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AIIM and Vamosa - Practical Cosniderations when Implementing ECM
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AIIM and Vamosa - Practical Cosniderations when Implementing ECM


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AIIM give a great overview of a recent survey on the motivators for implementing ECM in todays economy, and Vamosa talk about how to get the best out of your content through enterprise content …

AIIM give a great overview of a recent survey on the motivators for implementing ECM in todays economy, and Vamosa talk about how to get the best out of your content through enterprise content governance

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    • 1. Practical Considerations for Implementing Enterprise Content Management (ECM)
      Thursday, October 1, 2009 10:00 AM - 11:00 AM BST
      Doug Miles, AIIM and Nic Archer, Vamosa
    • 2. Agenda
      10.00 Welcome, Ceri Jones, VP Marketing, Vamosa
      10.05 ‘Enterprise Content Management – who’s achieved it, how are they doing it and what are the issues’ , Doug Miles, MD, AIIM
      10.35 ‘The Big Challenge – How to deal with the digital landfill’ , Nic Archer, SVP Products Vamosa
      10.55 Q&A
      11.00 Close
    • 3. Welcome
      Ceri Jones – Vice President of Marketing
    • 4. Introduction to Vamosa
      Software solutions company focused on Enterprise Content Governance (ECoG)
      Fortune 500 customer base
      Offices in New York, Boston, London and Glasgow
      Extensive experience of multinational clients with complex content environments
      Solutions to analyze, enhance, standardize, monitor and maintain all forms of business content
      Key migration partner for Vignette, Interwoven, IBM, Oracle, Day Software, Microsoft
    • 5. Doug Miles, MD AIIM
      Doug Miles has been with AIIM since January 2005, taking over in  March 2006 as UK Managing Director. He has over 25 years experience of working with users and vendors across a broad spectrum of IT applications. An early pioneer of document management systems, Doug has been involved in their evolution from technical solution, through business process optimisation to the current enterprise-wide adoption. Most recently, Doug has produced a number of survey reports on user issues and drivers for ECM, Email Management, Records Management and Enterprise 2.0. Doug has also worked closely with other enterprise-level IT systems such as ERP and CRM. Doug has an MSc in Communications Engineering and is an MIEE.
      Doug is a regular contributor to various information management and vertical industry publications and is a clear, enthusiastic and experienced presenter.
    • 6. Enterprise Content Management- who‘s achieved it, how are they doing it and what are the issues?
    • 7. About AIIM
      We are the community that provides education, research, and best practices to help organisations control information and maximise its value.
      Page 7
    • 8. How would you best characterize your organization’s experience with document management and records management?
      Page 8
      ECM Adoption –
      Market penetration >75%
      (within AIIM Community)
      12% completed enterprise roll out
      Europe >10 emps (93)
      AIIM associates
    • 9. When you consider document and records management technologies, what is the most significant business driver ?
      Business Drivers
      Customer Service
      All respondents (476)
      Page 9
    • 10. When you consider document and records management technologies, what is the most significant business driver ?
      Page 10
      Business Drivers - trend
      Cost higher than Compliance in the slow down
      All respondents (476)
    • 11. Page 11
      Digital Landfill
    • 12. For each type of content, evaluate the degree of control that exists in your organization in managing it – “somewhat” or “very unmanaged”.
      Content Types
      Text messages, IM, blogs & wikis are off the corporate radar in 70% of organizations
      All respondents (462)
      Page 12
    • 13. Confidence in compliance
      56% have little or no confidence that emails and documents related to commitments and obligations made by them and their staff are recorded, complete, and retrievable?
      37% are not very or not at all confident that their electronic records have not been changed, deleted, or inappropriately accessed, rising to 43% in larger companies.
      Page 13
    • 14. How long would it take to produce all of the organizational information related to a former customer or constituent?
      Legal Discovery
      28% would take more than a month
      18% had been exposed to a legal challenge in the last 12 months and a further 15% in the last 3 years – a 1 in 3 chance
      All respondents (468)
      Page 14
    • 15. Does your organisation?
      Only half provide any staff guidance on how to deal with records
      Only 35% enforce any kind of findability
      10+ employees non-Trade (554)
      Page 15
    • 16. Page 16
      SharePoint/MOSS 2007 Roll-Out
      Have you implemented Microsoft SharePoint 2007 (WSS/MOSS) in your organization?  
      50% of organizations polled are using or implementing SharePoint
      + 12% with plans
    • 17. Is there an executive endorsed plan in your organization as regards where SharePoint will and will not be used?
      Page 17
      SharePoint Adoption
      59% have no plan
      24% IT lead
      >10 employeesNot ECM suppliers, SharePoint users (502)
    • 18. Do you currently use or have immediate plans to use SharePoint 2007/MOSS in the following applications?
      SharePoint plans
      Collaboration then DM
      RM capabilities now better understood.
      Email very low
      SharePoint users (233)
      Page 18
    • 19. Use of SharePoint with regard to existing ECM, DM and RM suite
      SharePoint governance
      Who is driving and controlling SharePoint sites and applications
      31% conflict between existing ECM and SharePoint
      Governance is an issue for 44%
      SharePoint users (233)
      Page 19
    • 20. Which of the following policies do you currently have in place for your SharePoint implementation?
      Page 20
      Only 22% of SharePoint installations have data quality policies in place.
      >10 employeesNot ECM suppliers:
    • 21. Page 21
      Joined-Up Information - Options
      “ECM Central”
      Migrate all content to a single/unified ECM system
      Single sign-on
      Connect repositories using SOA, Open Source - or SharePoint?
      Enterprise Search
      Go find it wherever it is
      Manage in Place
      Find it and then apply a superset of management templates to it for access, retention, legal hold, etc.
    • 22. Plans in the next 2 years to provide employees with a single point of access to content repositories across your organization
      Multiple repositories
      35% migrating to 1 system,
      34% linking up via portals
      9% Enterprise Search
      All respondents (349)
      Page 22
    • 23. Which connection mechanisms are you using or developing to link repositories?
      Multiple Repositories
      Considerable use of customised links
      10+ employees non-Trade (479)
      Page 23
    • 24. Which 3 of these typical problems have affected your organization’s document or records management implementation?
      Page 24
      All respondents (284)
    • 25. AIIM State of ECM Industry 2009
      Download the reports free from:
      Page 25
      Doug Miles
      UK Managing Director, AIIM Europe
    • 26. Nic Archer, SVP Products, Vamosa
      Since joining Vamosa in 2001, Nic has helped transform the company into a sector-defining software and solutions company specializing in the emerging area of Enterprise Content Governance (ECoG). Nic has led the expansion of Vamosa in the US, while continuing to work closely with the UK team on Vamosa's strategy and vision for the recently launched suite of products.
      Nic has had involvement with all of Vamosa's major customers helping to identify solutions for challenging problems. He's enabled major investment and insurance companies to move content away from legacy applications using his in-depth understanding of the way enterprise applications work behind the scenes. He's quick to understand the underlying business issue and help customers choose and implement the correct technology solutions in the most cost-effective and beneficial manner.
    • 27. The Big Challenge
      How To Deal With The Digital Landfill
      Nic Archer – SVP Products - Vamosa
    • 28. Duplicate content
      Inconsistent classification
      Incomplete metadata
      Search engine optimization
      Web and documents
      The big challenge is how to deal with your content
    • 29. Vamosa’s Vision for Enterprise Content Governance (ECoG)
      Vamosa’s vision is to deliver control and structure to all enterprise content in a fully automated way with an end-to-end solution for Enterprise Content Governance (ECoG) to reduce total cost of ownership, address compliance mandates, optimise CMS investments and maintain contentquality.
    • 30. What is content governance?
      Quality Built In
    • 31. Content quality processes deliver Enterprise Content Governance
      Content quality processes bring appropriate control and structure to content
      The content quality lifecycle must support:
      Monitoring and maintenance
      All within a rules-based framework that delivers against the organization’s content goals
    • 32. Typical Pre-project perceptions
      My content is unique
      We have no standards applied to our content sources
      Our target system implementation is unique
      I can write some scripts to do preserve existing content – it’s easy!
      We can fill a room with interns or off-shore the job and deal with our content manually
      Why bother with a systematic process as we are only doing this once?
      I have a tool, I don’t need a method
    • 33. 5 Simple Steps to Maintain Your Sanity
      Based upon 10 years of experience and hundreds of customer engagements establish the following:
      What content do I have ?
      What content do I need ?
      What sort of components do I need?
      What needs to be done to make it work in the new system?
      What is the best way to deploy it into the target system?
    • 34. Step 1 – Get a proper audit
      • Find all Documents, Images and HTML
      What is actually published?
      What is not in use?
      What has been left behind by poor change control?
      What about multiple versions of single content objects?
      One image for one product/person/idea
      One set of base data for multiple MIME types
      What about external content?
      What about hybrid systems (CM/Portal/Database)
      • What about metadata?
      What can be captured?
      How can it be validated?
      What about the new information architecture?
      Where is the metadata to be stored?
      Has it been classified?
      How well implemented is the existing metadata model?
    • 35. Step 2 – Define what comes from where
      File Systems
      CM Repositories
      Enterprise Applications
    • 36. Step 3 – Break Sources Into Components
    • 37. Step 4 – Enhance Content for Business and Target Requirements
      Some Examples:
      Add taxonomy
      New information architecture
      Spell check
      Brand align
      Multi language enablement
      Search engine optimization
      Systematic naming conventions
      eDIscovery rules
      Workflow positioning
      Dublin core metadata
    • 38. Step 5 – Load Content into ECMS
      Content as well as context
      Structure and storage
      Best to load using vendor approved methods
      Import utilities
      Vendor API
      Load speeds will determine best approach
      Use of change management
    • 39. Some Use cases
    • 40. Use case – Production Line
      Global Life Sciences Business
      Over 1,000 corporate intranets
      Into a single corporate portal
      Extensive input from stakeholders
      Multiple sources, single target
      Classified, taxonomy applied, de-duplicated, archived redundant content
      Created 2 VIA production lines – APL, MPL
      Completed in 15% of the time and 15% of the original cost estimates for manual/scripting alternatives
    • 41. Use Case – Small SharePoint
      Major European airline
      Time constrained (4 weeks from start to finish)
      Critical document migration (Sharepoint 2003 to MOSS 2007)
      Less than 100,000 documents
      Implemented new naming standards, classified, new IA
      Completed in under four weeks
      40% of cost and 20% of time versus manual alternatives
    • 42. Use Case – Large Website Estate
      Top 3 global accounting and tax practice
      Migration of all corporate web estate to Vignette v7
      Highly regulated
      Extreme time pressures
      Updates for SEO, classification, new IA, correct use of copyright attributes, corporate taxonomy, security
      Completed in 25% of estimated manual time with ~70% cost savings
    • 43. Use Case – Large Document and Web Implementation
      Major European Intra Government Agency
      Very high profile MOSS2007 project
      Creation of migration process for all web and document content for all intranets and file shares
      Created initial migration rules base, enabled customer to conduct subsequent migrations
      Created a two year work program
      No alternative methods could be found
    • 44. Use case Very Large Enterprise
      Leading global technology and solutions provider
      Integrate into portal concepts
      Replicate existing IA, add further classification and categorization
      1:n relationships between sources and target
      Required phased roll out – hardware, software, consulting, geographies
      No alternatives were considered due to the complex nature of the project
    • 45. Questions
    • 46. Further Information
      Thank you for taking time out to attend this webinar, if you would like a copy of the slides or you would like further information on this topic please email