Reference model Enterprise Content Management
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This document provides an overview of an enterprise content management reference model. It describes the key domains of the model which include document management, records management, knowledge management, digital asset management, and web content management. It also outlines the common capabilities within each domain such as content storage, editing, search, and output management. The document defines different types of content that can be managed like documents, records, semantic content, and social content. It provides examples of typical functions and processes supported by enterprise content management systems.
Reference model Enterprise Content Management
- 1. Reference model Enterprise Content Management Danny Greefhorst dgreefhorst@archixl.nl Version 0.35 7 february 2016 1
- 2. Document input management Search & discovery Social & collaboration Knowledge management Web content management Intelligence Document editing Document versioning Search indexing Community management Information exchange Knowledge codification Knowledge modeling Knowledge creation Machine learning Data mining Data visualisation Form recognition Capture Image cleanup Document storage Document publication Record storage Record publication Record term monitoring Record identification Web content editing Web content storage Web content publication Discussion Record disposal Digital asset storage Digital asset identification Indexing Record migration Web content syndication Digital rights management Decision making Knowledge storage Search Execution Search result publication Conversion Digital asset transformation Digital asset publication Recognition Records management Document management Digital asset management Data querying Knowledge publication Web content personalisation E-Discovery Knowledge acquisition Document output management Styling Text-data integration Printing Distribution Template definition Information security AuditAuthentication Authorisation Digital signatureEncryption Business process management Case management Proces modeling Content routing Straight through processing Workflow management Process monitoring Data analytics Planning Data filtering Web content statistics Document check-in/check-out
- 3. Domains • Document input management: Receiving and processing documents. • Social & collaboration: Being in contact with others and contribute to goals together. • Search & discovery: Searching and discovering relevant data. • Intelligence: Retrieving information from data. • Document output management: Spreading documents to others. • Business process management: Improvement of the performance of the organization by controling and optimizing business processes. • Knowledge management: Managing the life cycle of knowledge. • Document management: Managing the life cycle of documents. • Digital asset management: Managing the life cycle of digital assets. • Web content management: Managing the life cycle of web content. • Records management: Managing the life cycle of records. • Information security: Ensuring the availability, integrity and confidentiality of data.
- 4. Document input management Search & discovery Social & collaboration Knowledge management Web content management Intelligence Records management Document management Digital asset management Document output management Information security Business process management semantic content document digital asset record web content document ontology rule social content document
- 5. Types of content • Social content: data that are exchanged between people, such as messages on social media and e-mail. • Semantic content: data that are expressed in terms on an ontology. • Document: a container of various types of content that can be edited as a whole and stored as a file. • Digital asset: content that represents a certain value and that is typically accompanied with a usage right. This is typically multimedia content such as images, sound or video but can also be a document. • Web content: a combination of various types of content that are meant to be published to a web browser. • Record: a data item that must be preserved as proof of an action. 5
- 6. Document input management • Capture: Converting a paper document to a digital representation. • Recognition: Recognizing the type of document, the characters (OCR), handwritten tekst (HCR/ICR), marks (OMR) and barcodes. • Forms processing: Extracting the values of form entry fields from a form. • Image cleanup: Improving the quality of an image such as through rotation, straightening, color adjustment, transposition, zoom, aligning, page separation, annotations and despeckling. • Indexing: Creating metadata that identifies a document. • Conversion: Transforming a document to different format, such as a durable format. 6
- 7. Social & collaboration • Community management: Supporting the linking of people and formation of communities. • Information exchange: Exchanging data and information between people. • Discussion: Reaching a common view on a subject. • Decision making: Reaching a common decision on how to handle a situation. • Planning: Reaching a common plan how to get to the desired situation. 7
- 8. Search & discovery • Search indexing: Creating an index of terms that can be searched for. • Search execution: Searching for results. • Search result publication: Publishing the results of a search. • E-Discovery: Searching through large amounts of digital data for a specific purpose. 8
- 9. Intelligence • Data querying: Determining the contents of specific data. • Data filtering: Determining which data are relevant. • Data analytics: Answering questions based on data. • Data mining: Finding patterns and relationships in large amounts of data. • Machine learning: Answering questions based on data through a self- learning algorithm. • Data visualisation: Representing data in a visual manner such that it leads to information. 9
- 10. Document output management • Template definition: Defining standard tekst blocks and variables as the basis for documents. • Text-data integration: Combining a template (tekst) and structured data in order to create one or more documents. • Styling: Setting formatting attributes on a documents such as the font, color and logo. • Printing: Printing a digital document on paper. • Distribution: Sending documents to receivers. 10
- 11. Business process management • Process modelering: Determining the structure of a process. • Content routing: Routing content to people. • Workflow management: Supporting the execution of interative processes which have a predictable process structure. • Case management: Supporting the execution of interactive processes in which the process structure is not pre-determined up-front and in which the case file is central. • Straight through processing: Supporting the execution of processes that are mostly automated. • Process monitoring: Monitoring the status, quality and lead times of processes. 11
- 12. Knowlegde management • Knowledge modeling: Determining the structure of knowledge in the form of an ontology. • Knowledge creation: Creating new knowledge, including rules. • Knowledge acquisition: Collecting knowledge that has been created. • Knowledge codification: Capturing knowledge and accompanying metadata in a digital format using an ontology. • Knowledge storage: Ensuring the availability of codified knowledge. • Knowledge publication: Making knowledge available. 12
- 13. Document management • Document editing: Creating and changing documents and accompanying metadata. • Document storage: Ensuring the availability of documents. • Document check-in/check-out: Ensuring that concurrent changes in documents do not conflict. • Document versioning: Recording the history of documents. • Document publication: Making documents available. 13
- 14. Digital asset management • Digital asset identification: Indicate that something is a digital asset and capturing accompanying metadata. • Digital asset storage: Ensuring the availability of digital assets. • Digital rights management: Ensuring that the rights that are part of digital assets are respected. • Digital asset transformation: Transforming digital assets to a different form. • Digitale asset publication: Making digital assets available. 14
- 15. Web content management • Web content editing: Creating and changing web content and accompanying metadata. • Web content storage: Ensuring the availability of web content. • Web content publication: Making web content available. • Web content personalisation: Adapting web content to the preferences, role and behavior of people. • Web content syndication: Making web content available at different locations. • Web content statistics: Provinding insight into the access to web content. 15
- 16. Records management • Record identification: Indicate that something is a record en capturing accompanying metadata. • Record storage: Ensuring the availability of records. • Record term monitoring: Monitoring the terms for storing and/or destroying records. • Record publication: Making records available. • Record migration: Transforming records to a more durable format or medium. • Record disposal: Removing a record and potentially moving it to another location. 16
- 17. Information security • Authentication: Determining the identity of a subject based on an authentication means. • Authorisation: Determining whether a subject is authorised to access an authorisation object. • Encryption: Encoding data so that it is only accessible to owners of a specific key. • Audit: Capturing the access to data such that it can be proven legally. • Digital signature: Capturing the identity of a subject at specific content such that it can be proven that it is the source of the content. 17