The University of North Carolina at Charlotte Enterprise Electronic Content Management Food for...

The University of North Carolina at Charlotte

Enterprise Electronic Content Management

Food for Thought

November 2005


The world according to Gartner

“Forging new ways to link and centrally manage vast amounts of dispersed content creates irresistible benefits – so much so that in 2006, "content integration will become an important part of enterprise architecture planning and business process re-engineering”


Information is Power, but too much Information is a different Story

Information mushrooms across multiple file servers, disparate databases, isolated exchange folders and disconnected document repositories

These mountains of content means that organizations have little or no knowledge of the risks – or the value – inherent in the content they actually hold

Torrent of unstructured data – word-based documents, email, images, and video content.

About 90% of an organization's content today exists as unstructured data and this content is doubling in volume every two months.

Peter Jelinski, SVP Business Segment Management, Open Text Corporation


CIO Priority of ECM

Source: SCT-Documentum, Spring 2005


EECM Who

– Produces content?– Manages content?– Consumes content?

Why– Do we care?

What – Needs to be managed?– What is content management?

How– Can we go about it?

Which– Functions are part of an EECM system?


Who - Producers

Faculty Researchers Staff Students External agencies

Library ERP LMS Office Web authoring tools DBMSs


Who - Manages

Set up Content repository Create/Edit Metadata Control Access Control Version Manage Checkin/checkout Manage digital rights


Who - Consumers

Faculty Researchers Staff Students External agencies

Browser File Management

Systems Search Engines Forms


Why Too often content is created by authors working in

isolation Walls are erected among content areas -stovepipes Content is created, recreated, and recreated Content gets lost Multiple versions of the truth Unauthorized access


Why We are drowning in information

– Can’t find related information– Can’t bridge information silos

Need for collaboration Compliance

Retention Archival Regulations, legislation


Why? The carrot that's being dangled Faster, more precise business, academic and student

processes Greater support for the discovery of information for

litigation and to ensure the integrity of financial control and reporting

Stronger marketing, retention and service efforts through improved customer knowledge

Easier collaboration among employees, students and Faculty

Higher capability for joining separate document stores, and delving into broad expanses of content for enhanced business intelligence


Why use ECM in Higher Education?EfficiencyEfficiencyLowering costcost and increase of operational efficiency (speed) by automating of processes and providing the right content to the right people at the right time.

Compliance Compliance Complying with laws, regulations, and standards imposed by the government, regulatory bodies, or internal policies.

ConsistencyConsistencyEnforcement of business rules that ensure that the right content is being used independently of relationship, distance, communication infrastructure, or language.

Quality of ServiceQuality of ServiceImprove student satisfaction, increase student loyalty by providing better service.Improve Information Access, Collaboration ; improve information depth about students -> retention

ConsolidationConsolidationReducing the TCO and vendor-related risks by consolidating the number of suppliers and by leveraging the economies of scale resulting from employing a smaller number of larger systems.

ArchivingArchivingThe need to preserve content in an automated, inexpensive, and readily available way.



What is Content?

The amount of

information is growing

every year

Includes structured,

semi-structured, and

unstructured data Over 80% of enterprise

information is

unstructured Source: Fulcrum Research

Structured

UnstructuredE-mail and Attachments

PDFs

Checks

X-rays

Paper DocumentsRich Media

Web PagesAudio and Video

RecordsInvoices

Manuals

Claims

Contracts

Instant Messages

Forms

Images

XML

Rows and Columns



What – needs to be managed Web Content Enterprise data

– Academic– HR– Financial– Legacy data

E-Mail Documents Academic Collections

– Digital Library– E-Reservers– Research

Digital Assets– Rich media, graphics, video, audio


Connecting People, Process, and Content

People Content

WWW

Processes



DeliverCreate / Capture

Archive / Dispose

Desktop Authoring

Tools

Web & Portal Content

ScannedImages

E-mails

Chat andDiscussions

Manage

ECMPlatform

Security and Access Control

Library Services

Rendition Management

Search

Workflow

Lifecycle Management

Other Enterprise Applications

Rich Media

WirelessPortalsFax

CD-RomE-mail Paper



How: A unified content strategy

Provides a repeatable method of identifying all content requirements up front

Creates consistently structured content for reuse Manages that content in a definitive source Assembles content on demand to meet your

customers’ need



Are we looking at this in the right way?The history of Applications:

AuthenticationSecurityDataFunctionality

Today:Functionality onlyAuthentication, Security, Data are outside the application and shared by wide range of applications


Structured Electronic Content Repository (DBMS)

SIS

Scheduling

Facilities M

anagement

Housing

Financ

e

HR

-Payroll

Grants M

anagement

Library S

ystem

Can this model be applied to EECM?


Processes of EECM system

Web Content management Records management Document Imaging Document Centric Collaboration Workflow Life Cycle management: Archival / Deletion Electronic Forms Digital Asset management E-mail management

Source: Gartner Research G00124033, November 12, 2004


Unstructured Electronic Content Repository Web Distributed Authoring and Versioning (WebDAV) Access Control Protocol

E-M

ail Managem

ent

Collaboration

Imaging

Records M

anagement

Archiv

e

Workflow

Electronic F

orms

Web

Content


Separate Content from Processes

Decide on framework and not on functionality

Allows to address one project at a time Greater Flexibility User/departmental Independence Multiple projects in parallel


Requirements for EECM Engine Capture Store Retrieve Classify Tag Index Versioning Search Control Access using central directory Audit Trail


Electronic Content RepositoryStructured and unstructured Content

E-M

ail Managem

ent

Collaboration

Imaging

Records M

anagement

Archiv

e

Workflow

Electronic F

orms

Web

Content

SIS

Financ

e

Housing

HR

-Payroll

Facilities M

anagement

FUTURE ?


Questions?Comments?

The University of North Carolina at Charlotte Enterprise Electronic Content Management Food for...

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