DAMA June 2017 User Group presentation on ECM
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This document discusses enterprise content management (ECM) and its relationship to document and records management. It provides examples of how ECM has evolved from early document management systems to include additional capabilities like web content management, digital asset management, and business process management. The document also shares stories from organizations that implemented ECM solutions, including issues they faced with multiple systems, lack of use, and non-compliance. It emphasizes the importance of a strategic approach to ECM that includes management buy-in, change management, clear goals and benefits, and a focus on quick wins and momentum.
DAMA June 2017 User Group presentation on ECM
- 1. C O R Concepts C O R Concepts DAMA South Africa Business stories with Content, Document and Records Management June 2017 Paul Mullon paulm@corconcepts.co.za www.corconcepts.co.za
- 2. Agenda • What is ECM? • How does it relate to document and records management? • Stories from the coal face. • Evolutionary aspects of ECM • Lessons learnt • Where to from here?
- 3. What is ECM • Enterprise Content Management – a journey Micrographics Document Image Processing Document Services EDMS – Electronic Document Management Systems EDRMS – Records included ECM Content Services ???
- 4. Collaborate Create, access, and manage Search Secure Enterprise wide Structured and unstructured Lifecycle management Print Output Email What is Content? Web Pages Enterprise Applications (Invoices, Statements, etc.) Paper Documents & Files Electronic Documents Meta Data Fax Forms Archiving Photos, Graphics, Video ENTERPRISE WIDE
- 6. Input Handling Scanning Forms processing Workflow Production Workflow Ad hoc workflows Repositories Documents Images Records Knowledge Paper Forms Output Management Outgoing Documents Correspondence Generation & Management Back scanning/Off-site paper and electronic storage Typical components
- 7. EDRMS v ECM Enterprise Content Management Document Management Version control, Check-in/ Check-out, Scanning/ imaging Records Management Approved records Unalterable Collaboration E-mail Fax File transfer Workflow Basic routing of document as related to business process Web Content Management E-Conferencing Internet Forums Portals EDRMS •Imaging •Document Management •Records Management •Report Management •Paper management •Workflow ECM •EDRMS + •Web Content Management •Digital Asset Management •Digital rights Management •Business Process Management •Portals •Forms Management •E-mail archiving •Enterprise search •Digital Signatures
- 8. Interrelationships NARS, ECT Other Legislation regulations Group Architecture Standards Clients Suppliers Communications Plan Enterprise Architecture Enterprise Information Architecture User Research Security Records Management Document Types Navigation Search Policy and Guidance Discover and design Architecture Build Structural Schemes Managing Content IAInformation Architecture Managing Content Business Processes Structures Structures & Governance Create & Catalog Content Organise & Publish Filter & Deliver CMContent Management Designing Structures Create and Catalogue content Documents Records Content Organise and publish Records Management Document Management Portal Web Filter and deliver to audiences Regulators, Auditors Staff, clients, partners Other stakeholders Governanceinstruments, Rolesandresponsibilities Archive Transfer Destroy
- 10. Architecture 10 Line of Business Applications Large format Scanning DOCUMENT REPOSITORIES Business Systems Basic Content Services Intranet, Collaboration and Document management Cross-system Search Ad hoc & Reference copy Scanning Multi-Function Devices Stand-alone scanners Records Management • Retention • Access • File Plan/Classification • Paper records management Archiving • Documents • Records • Databases • E-mail Production Scanning Procurement Finance Plant HR ICT QMS Document creation & retrieval Audio- Visual Shared drives Repository Duplicate systems Migrate
- 11. Forms of information POPIA considerations Data Image Protection of Personal Information – all must be managed consistently Documents/Records
- 12. Information processes V0.4 V1.0 v0.1v0.2 v0.3 Info creation Declared as record or Knowledge asset Formal repository Archived Who creates or receives it What format is it in? Should it be converted? Where is it? Where can it be stored? Which processes require it? What rules are in place? Who creates them? How are they implemented in systems? What intervention must users take? Where must they be stored? When? How? By whom?
- 13. Positioning KM DM and RM Knowledge environment Codified Knowledge Tacit Knowledge NON-Records Records V0.4 V1.0 v0.1v0.2 v0.3 V0.4 V1.0 v0.1v0.2 v0.3 Policies File plans Procedures Retention Disposition
- 14. Evolutionary processes • Forms. • Scanning –> born digital • Backscan • Electronic signatures. • Backwards integration into processes. • Integration into Line of Business Systems. • The role and reporting structure of champions or stewards.
- 15. Stories and pain • Multiple systems – Built into ERP and other LOBs – Legacy – “My needs are unique!” • Systems not used • Not adding value • Too much work to capture • Corporate standard too expensive – so users go elsewhere
- 16. Stories and pain • Knee jerk implementations – scanning to CD for disaster recovery purposes • Systems thrown out because users didn’t like them • Too expensive • Non-compliant • Cloud. The perfect storm?
- 17. Lessons learnt
- 18. Must haves • Management commitment & Buy-in • Change management (Starts long before implementation) • Clear business case and understanding the potential benefits • Readiness – Policies, procedures, file plan, retention schedules, practices, infrastructure – Time and allocation of staff – Mind set
- 19. EDRMS & OTHER TECHNOLOGY DRIVERS Legislation Cost pressures Customer service Operational efficiency Paper DMS Imaging Workflow E-mail POLICIES, PROCEDURES, PROCESSES Avoid the pain STRATEGY
- 20. A strategic approach Think BIG! Understand the big picture Plan for the future, and Where you want it to be
- 21. A strategic approach Implement small • Get the basics right • Focus on quick wins • Deliver real tangible benefits • For one department • Build trust.
- 22. A strategic approach •Rollout Fast • Build on the wins • Keep the momentum
- 23. Questions? Final questions and discussion Paul Mullon paulm@corconcepts.co.za www.corconcepts.co.za