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

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Basic Content Services vs Innovative IM Strategies and Solutions

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

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