The Future of Content Management - AIIM Conference 2011


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Content Management, including collaboration, is poised to make an evolutionary step further. Web 2.0, the cloud, and other innovations are changing the way people view, use, and interact with content. Understanding these new technologies how the impact the world of content management is critical to preparing to meet the new expectations, challenges, risks and rewards posed by these new technologies.

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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 Itjust saved a few trees, but we still printed, signed, and scanned back into the network.
  • We finally took advantage of the electronic and re-vamped our processes. It took the removal of the requirement to move paper for people to see what could be done to make life easier.
  • 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
  • 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
  • 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) 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 and ONE business problem atU.S. CIS.
  • The sheer complexity of implementing these systems, can take their toll on Content Management experts.The “Jack Sanity Scale”.
  • “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….
  • These items that we do everyday constitute most of the work. Content Management is rarely simple or straightforward. So much time is spent solving these problems that conceiving of the next thing is challenging.
  • The first thing that springs to mind with that question…vacation!
  • The real problem was that we couldn’t think of anything because we can’t see outside of our cave.
  • If you remove those obstacles, there is a whole world out here. Just like the liberation from moving paper, not having to manage networks, storage, security, and other challenges will allow us to innovate.
  • Steve finishes a proposal and saves it. During the process, some tags are applied (manually and/or automatically) and he marks it for sharing. He tags it as a “Work” document as well. Sarah 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
  • The same content shared everywhere. Even if multiple copies are stored, to the user, only one copy is stored and accessed from anywhere from any application.
  • 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.Standards make this possibleContent Management Interoperability Services (CMIS) is the CMS standard that makes it work.
  • 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.
  • The Future of Content Management - AIIM Conference 2011

    1. 1. The Future of Content ManagementCloudy with a Chance of Innovation<br />Laurence Hart<br />Washington Consulting, Inc.<br />March 2011<br />
    2. 2. Why Listen?<br />Information Management 15+ years<br />Document Management<br />Records 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 /><br /><br />Director, Technology Solutions, Washington Consulting, Inc.<br />
    3. 3. Our World<br />My content growing,<br />evolving, and expanding.<br />Cloud brings rain or hope?<br />
    4. 4. In the Beginning<br />
    5. 5. Then Came Scanning<br />
    6. 6. Followed by Process<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 />
    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 Enterprise<br /> CMS 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 />
    9. 9. 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 />ECM<br />
    10. 10. Two Problems<br />
    11. 11. 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 />
    12. 12. Two Outcomes<br />
    13. 13. Req/Design<br />Dev/Test<br /> Design/Dev<br />Why the Lag?<br />Enterprise CMS Platform Release Cycle<br />Req/Dev/Design/Dev…<br />Internet<br />Generation<br />Year<br />One<br />Year<br />Two<br />Year<br />Three<br />
    14. 14. The Unanswerable Question<br />If all the obstacles to ECM adoption - e.g., user/culture acceptance, networks bandwidth, cost, security, etc.- were to go away, what would you do with ECM?<br />Andrew Chapman<br /><br />Fall 2010<br />
    15. 15. Vacation Picture<br />15<br />
    16. 16. Plato’s Cave<br />16<br />
    17. 17.
    18. 18. Focus on the User<br /> The Ether<br />Tags:<br />Proposal, Widgets, Draft,<br />XYZ Inc, Work<br />Share:<br />Sarah(Partner)/Edit<br />Tags:<br />Approved<br />Share:<br />XYZ-Purchasing<br />/Read<br />
    19. 19. Unify the User’s Content<br /> The Ether<br />
    20. 20. Simple Access<br />
    21. 21. Map of the Future<br />Omnipresent Content Management<br />Old Guard<br />Features<br />Challengers<br />“We Matter”<br />Architecture<br />
    22. 22. 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 />
    23. 23. You Ready?<br />Twitter: @piewords<br />Blog:<br />Email:<br />