From ECM to EIM

From Enterprise Content Management to Enterprise Information Management Dr. Ulrich Kampffmeyer FUJITSU Channel Partner Conference Marrakech, February 12, 2009 P R O J E C T C O N S U L T Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH Edited handout version – animation dissolved Animated PPS version: www.PROJECT-CONSULT.net/files/20090212_ECM_to_EIM_Fujitsu_Marrakech_3_Kff_Show.pps

Welcome to the digital world: C ontent is King

Enterprise C ontent Management: Pre-condition for effective information management

The ‘ C ’ in ECM: Market drivers for enterprise content management

The Future: From ECM to EIM

A GENDA

Welcome to the digital world 0100101010 0111100011 1010101011 1010001110 1000111010 Content is king!

INFORMATION OVERFLOW We suffer from information overflow, and must laboriously search out the valuable, important information. The systematic management of exponentially growing information volumes is ever more important.

THE C ONTENT “ BIG BANG“ 40,000 BC Cave painting tools 105 Paper 3500 BC Writing 1947 Tran-sistor 1950 Computer Late 1960s Internet 1870 Electricity, telephone 1450 Printing 1993 The Web 2004 36 B l n 2003 24 B l n 2002 12 B l n 2001 6 Bln 2000 3 Bln 2005 52 B l n Gigabytes GigaByte TeraByte PetaByte ExaByte

THE C ONTENT “ BIG BANG“ 40,000 BC Cave painting tools 105 Paper 3500 BC Writing 1947 Tran-sistor 1950 Computer Late 1960s Internet 1870 Electricity, telephone 1450 Printing 1993 The Web 2004 36 B l n 2003 24 B l n 2002 12 B l n 2001 6 Bln 2000 3 Bln 2005 52 B l n Gigabytes Every year be produce three times the amount of information than the year before.

THE C ONTENT “ BIG BANG“ Unstructured information and data grow at different rates 78% average growth Fixed, unstructured data Dynamic, structured data Storage Demand Petabytes Stored information volume grows by 30% per year Over 90% of all records are generated electronically Over 85% of all information used is in unstructured documents Over 600 billion emails are sent each year About 65% of all infomation consists of relevant records that must be retained 95% of all records could be destroyed

THE C ONTENT “ BIG BANG“ Unstructured information and data grow at different rates Email, videos, audio, scanned documents, multi media objects and other unstructured information generates the majority of data. 78% average growth Fixed, unstructured data Dynamic, structured data Storage Demand Petabytes Stored information volume grows by 30% per year Over 90% of all records are generated electronically Over 85% of all information used is in unstructured documents Over 600 billion emails are sent each year About 65% of all infomation consists of relevant records that must be retained 95% of all records could be destroyed

THE C ONTENT “ BIG BANG“ Unstructured information and data grow at different rates Email, videos, audio, scanned documents, multi media objects and other unstructured information generates the majority of data Drowned by information, we are searching for knowledge. 78% average growth Fixed, unstructured data Dynamic, structured data Storage Demand Petabytes Stored information volume grows by 30% per year Over 90% of all records are generated electronically Over 85% of all information used is in unstructured documents Over 600 billion emails are sent each year About 65% of all infomation consists of relevant records that must be retained 95% of all records could be destroyed

C HARACTERS, DATA, INFORMATION, KNOWLEDGE THE PYRAMID Relationships between the levels of the definition hierarchy Mechanisms of the currency market Conversion rate € 1 = US$ 1.30 1.30 1, 0, 3 and . Linkage Syntax Characters Data Information Knowledge Examples Contexts Context Character set

C HARACTERS, DATA, INFORMATION, KNOWLEDGE IT IS ONLY INFORMATION Records Documents Media Assets C ontent Characters Data Information Knowledge

C ONTENT Data, Information, Records, Knowledge a.s.o.

Content stands for any electronic content.

Includes “Data” and “Metadata” as well as records, documents, media assets, images and web pages.

Content is an economic resource.

Defined by its business value and its contents, content may become a record.

But how to manage content effectivly?

Enterprise C ontent Management Pre-condition for effective information management

DEFINITION & C ONCEPTS

AIIM International, 2003 ECM: C LAIM Unstructured Content Data Business Processes STORE MANAGE DELIVER PRESERVE CAPTURE

ECM: DEFINITION

“ Enterprise C ontent Management is the Technologies used to C apture, Manage, Store, Preserve, and Deliver Content and Documents related to Organizational Processes.”

AIIM Association for Information and Image Management International, 2006

ECM: DEFINITION

“ Enterprise C ontent Management is the Strategies, Methods and Tools used to C apture, Manage, Store, Preserve, and Deliver Content and Documents related to Organizational Processes.”

AIIM Association for Information and Image Management International, 2008

STRATEGY & VISION not a single product! Enterprise C ontent Management is a Strategy or Vision ,

ENTERPRISE C ONTENT MANAGEMENT – INFRASTRUCTURE ERP Web Content Management Doc Mgmt Imaging Domino Exchange RDMS File System Workflow Collaboration Data Warehousing Mining EAI E-Business AP/AR RM/A CRM HRM Enterprise Enterprise Applications Applications Enterprise Enterprise Content Content Management Management Infrastructure Infrastructure Integration Integration

ECM C ONCEPT #1 ERP Web Content Management Doc Mgmt Imaging Domino Exchange RDMS File System Workflow Collaboration Data Warehousing Mining EAI E-Business AP/AR RM/A CRM HRM Middleware Enterprise Enterprise Applications Applications Enterprise Enterprise Content Content Management Management Infrastructure Infrastructure Integration Integration

ECM C ONCEPT #2 ERP Web Content Management Doc Mgmt Imaging Domino Exchange RDMS File System Workflow Collaboration Data Warehousing Mining EAI E-Business AP/AR RM/A CRM HRM Independent services for all applications Enterprise Enterprise Applications Applications Enterprise Enterprise Content Content Management Management Infrastructure Infrastructure Integration Integration

ECM C ONCEPT #3 ERP Web Content Management Doc Mgmt Imaging Domino Exchange RDMS File System Workflow Collaboration Data Warehousing Mining EAI E-Business AP/AR RM/A CRM HRM Uniform, federated enterprise repository for all types of information Enterprise Enterprise Applications Applications Enterprise Enterprise Content Content Management Management Infrastructure Infrastructure Integration Integration

ECM C OMPONENTS

AIIM MODEL FOR ECM ENTERPRISE C ONTENT MANAGEMENT CAPTURE PRESERVE DELIVER STORE MANAGE STORE WCM RM WF/BPM DM Collab

C APTURE Input

Barcode

COLD/ERM

E-Billing

Aggregation

Financial Applications

XML

Forms Processing E-Forms/Web-Forms

ERP

Application created

OMR

Microfilm

ICR

Rich Media

HCR

Form

OCR

Office Documents

Indexing Input Designs Categorization Recognition Human created

C APTURE HUMAN-CREATED Input

Barcode

COLD/ERM

E-Billing

Aggregation

XML

ERP

Application created

OMR

Microfilm

ICR

Rich Media

HCR

Form

OCR

Office Documents

C APTURE APPLICATION-CREATED Input

Barcode

COLD/ERM

E-Billing

Aggregation

XML

ERP

Application created

OMR

Microfilm

ICR

Rich Media

HCR

Form

OCR

Office Documents

C APTURE RECOGNITION Input

Barcode

COLD/ERM

E-Billing

Aggregation

XML

ERP

Application created

OMR

Microfilm

ICR

Rich Media

HCR

Form

OCR

Office Documents

C APTURE FORMS PROCESSING Input

Barcode

COLD/ERM

E-Billing

Aggregation

XML

ERP

Application created

OMR

Microfilm

ICR

Rich Media

HCR

Form

OCR

Office Documents

C APTURE COLD Input

Barcode

COLD/ERM

E-Billing

Aggregation

XML

ERP

Application created

OMR

Microfilm

ICR

Rich Media

HCR

Form

OCR

Office Documents

C APTURE INDEXING & CLASSIFICATION Input

Barcode

COLD/ERM

E-Billing

Aggregation

XML

ERP

Application created

OMR

Microfilm

ICR

Rich Media

HCR

Form

OCR

Office Documents

MANAGE WCM RM WF/ BPM DM Collab

MANAGE DOCUMENT MANAGEMENT

Check-in/Check-out

Version Management

Search and Navigation

Visualization

&

Email Management

Virtual Folder

STORE WCM RM WF/BPM DM Collab

Collaborative authoring

Knowledge bases

Whiteboards

Video conferencing

Consolidation of information

&

Web 2.0

Enterprise 2.0

MANAGE C OLLABORATION STORE WCM RM WF/BPM DM Collab

MANAGE WEB C ONTENT MANAGEMENT

Content creation

Publication process

Conversion

Security

Web site visualization

&

DAM

Digital Asset Management

Web 2.0

MANAGE RECORDS MANAGEMENT

Filing structures and file plans

Thesaurus

Retention periods

Metadata

Archive management

&

MoReq2

ICA-ISDF

MANAGE BUSINESS PROCESS MANAGEMENT

Process and structure organization

Process design

Visualization of processes

Routing

Monitoring

Parallel and sequential processing

Reminders, deadlines

Checking

Logging

&

BI Business Intelligence

STORE Repositories Library Services Technologies

STORE

File Systems

Content Management Systems

Databases

Data Warehouses

Repositories

STORE

Search/Retrieval

Version Control

Check In/Check Out

Audit Trail

Library Services

STORE Technologies

Hard Disk

RAID

SAN

NAS

Optical

OD

DVD

CD

Tape

STORE Repositories Library Services Technologies ILM Information Lifecycle Management

PRESERVE

Archive

Paper

Microfilm

NAS/SAN

WORM HD

WORM OD

WORM TAPE

Deletion

PRESERVE Long-Term Archiving implies C ontinuous Migration

DELIVER OUTPUT MANAGEMENT

Datatransfer via EDI, XML and other formats

Digital TV

Email and Fax

Digital TV

Paper

DELIVER TRANSFORMATION

Datatransfer via

Digital TV

Paper

Email and Fax

DELIVER SECURITY

Digital TV

Datatransfer via EDI, XML and other formats

Digital TV

Paper

Email and Fax

Datatransfer via

DELIVER DISTRIBUTION

The ‘ C ’ in ECM Market drivers for enterprise content management Let‘s talk about ECM trends …

LOTS OF C ‘s

Capture

C hange

Claim

C lassification

C ollaboration

C ommunication

C ommunities

C ompetition

C ompetitiveness

C ompliance

C omplexity

C omponents

Concept

C onnector

C onservation

C onsistency

C onsolidation

Content

C ontext

C ontinuity

C ontrol

C onvergence

C ost

& C o.

C oncept

C apture

C laim

C ontent

C ollaboration & 2.0

C OLLABORATION

Jointly usable information bases.

Joint, simultaneous, and controlled use/processing of information.

Knowledge bases of skills, resources and background information for joint use of information.

Administrative components like whiteboards for idea-gathering, scheduling, project management and more.

Teamrooms.

Ad-hoc workflow.

C OLLABORATION

C ommunication applications like videoconferencing.

Integration of information from other applications in the c ontext of joint information processing.

Support of knowledge management with targeted preparation, delivery and formatting of the required information.

C OMMUNITIES SYNONYMOUS WITH WEB 2.0 FUNCTIONALITY

Definition:

Web 2.0 is an umbrella term for a number of new interactive technologies and services on the internet (especially the WWW), as well as a changed perception of the internet.

Applications that give users an interactive role, for example through information exchange and use, content generation and the use of entertainment media.

Is there an ECM 2.0?

C OMMUNITIES SYNONYMOUS WITH WEB 2.0 FUNCTIONALITY

Selected Web 2.0 functionalities:

Wikis

Voting

Social Bookmarks

Mashups

Blogs

Forums

RSS

Community software / Social software

Instant Messaging

Social Tagging / Folksonomies

Twittering

a.s.o.

What counts is reduction to the essentials and the

use of non-redundant functionality.

Governance, Risk Management & C ompliance

C OMPLIANCE MEETING LEGAL REQUIREMENTS

C ompliance with and fulfillment of legal and regulatory requirements.

Legal and regulatory compliance is essential for all companies and administrative bodies.

ECM contributes to getting business value out of the necessary investment in compliance.

Current data-security scandals and growing documentation requirements are strengthening the compliance trend.

C OMPLIANCE MEETING LEGAL REQUIREMENTS

GRC GOVERNANCE, C OMPLIANCE & RISK MANAGEMENT GRC brings together the disciplines of C orporate Governance, Risk Management and Compliance as a c onsistent procedure model. Governance Compliance Risk Management

C omplexity, C onvergence & C omponent Architectures

C OMPLEXITY REDUCING COMPLEXITY

ECM solutions are almost all designed for in-house use by specially trained employees. They often feature extensive functions in numerous menus and c omplex interfaces offering a plethora of information. C apturing and presenting metadata is especially difficult.

From the usability point of view, ECM solutions need to get simpler and more intuitive.

The “enabling” of business applications is becoming more important. Basically, within specific applications you only need 3 “buttons” to use ECM functionality:

Save information

Retrieve information

Display information in structured form

Automated c lassification and c ategorization is the key for overcoming the information capture bottleneck.

The requirements of new user groups, who cannot be trained, but who should be involved in processing and using information, are driving the developing of new user interfaces.

Simple, obvious and intuitive Web 2.0 functionality is growing in importance.

To support mobile devices like telephones or PDAs is an additional c hallenge for ECM solutions.

C OMPONENTS ECM SERVICES, COMPONENTS AND SUBSYSTEMS

Components, Services & Subsystems provide ECM functionality as components of other applications.

Subsystems may serve other ECM components as well as other non-ECM applications like ERP, C RM; C AD, a.s.o.

SOA Service-Oriented Architecture provides ECM services that offer ECM functionality in the middleware or on an enterprise service bus.

C lient software thereby becomes less important and is replaced by the enabling of major applications and integration in portal interfaces.

C OMPONENTS ECM SERVICES, COMPONENTS AND SUBSYSTEMS

C ontinuity, C ontrol & C onservation

C ONTINUITY ENSURING INFORMATION AVAILABILITY

Business Continuity is an issue whose significance in the context of ECM gets nowhere near enough attention.

We are ever more dependent on the availability and c orrectness of electronic Information.

ECM supplies methods and technologies to store information safely and ensure the traceability of transactions, and present them in virtual electronic folders.

C ONTROL REGAIN CONTROL OF INFORMATION

Getting control of information is a key task, given the growth of information and fragmentation of repositories!

Holistic “end to end” solutions ensure traceability.

Risk Management can be supported by ECM solutions.

GRC - Governance, Risk Management & Compliance – puts compliance, control, audit trail and legal hold solutions in a larger c ontext.

C ONSERVATION SYNONYMOUS FOR PRESERVATION AND ARCHIVING

Electronic Archiving

Long-term archiving

Electronic long-term archiving means the provision of data and documents over a period of at least 10 years.

Auditable archiving

Edit-proof archiving refers to archive systems that meet the requirements of archiving legislation in archiving data and documents so that they are safe, unaltered, complete, orderly, reproducible without loss, and database-searchable.

Federated repositories instead of island solutions.

C ONVERGENCE CONVERGENCE WITH OTHER ITC FUNCTIONALITIES The convergence in ECM is especially evident in the convergence of technologies that were not originally part of the core of document management: • Capture • Output Management • Asset Management • Digital Rights Management • Electronic Signature • Web Content Management and Web 2.0 • Business Process Management and Business Intelligence ECM is unravelling at the edges.

C ompetitiveness & C ost ECM solutions to fight the c urrent c risis

C OMPETITIVENESS

ECM is cost-effective and enhances the adaptability, efficiency, and business viability of a company.

The implementation of ECM is not a matter of “if”, but of “how” and “when.”

ECM’s benefits are more important than ever, and especially in a c hallenging economic environment.

C OST REDUCE COSTS AND INCREASE EFFICIENCY

Cost savings are up there with increased efficiency and new business on deciders’ priority lists.

ECM offers the necessary means of processing, c ombining and controlling information from different sources. This reduces costs in all areas of company IT.

Managing c hange in the company should be a focus in this.

“ Information has inherent value only when it is used as knowledge in processes.”

The value of information and the dependancy of c orrectness and availability of information must be considered in planning and operations alike, and justifies investments in ECM as infrastructure.

THE VALUE OF INFORMATION C ORRECTNESS, AVAILIBILITY & USE

C ompetition & C onsolidation

C ONSOLIDATION PRODUCT AND INFRASTRUCTURE CONVERGENCE

Market-driven consolidation: Vendors and products disappear or merge as companies take over other companies.

User-driven consolidation: C ombining and thinning out heterogeneous systems in order to arrive at uniform IT infrastructures.

Technological convergence is accelerating consolidation and simultaneously expanding the range of options.

ECM Outputmanagement Storage/Archivierung Hardware Database ERP-Workflow/ Records Manag. WCM/Portal Integration C OMPETING VENDORS Collaboration

ECM Outputmanagement Storage/Archivierung Hardware Database ERP-Workflow/ Records Manag. WCM/Portal Integration C OMPETING VENDORS International & regional ECM specialists Collaboration

ECM Outputmanagement Storage/Archivierung Hardware Database ERP-Workflow/ Records Manag. WCM/Portal Integration C OMPETING VENDORS Groupware & office standard software suppliers Database suppliers with BLOB concepts Collaboration

ECM Outputmanagement Storage/Archivierung Hardware Database ERP-Workflow/ Records Manag. WCM/Portal Integration C OMPETING VENDORS Print & output management software suppliers Printer, MFD & scanner suppliers Collaboration

ECM Outputmanagement Storage/Archivierung Hardware Database ERP-Workflow/ Records Manag. WCM/Portal Integration C OMPETING VENDORS Storage & storage subsystems suppliers Collaboration

ECM Outputmanagement Storage/Archivierung Hardware Database ERP-Workflow/ Records Manag. WCM/Portal Integration C OMPETING VENDORS Integrators with add-on solutions ERP software suppliers with integrated ECM functionality Collaboration

ECM Outputmanagement Storage/Archivierung Hardware Database ERP-Workflow/ Records Manag. WCM/Portal Integration C OMPETING VENDORS WCM & portal software suppliers Collaboration

ECM Outputmanagement Storage/Archivierung Hardware Database ERP-Workflow/ Records Manag. WCM/Portal Integration C OMPETING VENDORS & SaaS offerings & Outsourcing & ASP & C loud computing & Mobile & Open Source &, &, & … Collaboration

The market is growing fast …

The market is growing fast … But the growth is shared among many old and new c ompetitors

The Future From ECM to EIM

ECM: CLAIM

The combination of structured and unstructured

content = information management

ECM: SELF-FULFILLING PROPHECY ECM EIM

THE FUTURE OF ECM “ ECM is moving towards Information Management and will end up as integral part of general ITC information technology & communication solutions.” “ ECM has no future as a separate category. It will disappear into Enterprise Information Management.”

INFORMATION MANAGEMENT

ECM functionality will increasingly be directly integrated into other products.

ECM overlaps more and more with adjacent areas in ITC.

Numerous ECM functions will become commodities and part of standard applications.

EIM ENTERPRISE INFORMATION MANAGEMENT Is EIM Enterprise Information Management just ECM Enterprise Content Management + BI Business Intelligence? … a leap too short?!

EIM Enterprise Information Management stands for the comprehensive management of all information in an enterprise, regardless of location, user, author, generating system, application and time.

EIM ENTERPRISE INFORMATION MANAGEMENT PROJECT CONSULT DEFINITION

EIM combines functional aspects of Enterprise Content Management, Business Process Management, Enterprise Search, Knowledge Management, Business Intelligence, Data Warehousing, Web 2.0 and Information Lifecycle Management.

Basic to Enterprise Information Management are:

Uniform and overarching Master Data Management, Address Management and Access Management

Overarching, usable information repositories

Combination of applications with joint use and joint administration of data

Use of services that provide the same function once and to all applications

Basic to Enterprise Information Management are:

End-to-end processes without media breaks, transaction-safe and comprehensively logged

Centralized management of all components, settings, parameters and configurations

Secure platform- and application-agnostic administration of all data and information used across these platforms and applications

Thorough IT governance of all systems and processes involved

ECM REDEFINED When Enterprise Content Management has become part of Information Management and the acronym ECM is available again, we will use it for E nterprise C hange M anagement!

Outlook

THE FUTURE IN THE INFORMATION AGE “ Electronic information suffuses every area of life, steers our cars, identifies our purchases, communicates with our appliances, follows us through the internet as a long tail, makes us transparent and thus vulnerable.”

“ Does man rule machine or machine rule man? As the 21st century begins, information is gaining the advantage over us. People must redefine their role with respect to information, professional and no longer private existence, and to their own self-conception as human beings.” THE FUTURE IN THE INFORMATION AGE

“ We live in one of the most interesting epochs in human history. In just one generation we are being catapulted into the virtual world of information processing. Our era easily outdoes the invention of writing, printing, firearms and the railway. We should enjoy this unique time. There won’t be anything comparable any time soon.” THE FUTURE IN THE INFORMATION AGE

“ The change of a physical, tangible world of information into a virtual world. Our children will laugh at the problems we face today.” THE FUTURE IN THE INFORMATION AGE

Thanks for listening ! … and have a nice time in Marrakech!

Dr. Ulrich Kampffmeyer PROJECT CONSULT Unternehmensberatung GmbH Breitenfelder Str. 17 20251 Hamburg Germany Phone: +49-40-46076220 E-Mail: [email_address]

Powerpoint version of the presentation (automated animation) http://www.PROJECT-CONSULT.net/files/20090212_ECM_to_EIM_Fujitsu_Marrakech_3_Kff_Show.pps