A Pragmatic Strategy for Oracle Enterprise Content Management (ECM)

Andrew MacMillan , VP ECM Product Management, Oracle Brian “Bex” Huff , President and Chief Software Architect, Bezzotech A Pragmatic Strategy For Oracle Enterprise Content Management (ECM)

Agenda
Intro to pragmatic Enterprise Content Management
Its more than just technology
Seven steps of a pragmatic strategy
Gather a team, analyze current state
Consolidate, federate, secure
Bring strategies together
Plan for the future
Questions

What is Enterprise Content Management?
ECM focuses on “unstructured” information
Emails, Microsoft Office documents, videos, web sites
Covers the entire life cycle
Capture it, define it, tag it
Find it, convert it, deliver it
Use it, re-use it, enrich it
Secure it, retain it, destroy it
Improves communication efficiency

Automate Management of Content Across the Lifecycle Publish Retain Filter Search Create Capture Version Index Cleanse Archive

What is Pragmatic ECM?
Movement beyond “point solutions”
Avoid department-centric solutions
Think strategically about enterprise interoperability
Act tactically to address specific needs
Its not just about technology
Its about a culture of information sharing.
It’s about dedication to a “single source of truth”
Its about making content manageable!

Strategic vs Tactical ECM
Strategic ECM systems
Enterprise-wide
Infrastructure level
Used for Active, Transactional, and Historical data
Tactical ECM systems
Makes one specific department better at one thing
Leads to content silos
Remember: these exist for a very good reason!
A pragmatic strategy must support both

Steps in Pragmatic ECM
Create a “Center of Excellence”
Asses your environment
Consolidate content into strategic repositories
Federate control to tactical repositories
Secure information wherever it exists
Bring structured and unstructured strategies together
Plan for the future

1) Create a “Center of Excellence”
Multi-departmental group
Stay close to the needs of the users.
Requires support from senior executives.
Information sharing is a political mine field
There is job security in hoarding information.
People do not want to change their habits, or lose control of their data.
Necessary for enterprise-wide initiatives
Without executive buy-in, ECM will not be widely adopted.

Center of Excellence Breakdown Project 1 Project 2 Project 3 Executive Steering Committee Program Mgmt. Office
Business Analysts
Developers
Program Manager
Enterprise, Infrastructure, Solution, and Information Architects
Records Managers
Business Analysts
Developers
Business Analysts
Developers

2) Assess Your Environment
Determine number of unstructured systems
Could number in the hundreds!
Label as strategic, tactical, or replaceable
Examples:
Shared file systems and FTP servers
Digital Archives
Department specific content / collaboration systems
Legacy websites and web applications
Enterprise Apps: Siebel, Lotus Notes
Hosted systems: Salesforce.com, Gmail, Facebook

Label Existing Systems
Strategic:
ECM systems with the features you need
Easy interoperability
Tactical:
Insufficient for a strategic infrastructure.
Too useful to replace.
Not cost-effective to re-implement required features.
Replaceable:
Not many features: low cost, low complexity

Consolidation ROI Ease of Consolidation High Low Low High Tactical Replaceable Shared File Systems Legacy Imaging ERP Doc Store Email System Web Applications CRM Doc Store Departmental Repositories Web Content Mgmt. Legacy Doc. Mgmt. Media Library

3) Consolidate Strategic Repositories
Migrate from replaceable into strategic system
High-value content in one central repository for easy re-use
Significantly reduces cost and complexity
Extend strategic repository to other applications
Active: Web applications, portals
Transactional: Imaging and process management
Historical: email archives, digital archives

ERP System CRM System Email Servers Web Applications Enterprise Applications Infrastructure Content Applications Media Library Imaging System Web Content Enterprise Service Bus (core services) Universal Content Management (UCM) Universal Online Archive (UOA) Imaging & Process Management (I/PM) Document Archive Document Management E-Mail Archive Web Content Management BPM Document Capture Oracle Strategic ECM System Direct SOA for Specialized Services Oracle Database

Consolidation Tools
Enterprise Service Bus
Server to server orchestration with BPEL workflows
Open Web Content Management (OpenWCM)
Embed in-context editing in portals / app servers
Standards-compliant ECM interfaces
CMIS, JSR 170, RSS, WebDAV
Custom Integrations
SOAP, Archiving Services, Java API

4) Federate to Tactical Repositories
Tactical systems exist for a reason!
Helps one department do their tasks more efficiently
Too useful to eliminate, too expensive to consolidate
Pragmatic ECM does not punish tactical systems
It offers federation tools to extend the repository
Helps makes your content manageable
Get control over content, wherever it is
Centralized policies, federated repositories

Oracle Federated ECM Services Multiple Instances Desktops and Loose Files Tactical Systems Content Repository Multiple Instances SharePoint MS SQL DB Universal Records Management (URM) Information Rights Management (IRM) Secure Enterprise Search (SES)

Federation Tools
Universal Records Managements
Custom “adapters” run in remote systems
Enforces retention and destruction policies
Secure Enterprise Search
Single, secure place to search for content anywhere
Group and display results differently, depending on the user
ALUI Ensemble (Oracle WebCenter Services)
Embeds any web app inside any other web app
Helps manage application proliferation

5) Secure Information Where It Exists
Security Paradox: Information is only secure when you are not using it!
In a repository? Safe.
Removed from the repository for viewing? Unsafe.
Can we do better?
Add more layers of security.
Make a “defensible” content security strategy.
An ECM should store content, not users
Integrate with best-of-breed identity management systems

Security Tools
Information Rights Management
Encrypts documents
Must request temporary key to view content
Centralized policy management, monitoring, and reporting
Content Cleansing
Remove “Track Changes” and “invisible” content from documents
Dynamic Watermarks on PDFs
Embed user name and access date

Information Rights Management Lifecycle

6) Unify Your Strategies
Blurred line: unstructured vs. structured content
Unstructured apps need structured content
Should consume structured services
Structured apps need unstructured content
Should consume unstructured content services
Extract structure from unstructured content
Keywords, metadata, taxonomy, controlled thesaurus

Unification Tools
Imaging and Process Management
Brings scanned images to enterprise apps
Business Intelligence Publisher
Generate reports, put into ECM, then on web sites
Siebel Files Replacement
Business Analytics and Data Mining Tools
Imagine data mining your email archives…

Unification Tools
Real Time Decisions and “Next Best Activity”
Based on user’s history, what are the likely to want to see?
Customer communication Management (SkyWire)
Auto Categorization
Extract keywords, metadata, and thesaurus terms
Determine which content items are similar
Microformats
Embed easily extracted structure in documents

7) Plan for the Future
Need 3-year plans for ECM
Technology is changing rapidly
New tools, new integrations, new migrations
Consolidation may be a better option in the future.
Content is being created faster and faster
Need to frequently assess storage and findability
Think strategically, implement tactically

Coming January 2009…

Questions?
A Pragmatic Strategy for Oracle Enterprise Content Management
Presenters:
Andrew MacMillan
[email_address]
Brian “Bex” Huff
[email_address]
Thank you!

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A Pragmatic Strategy for Oracle Enterprise Content Management (ECM)

by Brian Huff on Sep 30, 2008

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A Pragmatic Strategy for Oracle Enterprise Content Management (ECM) — Presentation Transcript