DW CM DI CT

active planning

Implementation Status:Document Technologies

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Marketing

• Web enabling and portals• Knowledge management• Integration into existing software solutions• Enterprise content management• Email archives• Legal issues i.e. electronic signature and admissibility of

electronic documents• Vertical market solutions• Certification• Digital preservation and long-term archival• Economic viability• Document warehouses• ASP

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Vendors

• Vendors try to adopt to the changing markets through restructuring and new positioning

• In addition to product business, most vendors also require project, solution and integration business. License sales don’t secure the company’s survival

• Co-operations, mergers and acquisitions should lend the necessary weight to survive in the increasing competition

• There will be a „shake-out“ in the DM market. More and more companies don’t have the financial strength for business expansion and to create new, more extensive products available on time in appropriate quality

• Never before was there so much qualified personnel available. The DRT job situation is changing from a seller`s market to a buyer´s market

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Products

• New products are created as extension of existing product lines and consolidation of formerly incompatible components

• Main focuses for development of new products:• Automatic categorisation• High performance capturing systems• Special solutions for CRM, email-archive and vertical markets• Connection to ERP- and other standard software products• Personalisation• Output management• Web content management• Interfaces and converters for easy integration• Portals• Universally usable repositories with enterprise wide archives• Integration with security components and directory services• Adhoc workflow functionality and unified inboxes• Multilingual solutions

• Shift to new development platforms including Java and XML

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Consulting

• The division between management consulting and system consulting is disappearing:

• ECM vendors, integrators and product companies are moving into the consulting business

• Consulting companies are moving into the integration business

• Consultants, focussing on organisational, project and management tasks, are becoming more important – true vendor and product independent consulting companies are getting fewer

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Thank you for your attention!

Dr. Ulrich KampffmeyerE-Mail: [email protected]

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