Revisiting ECM in a 2.0 World

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When ECM was first conceived, people created content, it was published, and then nothing else happened until it was time to update the content. Then came the 2.0 world. The world at large went from consuming content to interacting with content. This was a new mindset for the Content Management world. Instead of one author, or a few authors working together, content now evolves over the course of years through the input of any number of people. Discussions about content have become information worth capturing. The line between structured and unstructured information is fuzzy and no longer back and white. The need to share all of this information has also increased dramatically.
This is the slides from the Gilbane Boston, 2010, session that looked at these challenges, and more, outlining how to leverage new technologies and architectures to prepare Enterprise Content Management for the next decade.

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  • A #CMSHaiku to set the tone.
  • There was paper, and there was a lot of it. (Still is)
  • Now we put the paper onto the digital network, but it just saved a few trees, but we still printed, signed, and scanned back into the network.
  • We took advantage of the electronic and re-vamped our processes.
  • There was more than Transactional Content Management/Document Management. Other systems popped-up, and then they started to be linked together. Eventually everything became a Record and one-way integrations became two-way.
  • The idea of ECM was to unify the technology and make life simpler. It works well in theory, but it is complex, growing, and difficult to implement successfully.Formal definitionAdd a platformPlug-in the applicationsAdd interfaces to talk to other applicationsNeed to use best practices as ECM implementations fail regularlyAdd new features as they are identified
  • Meanwhile, content was growing exponentially and users grew on both sides of the firewall. Large “ECM” installations can quickly become mired in solving the technical issues of managing storage, data, and users, while not focusing on the business problem.While all those Content Management features have been added, there have been 2 massive problems building.More Content to ManageLots of users to manageMore unmanaged content than there was when I started in this profession35 Zettabytes by 2020 (2010 IDC Report) http://www.datacenterknowledge.com/archives/2010/05/04/digital-universe-nears-a-zettabyte/3.5 billion Library of CongressesGiga->Tera->Peta->Exa->Zetta->Yotta
  • 10TB ~1 Library of CongressThis example can readily push the limits of even the most robust technology solutions out there. Keep in mind, this is just ONE type of content at U.S. CIS.
  • The sheer complexity of implementing these systems, can take their toll on Content Management experts.
  • The evolution of the Web, the consumer technology world. Improved interface increases expectations, increases content/data generated/collected, and the sheer number of users has increased as well.Conversations take place across boundariesManaging that interaction, live interactions cannot be “Approved” firstScale is growingThe Management of Enterprise Content has not evolvedFocus in the Internet is on the User, need it at workEnable conversations and collaboration without boundaries
  • “Enterprise” software has long development cycles between major releases. This is okay as you don’t want to upgrade some of those systems within your organizations every six months. On the flip side, innovation is increasingly difficult as those systems grow in size and complexity. For example, SharePoint 2010 still looks shiny, but how will it look in 2-3 years when the next version is nearing release?Where is the Agility?Stable platform, SaaS, enables innovation on the application layerConsumers no longer have to worry about migrations, upgrades….
  • Steve finishes a proposal and saves it. During the process, some tags are applied (manually and/or automatically) and he marks it for sharing. Mary is automatically notified and reviews the proposal. Once done, she adds an Approved tag and Shares it with XYZ’s Purchasing department. No email, no sending of links, no concern over what system everyone happens to use by default.Tagging can manual, automatic when analytics are smarterThis all nice, but why does it matter?Not necessarily the “cloud”, blend of Internet, Intranet, and LocalIf we don’t have to worry about the Management of Content (because it just happens), we can solve the user’s problems
  • Need to have both content AND Identities in the Ether. Do not confuse identity with personal information. There won’t be one single source for either. Trust is a factor, and not everyone will trust/like Microsoft, Google, Facebook, or Apple.This isn’t the generic “cloud”. This is Software as a Service. UI and Services.This isn’t centralized, this is coordinated.
  • Reasons for separate systemsInter-connect, then they aren’t “silos”, they are part of the solutionOpen standards can leave the silos, but make them accessible
  • The key here is that the complete system appears as one system to people. Think about email. There are lots of different systems, but people work within one system and collaborate with everyone regardless of the system they use. Users are aware of different systems, may choose which system they use, but on a day-to-day basis, it doesn’t matter. Why can’t Content Management be like that.Store, Link, AbstractA single, Federated/Virtual repository.Work with anyone, anywhereOpen Standards are criticalDNS system, “Where is Laurence’s Content?”Leverage power of the “cloud” for Content Analytics, build that tagging
  • For lack of a better term, let’s call it Omnipresent Content Management (OCM). It is ever-present, pervasive, and everywhere. People won’t think about the system, they’ll just do their work. There are two basic types of vendors, established vendors with the needed feature set and young vendors with the necessary “cool” architecture. Not all are heading in towards OCM, but some in each set of vendors are heading there now.They are in a race to get there, whether they realize it or not. Claiming the mindshare by arriving first will be critical to vendors that want to “lead” in the future (3-5 years). I expect only 1 of the “Old Guard” to successfully make the transition. It doesn’t mean that the others will fold, but they will lose their leader status in the industry.
  • ECM is still relevant, but it is just a strategy. You still need to manage your content, but it doesn’t need to be centralized. Standards, such as the new Content Management Interoperable Services (CMIS) standard, will allow the separate systems to work together without having to spend all the time writing integrations and policies.OCM is an extension. The lessons learned from ECM will apply. Standards are even more critical, but the same ones can be used. The goal is lofty, but it will let us get back to working and collaborating without thinking about any of the mechanisms.
  • Revisiting ECM in a 2.0 World

    1. 1. Revisiting “Enterprise” Content Management in a 2.0 World<br />Laurence Hart<br />Washington Consulting, Inc.<br />December 2010<br />1<br />
    2. 2. Why Listen?<br />Information Management 15+ years<br />Document Management<br />Records Management<br />Enterprise Content Management<br />Web Content Management<br />XML<br />Collaboration (Grandfather of Enterprise 2.0)<br />Digital Asset Management<br />AIIM Interoperable Committee<br />CM Pros, Chair Standards Group<br />Author, Word of Pie<br />http://wordofpie.com<br />http://twitter.com/piewords<br />Director, Technology Solutions, Washington Consulting, Inc.<br />2<br />
    3. 3. 3<br />My content growing,<br />evolving, and expanding.<br />Cloud brings rain or hope?<br />
    4. 4. In the Beginning<br />4<br />
    5. 5. Then Came Scanning<br />5<br />
    6. 6. Followed by Process<br />6<br />
    7. 7. And Everything Else<br />Email<br />Management<br />Web<br />Content<br />Management<br />Digital<br />Asset<br />Management<br />Collaboration<br />Records<br />Management<br />7<br />
    8. 8. Email<br />Management<br />Content<br />Applications<br />Web<br />Content<br />Management<br />Digital<br />Asset<br />Management<br />Collaboration<br />Records<br />Management<br />ECM<br />Project<br />ECM<br />Project<br />ECM<br />Project<br />Process Services<br />External<br />Interfaces<br />(SOAP,<br />WS-*, RSS,<br />REST,<br />RPC…)<br />The ECM <br />Platform<br />Content Services<br />Library Services<br />Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.<br />- AIIM Website, November 2010<br />Grand Unifying Theory<br />Define<br />ECM<br />CCA<br />Analytics<br />Forms<br />Reports<br />8<br />
    9. 9. Two Problems<br />9<br />
    10. 10. For Example<br />U.S. Citizenship and Immigration Service<br />Over 1 million new legal immigrants per year<br />Average storage per file, 70 MB<br />Keep for 99 years<br />75+ TB/year with ZERO back-file conversion<br />Over 16 million benefit claims per year<br />Everything is audited<br />Multiple agency access<br />10<br />
    11. 11. Two Outcomes<br />11<br />
    12. 12. Web 2.0<br />Conversational<br />Web 1.5<br />Transactional<br />Meanwhile<br />Web 1.0<br />Informational<br />ECM<br />Content<br />Management<br />ECM<br />12<br />ECM<br />
    13. 13. Dev/Test<br /> Design/Dev<br />Why the Lag?<br />Req/Design<br />ECM Release Cycle<br />Req/Dev/Design/Dev…<br />Internet<br />Generation<br />Year<br />One<br />Year<br />Two<br />Year<br />Three<br />13<br />
    14. 14. Focus on the User<br /> The Ether<br />Tags:<br />Proposal, Widgets, Draft,<br />XYZ Inc<br />Share:<br />Mary(Partner)/Edit<br />Tags:<br />Approved<br />Share:<br />XYZ-Purchasing<br />/Read<br />14<br />
    15. 15. Simple Access<br />15<br />
    16. 16. Most Overused Word<br />16<br />
    17. 17. 3-Step World Conquest<br />17<br />
    18. 18. Map of the Future<br />Omnipresent Content Management<br />Old Guard<br />Features<br />Challengers<br />“We Matter”<br />Architecture<br />18<br />
    19. 19. The Change<br />Enterprise Content Management (ECM) is a strategy for the coordinated management of all content throughout an organization, allowing for people and systems to find and use content from within any business context.<br />Omnipresent Content Management (OCM) is the coordinated management of all content throughout the world, allowing for people and systems to find, use, and share content from within any context.<br />19<br />
    20. 20. You Ready?<br />Twitter: @piewords<br />Blog: http://wordofpie.com<br />Email: lhart@washingtonconsulting.com<br />20<br />

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