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Basic Content Services vs Innovative IM Strategies and Solutions


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A presentation at Institute of Information Management conference, Canberra Australia, August 2007

A presentation at Institute of Information Management conference, Canberra Australia, August 2007

Published in: Business, Technology

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  • 1.  
  • 2. Basic Content Services vs Innovative IM Strategies and Solutions Presented by Nigel Carruthers-Taylor Director, iCognition Pty Ltd
  • 3. BCS ECM ECM ‘Lite’? SharePoint Lotus
  • 4. What are Basic Content Services?
    • “ Systems designed to handle scalable, ‘good enough’ content infrastructure that offers basic document management and Web publishing or other content management capabilities at a price that enables mass deployment”
        • Gartner
    • ‘ Content management for everyone’ or ‘ECM Lite’
    • Simple, commodity driven, low price products.
  • 5.  
  • 6. Who are the BCS Players?
    • Large IT vendors
      • Microsoft SharePoint
      • IBM Lotus Notes
      • Oracle Collaboration Suite
    • American ECM vendors aiming for a specific market
      • Xythos EDMS
      • GroupDrive Collaboration Suite.
  • 7. BCS Functionality
    • Basic document management
      • Check-in/check-out
      • Version control.
  • 8. BCS Functionality cont.
    • Local, shared or common repository
    • Governing structure to repository
    • Email capture
    • Metadata capture
    • Local and global search
  • 9. Some collaboration functions. Some basic workflow capability. BCS Functionality cont.
  • 10. What’s missing in BCS?
    • Rich Document and Records Management functions
    • Structured workflow
    • Rich Web Content Management
    • Any security other than Access Control Lists
    • Limited ability to provide platform beyond a defined infrastructure
      • SharePoint only works and integrates with Microsoft office
      • Oracle works with Oracle databases
      • IBM focused on IBM products
    • Requires a number of libraries to manage large volumes of information.
  • 11. How do most BCS products operate? Document Library Document Library Document Library Document Library Optional Common or “Records” Repository (often multiple stores)
  • 12. Why use BCS products?
    • Low cost, large-scale implementation
      • For example: SharePoint below $180/user
      • Comparison: ECM products between $300-$500/user
    • Minimal end user training
    • Somewhat 'out-of-the-box‘.
  • 13. SharePoint
  • 14. What does SharePoint offer?
    • Collaborative workspaces
      • Work spaces for projects and files online or offline
      • Integrated with document stores and LoB applications
    • Access to communications
      • Email, instant messaging, voice mail, telephones, mobile devices, and Web conferencing
    • Access to information and people
      • Documents, news, directories, and updated LOB data
      • Search and browsing technologies
      • Notifications and alerts
    • People-driven processes
      • Workflow
      • Integrate backend systems (eg. SAP, Siebel, Great Plains)
  • 15. SharePoint’s ‘compliance’ capability
    • ‘ Records center’
    • Auditing and logging
    • Workflow
    • Digital signatures
    • Classified email
    • Document policies
      • labeling, auditing, and expiration of records
    • Barcodes and labelling
    • Information Rights Management
  • 16. Records Center
    • Storage of ‘records’ to a common store
    • Can define ‘Content types’
    • Versioning document contents
    • auditing specific changes.
  • 17. Add and maintain metadata Labeling, auditing, & expiration of records Access or permission to contents Routing to location based on c ontent type Records Center
  • 18. Where ‘Records Center’ fits in Document Library Document Library Document Library Document Library Records Center ®
  • 19. Warning!
    • Although ‘out-of-the-box’, requires significant analysis and design
      • Toolbox of web-parts needs to be integrated into a solution
    • Documents managed individually - not in files or folders
      • No aggregation capability
    • No ability to classify or categorise other than metadata or content types
      • ‘ Classification’ in SharePoint means email type
    • No disposal authorities
      • Just a expiration trigger
    • Security based on access control and individual document’s rights management
      • No national security or sensitivity caveat management
  • 20. What about Lotus Notes?
    • Manages documents (Domino.doc, Quickplace)
      • Version control
      • Collaboration, storage and management
      • Archiving
    • Integrates with standard desktop applications and Web browsers
    • Security options
    • Integrates with IBM’s Records Manager at back end.
  • 21. Where IRM fits in Document Library Document Library Document Library Document Library IBM Records Manager (IRM) ®
  • 22. Do we still need ECM?
    • Rich ECM capability
      • Granularity of version control
      • Information transformation and presentation
      • Structured workflow, business system integration.
    • Records management and archiving
      • Classification, sentencing and disposition
    • Where is the authoritative source?
      • ‘Business value’ versions in the ECM
      • Working documents in collaborative solution
  • 23. Where does ECM fit in?
    • Focus on importance of information
    • Built-for-purpose, innovative solutions
    • Providing a platform for information management
    • ECM is a tool designed to compliment an information management strategy.
      • Eg. using SharePoint for collaboration and federated search
      • While ECM provides IM ‘Corporate Store’.
  • 24. Mike Alsup, Gimmal Group Collaborative Environment Check out from controlled into collaborative environment Check in or publish according to business process Controlled Environment ECM & Records Management Example 1.0 2.0 3.0 0.1 0.2 1.1 1.2 2.1 2.2
  • 25. 1.0 2.0 3.0 0.1 0.2 Collaborative Environment Check out and then auto check-in from that point on Check in and then access from collaborative environment Controlled Environment ECM & Records Management Example Working Documents Documents of ‘Business Value’
  • 26. How will ECM vendors respond to BCS?
    • Some will ignore BCS
    • Most will integrate with SharePoint
    • Some will concentrate on richness of functionality
      • Sell records or web content management capability
      • Structured workflow capability
    • Some will present ‘ECM lite’ solutions
      • Presenting 20% of functionality in interface
      • Similar to BCS functionality.
  • 27. Why use ‘ECM Lite’?
    • Greater user take-up and ROI
    • Minimal end user training
    • Somewhat 'out-of-the-box‘.
    • Retain rich functionality for power users
    • Ability to customise design
  • 28. ECM
  • 29. ECM enterprise ‘platforms’
    • An enterprise platform to build or underpin multiple vertical solutions
      • Eg. case management, asset management or distribution management solutions
    • Custom-built interfaces and integrations are becoming more common
      • Achieves better usability and ROI
    • While also supplying ‘content for everyone’
    • A robust and flexible platform that does not cost the earth to maintain.
  • 30. ECM enterprise platform content for everyone
  • 31.  
  • 32.