[EN] Trends in Records, Document and Enterprise Content Management | Ulrich Kampffmeyer | Vizegrad | 28.09.2004

1. Trends in Records, Document and Enterprise Content Management S.E.R. Sales Forum Visegrád, 28.09.2004 P R O J E C T C O N S U L T Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH

2. Topics <ul><li>Introduction </li></ul><ul><li>Changing Markets </li></ul><ul><li>CM - Content Management </li></ul><ul><li>Characteristics of ECM - Enterprise Content Management </li></ul><ul><li>Components of ECM - Enterprise Content Management </li></ul><ul><li>Challenge: ECM and the Information Society </li></ul>

3. Background <ul><li>Dr. Ulrich Kampffmeyer President & CEO, PROJECT CONSULT Unternehmensberatung GmbH, Hamburg (D) Managing Partner, PCI PROJECT CONSULT International Ltd., London (UK) Member of the Board of Directors, DLM Network EEIG, Worcester (UK) Chair of the Scientific Committee, DLM Forum of the European Commission, Brussels (B) Past Member of the Board of Directors, AIIM International, Washington (USA) Past Chair of the Board of Directors, AIIM Europe, Datchet (UK) Member of the ISO committees 15489 Records Management and 19005 PDF-Archive (D, USA) </li></ul><ul><li>PROJECT CONSULT Unternehmensberatung </li></ul><ul><li>Vendor impartial and product independent management consulting services for end users in the field of enterprise content management, knowledge management, records management, document management, information lifecycle management and other document related technologies. We specialize in strategy, design, evaluation of products, tenders, project management, organizational introduction of solutions, audits and documentation in regard to legal and regulative requirements. CDIA+ Certification Programme MoReq and E-Term educational programmes, whitepapers and publications Web Portal with articles, glossary, market overviews, newsletter (in German with translations in English, French, Spanish & Russian), discussion groups, industry news etc. </li></ul>

4. Introduction

5. A Babel of Acronyms UDM Electronic Archival Collaborative Commerce ASP / DMCO Document Management in the narower sense Document Warehouse Optical Filing E-Business Business Process Management Digital Signature Groupware Collaborative Commerce Knowledge Management EDM Engineering Document Management DRT Document Related Technologies Content Management Scanning Asset Management Records Management Electronic Document -Management Imaging MultiMedia-Databases Web Content Management Enterprise Content Management Enterprise Application Integration COLD Digital Rights Management DMS Intranet Repository Portale ILM Information Lifecycle Management EAI BPM EDM Workflow ECM EDRMS Automatische Klassifikation MAM Media Asset Management DAM Listenarchivierung Digital Asset Management

6. A Babel of Acronyms <ul><li>The wide variety of terms confuses customers and tends to discourage purchase decisions. </li></ul><ul><li>It makes sense to introduce a new term, such as ECM or Enterprise Content Management, only if it is associated with a new quality. </li></ul><ul><li>Clear definitions are needed. </li></ul>© Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002

7. An Ancient Issue <ul><li>Knowledge management has been practiced for 100,000’s of years. At first it was based on oral transmission. </li></ul><ul><li>The invention of writing 5000 years ago made it possible to pass along written information and agreements. The document was born. </li></ul><ul><li>Document management likewise started 5000 years ago in early cultures. </li></ul>© Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002

8. The Principles stayed the same <ul><li>An ancient issue The principles stayed the same, media and perception changed </li></ul><ul><li>From Data to Information to Documents to Content to Assets & Knowledge </li></ul>© Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002

9. From Data to Content (1) <ul><li>Data are held as binary values in electronic systems: </li></ul><ul><ul><li>As unstructured binary objects such as pixels, or </li></ul></ul><ul><ul><li>As character sets with syntactically defined forms, such as letters </li></ul></ul>© Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002

10. From Data to Content (2) <ul><li>Information is data in a context. Information can be structured, weakly structured, or unstructured: </li></ul><ul><ul><li>A data set is structured, and can be automatically interpreted. </li></ul></ul><ul><ul><li>A text file is often only weakly structured. </li></ul></ul><ul><ul><li>An image is unstructured and cannot be interpreted easily. </li></ul></ul>© Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002

11. From Data to Content (3) <ul><li>Electronic documents are generally weakly structured or unstructured. They constitute information that is cohesive, complete and authentic at a given point in time. They exist in electronic systems as files, elements of files, or digital objects. </li></ul>© Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002

12. From Data to Content (4) <ul><li>With electronic content, the document is divided into descriptive and structuring data plus a content component, whose form is described by the separate structure. Individual components can be managed independently of one another, and structured in different ways. </li></ul>© Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002

13. Challenges, Markets & Trends

14. Consolidation <ul><li>The vendor market is undergoing a consolidation phase. </li></ul><ul><li>The shakeout has already hit document management and electronic archival; web content management and portals will be next. </li></ul><ul><li>Smaller companies cannot afford to deliver the latest technologies AND support the availability of solutions for decades. </li></ul>

15. Reasons for Investment in ECM 31 31 40 33 36 27 Higher revenues, better performance 2 6 3 10 4 6 Improvement of competitative positioning 10 15 31 10 19 18 Cost reducation 21 13 2 3 9 17 Compliance 4 17 7 24 14 14 Improved costumer services 13 4 5 8 6 9 Faster response to inquirments 13 4 3 3 3 4 Risk Management 6 10 5 6 6 5 Efficiency improvement CAN UK GER BRA IRE USA (Source: AIIM 2003) Most important reason for investments in ECM technologies (in %)

16. Solution focus 28 eGovernment 14 Accounting 28 Human Ressource Management 23 33 34 29 Customer Service 23 Business Continuity 25 26 18 18 Forms Processing 20 Compliance 48 46 14 53 34 44 Archiving / Storage / Records Management 44 50 22 57 40 34 Document Contral 35 38 18 33 30 27 Information Capture 33 36 14 41 29 25 Knowledge Management 38 33 14 31 31 24 Web-Publishing 33 30 20 30 28 22 eMail-Management 33 29 42 21 22 Technical Document Management 23 26 16 45 27 22 Process automation CAN UK D BRA IRE USA (Source: AIIM 2003) Focus of planned projects (in %)

17. Planned Investments 24 21 18 14 26 11 >$1.000.000 0 10 8 3 9 12 $500.000 - $1.000.000 12 15 16 11 15 19 $200.000 - $500.000 6 14 20 21 15 17 $100.000 - $200.000 59 40 37 51 35 41 <$100.000 CAN UK GER BRA IRE USA (Source: AIIM 2003) Planned Investments 2004 / 2005 (US $)

18. Some new Terms <ul><li>Compliance </li></ul><ul><li>IMC Information Management Compliance </li></ul><ul><li>ILM Information Lifecycle Management </li></ul><ul><li>ILM Information Logistics Management </li></ul><ul><li>DLM Document Lifecycle Management </li></ul><ul><li>CLM Content Lifecycle Management </li></ul><ul><li>UDM Unstructured Data Management </li></ul><ul><li>CCM Collaborative Content Management </li></ul><ul><li>ECI Enterprise Content Integration </li></ul><ul><li>BPE Business Process Engineering </li></ul><ul><li>ERM Electronic Records Management </li></ul><ul><li>EDRM Electronic Document & Records Management </li></ul><ul><li>… </li></ul>

19. The need for standards <ul><li>Without standards and pre-defined structures, meta-data, and interchange formats, there will be no long-term availability </li></ul><ul><li>Constant migration issues add to existing problems of capture, indexing and protection </li></ul>

20. CM – Content Management

21. <ul><li>Content is any information in structured, weakly structured, and unstructured forms held for use in an electronic system </li></ul><ul><li>Content is not simply another word for document. Content objects comprise separated content, layout, structure, and meta-data. </li></ul><ul><li>Document and Record are terms for legally or regulatory defined information objects. </li></ul>Definition: Content (1)

22. <ul><li>Structured content is data delivered in a standardized layout from database-supported systems (e.g. formatted data sets from a database) </li></ul><ul><li>Weakly structured content is information and documents that may include layout and metadata, but are not standardized (e.g. word processor files) </li></ul><ul><li>Unstructured content is any kind of information objects whose contents cannot be directly referenced and which lack separation of content, layout, and metadata (images, GIF’s, video, language, faxes etc.) </li></ul>Definition: Content (2)

23. Definition: Content Management <ul><li>CM in the narrow sense of the word refers only to the software-supported management of contents (databases, archives, etc.) </li></ul><ul><li>CM is more than the continuation of documentation with Internet technology </li></ul><ul><li>Vendors use the terms Content Management and CMS interchangeably: unfortunately CM is used synonym to WCM </li></ul>

24. Definition: Content Management System <ul><li>Content management systemes (CMS) in the wider sense support: </li></ul><ul><ul><li>Content creation (directly or through connected applications) </li></ul></ul><ul><ul><li>Content management (CM in the narrow sense) </li></ul></ul><ul><ul><li>Content presentation and distribution </li></ul></ul><ul><ul><li>Content control (rights, versions) </li></ul></ul><ul><ul><li>Content individualization (personalization, viewing) </li></ul></ul>

25. Definition: Web Content Management (1) <ul><li>Web Content Management (WCM) is the management of content on Internet-based websites and portals </li></ul><ul><li>Web CMS focuses on presenting content for open user communities on the Internet </li></ul>

26. Definition: Web Content Management (2) <ul><li>Web Content Management Systeme (WCMS, WebCMS) can be grouped by functions: </li></ul><ul><ul><li>Editing systems for creation, administration, and content provision of websites (web editors, web eProcess etc.) </li></ul></ul><ul><ul><li>Website operating systems, that provide content in realtime. These sytems are increasingly database-driven (replacing HTML hierarchical directories) </li></ul></ul><ul><ul><li>Web design tools for creating and programming website functionalities </li></ul></ul><ul><ul><li>Web publishing solutions with active information distribution </li></ul></ul>

27. Content Management as Web Publishing System Only Firewall Web Server Presentation Editing application Contents Layout Publication process Content Repository

28. So what´s new with ECM?

29. Definition: Enterprise Content Management <ul><li>The technologies used to capture, manage, store, deliver, and preserve information to support business processes. </li></ul><ul><li>AIIM International, 2003 </li></ul>

30. Definition: ECM Enterprise Content Management AIIM International, 2003 Unstructured Content Data Business Processes STORE MANAGE DELIVER PRESERVE CAPTURE

31. Definition: Enterprise Content Management (1) <ul><li>Enterprise Content Management (ECM) assumes that all company information is held on a uniform platform for use internally, by partners, and externally (“Unified Global Repository” approach, Data/Document/Content Warehouse) </li></ul><ul><li>ECM comprises conventional document technologies such as document management, knowledge management, workflow, archiving etc., and integrates the host and client/server world with portal and other Internet technologies </li></ul>

32. Definition: Enterprise Content Management (2) <ul><li>The goal of ECM is to prevent data and information redundancies (each item of information exists only once), control access in a unform manner, deliver any kind of information independent of the source and use, and provide all applications in a unified form as a service </li></ul><ul><li>ECM is a basic eBusiness technology for providing information and controlling processing </li></ul>

33. ECM as Infrastructure AIIM International ERP Web Content Management Doc Mgmt Imaging Domino Exchange RDMS File System Workflow Collaboration Data Warehousing Mining EAI E-Business Source: AIIM 2001 Industry Study AP/AR RM/A CRM HRM Enterprise Enterprise Applications Applications Enterprise Enterprise Content Content Management Management Infrastructure Infrastructure Integration Integration

34. ECM Basic Concepts: Integrative Middleware AIIM International ERP Web Content Management Doc Mgmt Imaging Domino Exchange RDMS File System Workflow Collaboration Data Warehousing Mining EAI E-Business AP/AR RM/A CRM HRM Basic Concept No. 1 Integrative Middleware Source: AIIM 2001 Industry Study Enterprise Enterprise Applications Applications Enterprise Enterprise Content Content Management Management Infrastructure Infrastructure Integration Integration

35. ECM Basic Concepts: Concept of services AIIM International ERP Web Content Management Doc Mgmt Imaging Domino Exchange RDMS File System Workflow Collaboration Data Warehousing Mining EAI E-Business AP/AR RM/A CRM HRM Basic Concept No. 2 Independent Services for all applications Source: AIIM 2001 Industry Study Enterprise Enterprise Applications Applications Enterprise Enterprise Content Content Management Management Infrastructure Infrastructure Integration Integration

36. ECM Basic Concepts: Uniform Repository AIIM International ERP Web Content Management Doc Mgmt Imaging Domino Exchange RDMS File System Workflow Collaboration Data Warehousing Mining EAI E-Business AP/AR RM/A CRM HRM Basic Concept No. 3 A Uniform, Federated Enterprise Repository for All Information Types Source: AIIM 2001 Industry Study Enterprise Enterprise Applications Applications Enterprise Enterprise Content Content Management Management Infrastructure Infrastructure Integration Integration

37. Components of ECM Enterprise Content Management

38. AIIM Model for ECM Enterprise Content Management CAPTURE PRESERVE DELIVER STORE MANAGE STORE WCM RM WF/BPM DM Collab

39. CAPTURE Input <ul><li>Barcode </li></ul>COLD/ERM <ul><li>E-Billing </li></ul>Aggregation <ul><li>Financial Applications </li></ul><ul><li>XML </li></ul>Forms Processing E-Forms/Web-Forms <ul><li>ERP </li></ul>Application created <ul><li>OMR </li></ul><ul><li>Microfilm </li></ul><ul><li>ICR </li></ul><ul><li>Rich Media </li></ul><ul><li>HCR </li></ul><ul><li>Form </li></ul><ul><li>OCR </li></ul><ul><li>Office Documents </li></ul>Indexing Input Designs Categorization Recogniton Human created

40. MANAGE STORE WCM RM WF/ BPM DM Collab

41. Document Management <ul><li>Check-in/Check-out </li></ul><ul><li>Version Management </li></ul><ul><li>Search and Navigation </li></ul><ul><li>Visualization </li></ul>STORE WCM RM WF/BPM DM Collab Document Management

42. Collaboration <ul><li>Collaborative authoring </li></ul><ul><li>Knowlege bases </li></ul><ul><li>Whiteboards </li></ul><ul><li>Video conferencing </li></ul><ul><li>Consolidation of information </li></ul>STORE WCM RM WF/BPM DM Collab Collaboration

43. Web Content Management <ul><li>Content creation </li></ul><ul><li>Publication process </li></ul><ul><li>Conversion </li></ul><ul><li>Security </li></ul><ul><li>Visualization </li></ul>STORE WCM RM WF/BPM DM Collab Web Content Management

44. Records Management STORE WCM RM WF/BPM DM Collab Records Management <ul><li>Filing systematics </li></ul><ul><li>Indexing and thesaurus </li></ul><ul><li>Retention periods </li></ul><ul><li>Metadata </li></ul><ul><li>Archive management </li></ul>

45. Workflow / Business Process Management <ul><li>Process and structure organization </li></ul><ul><li>Process design </li></ul><ul><li>Imaging of Process </li></ul><ul><li>Routing </li></ul><ul><li>Monitoring </li></ul><ul><li>Parallel and sequential processing </li></ul><ul><li>Reminders, deadlines </li></ul><ul><li>Checking </li></ul><ul><li>Logging </li></ul>STORE WCM RM WF/BPM DM Collab Workflow / Business Process Management

46. STORE <ul><li>Repositories </li></ul><ul><li>File Systems </li></ul><ul><li>Content Management Systems </li></ul><ul><li>Databases </li></ul><ul><li>Data Warehouses </li></ul><ul><li>Library Services </li></ul><ul><li>Search/Retrieval </li></ul><ul><li>Version Control </li></ul><ul><li>Check In/Check Out </li></ul><ul><li>Audit Trail </li></ul><ul><li>Technologies </li></ul><ul><li>Tape </li></ul><ul><li>Magnetic Storage </li></ul><ul><li>RAID </li></ul><ul><li>Optical Disc </li></ul><ul><li>SAN </li></ul><ul><li>NAS </li></ul><ul><li>Magneto Optical </li></ul><ul><li>DVD </li></ul><ul><li>CD-ROM </li></ul>

47. PRESERVE <ul><li>Archive </li></ul><ul><li>Paper </li></ul><ul><li>Microfilm </li></ul><ul><li>NAS/SAN </li></ul><ul><li>CAS </li></ul><ul><li>WORM </li></ul><ul><li>WORM-Tape </li></ul>Selection

48. DELIVER Ditribution Security Technologies Transformation • Viewer • Digital TV • Digital Signature • Konverter Publishing • Syndication • Compression • Datatransfer via EDI, XML and other formats • CD / DVD • PDF • Email and fax • Digital Rights Management/ Watermark • XML • E - Business - Portal • Personalization • Internet, Intranet, Extranet • PKI • COLD/ERM Layout/Design Ditribution Security Technologies Transformation • Paper Viewer • • Digital Signature • Konverter Publishing • Syndication • Compression • EDI, XML • CD / DVD • PDF • Email • Digital Rights Management/ Watermark • XML • E - Business - Portal • Personalization • • PKI • COLD/ERM Layout/Design Security as ECM Infrastructure Output

49. ECM as Enterprise Infrastructure

50. ECM as Enterprise Infrastructure: Requirements <ul><li>Store all types of information </li></ul><ul><li>Store both dynamic and unchanging information </li></ul><ul><li>Services concept </li></ul><ul><li>Big and small solutions </li></ul><ul><li>Own client or inclusion in existing applications </li></ul><ul><li>Central and distributed databases </li></ul><ul><li>Consistent long-term storage </li></ul><ul><li>Modular expandability </li></ul><ul><li>Distributed repositories </li></ul><ul><li>Integration in existing systems </li></ul>

51. ECM as Enterprise Infrastructure: Topical Issues <ul><li>Linking of technologies with applications – e-Business automation </li></ul><ul><li>Effective web content management – Internet, Intranet and Extranet content use </li></ul><ul><li>Legal situation, long-term availability and migration of data </li></ul><ul><li>Acceleration of “time to market” – ASP solutions under consideration </li></ul><ul><li>Implementation questions </li></ul>

52. ECM as Enterprise Infrastructure: Implementation questions <ul><li>Definition of metadata, guidelines, procedures </li></ul><ul><li>Import, conversion, migration </li></ul><ul><li>Platforms, databases, browsers, clients </li></ul><ul><li>Desktop integration, application integration, back office integration </li></ul><ul><li>Process and workflow modelling </li></ul><ul><li>Cultural differences in online versus offline work </li></ul><ul><li>How to network components? (EAI - Enterprise Application Integration) </li></ul>

53. Integrated ECM System with Integration of WCM and Applications Firewall Portal Interface Editing Application Capture Specialist Application Groupware Communi- cation ERP Application Portal Intranet Server Content Management Classification Knowledge Management Application Server Groupware Server ERP Content Repository Legacy Groupware Repository ERP Repository Enterprise Records Management (Archiving) DMS Workflow EAI Web Server Presentation eBusiness Transactions Content enabled Content enabled

54. ECM and XML – The Ideal Couple?

56. XML’s Role in ECM (1) Create Manage Deliver Capture -email -paper -feeds Office apps Web apps Customer Enterprise Personalized Content Mobile Properties Meta data Datenbanken Federated repository Automated processized processes EDM Services Intranet/Extranet Infrastructure CM Products Templates & styles Design & devices Government Source Strategy Partners Company apps Document bases

57. XML’s Role in ECM (2) Create Manage Deliver Capture -email -paper -feeds Office apps Web apps Customer Enterprise Personalisierter Content Mobile Properties Meta data Datenbanken Joint storage Automatiseirte Prozesse EDM Services Intranet/Extranet Infrastructure CM Products Vorlagen & Stile Design & devices Government Source Strategy Partners Company apps Dokumenten Grundlage A Future Basic Technology XML

58. Outlook: Some Theses

59. Just a Vision <ul><li>ECM with its comprehensive goal is not a product, but rather a vision, a strategy, and at best a solution portfolio. </li></ul>

60. Convergence <ul><li>WCM, ECM, portals and other document technologies are blending together. </li></ul>

61. Consolidation <ul><li>The market is swamped with products for individual CM components. </li></ul>

62. The Value of Information Information is only of inherent value when it is made useful as knowledge in processes. © Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002 © PROJECT CONSULT 2002

63. Dependence on Information Dependence on the availability and correctness of electronic information is constantly growing. © Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002 © PROJECT CONSULT 2002

64. Information Overflow We suffer from information overflow. Picking out the valuable, important information is a tedious process. © Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002 © PROJECT CONSULT 2002

65. Information Gap The first gaps in electronic information preservation have occurred. Electronic knowledge has already been irretrievably lost. © Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002 © PROJECT CONSULT 2002

67. Necessity of ECM © Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002 © PROJECT CONSULT 2002 The real usefullness and necessity of ECM solutions is not being adequatly communicated.

68. Importance of ECM © Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002 © PROJECT CONSULT 2002 <ul><li>“ We’re drowning in information, and thirsting for knowledge.” John Naisbitt, Megatrends 2000 </li></ul><ul><li>ECM solutions will become as important as CRM, ERP and other essential business applications. </li></ul>

69. Thesis 11: Waiting Won’t Help <ul><li>Don’t wait around – start. Ignoring the problems won’t make them go away! </li></ul>© Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr. Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002 © PROJECT CONSULT 2002

70. Thank you very much for your attention ! Dr. Ulrich Kampffmeyer E-Mail: Ulrich.Kampffmeyer@PROJECT-CONSULT.com WebSite, Newsletter, Informations ... http:// www . PROJECT-CONSULT . com