This document discusses considerations for implementing an enterprise content management (ECM) system. It recommends looking beyond just initial process improvements to consider how an ECM system can provide access to legacy systems, improve compliance initiatives, and manage organizational change. The right ECM system that is built on web services can integrate all of an organization's software applications and ensure the organization is no longer dependent on obsolete technologies. An effective ECM implementation requires choosing a manageable initial project scale, focusing on short-term needs as well as long-term goals, and enlisting user involvement to facilitate adoption of the new system.

1. ECM Basics: Thinking Beyond Paperless Processing
(while keeping an eye on the green)
By James Thumma, VP of Sales and Technology, Optical Image Technology
This time of year, two obsessions dominate my time: making sure my department
is running efficiently, and pursuing a small round white ball—if I am lucky
enough to keep it on the course. It’s been said that golf is a game where the ball
lies poorly, and the players well; in golf as in life, it’s the follow through that
makes the difference. While I have no comment about the first observation, the
reality of the second statement is evident throughout the business world.
Ben Hogan noted that the most important shot in golf is the next one. This is an
important mindset to have if you are considering a transition from paper-based
processes to an enterprise content management (ECM) system. Immediately after
implementation, ECM serves as a content repository for all of your documents,
faxes, records, email messages, images, and other paper and electronic files. It
offers the potential for improved document retrieval, a reduction in keying errors, improved
privacy measures, and overall process enhancements. Each of these elements will increase
efficiency and provide you with a strong ROI. However, it is important to look beyond the
immediate gains that your transition will offer, and to take a holistic view of its place within
both your business and technology infrastructures.
All ECM systems are not created equally. A high-performance system will provide your
organization with considerable benefits that transcend your initial process improvements. Read
on to learn about considerations that go beyond paperless processing—and to learn about the
importance of web access to legacy systems, improved compliance initiatives, and change
management.
Golf is a game in which one endeavors to control a ball with implements ill adapted for the
purpose. --Woodrow Wilson
In the business world, too, many organizations are dependent upon legacy applications that are
incompatible with a contemporary IT infrastructure. Legacy systems can be slow and difficult
to access. Maintenance is costly, both in terms of time and resources.
An ECM system that is underwritten with a strong Web services API (application programming
interface) allows you to integrate your legacy systems with the rest of your business processes.
ECM connects authorized users to your information and provides you with the security, access,
and distribution that you need for optimal performance.
All ECM systems are not created Ideally, users should be able to query and access information
equally. The right system will provide from legacy systems without having to learn new software
your organization with considerable programs and without exiting their familiar software
benefits that transcend your initial
applications. Connection is as simple as a click of the mouse.
process improvements. Read on to
learn about considerations that go
Imagine where your golf game would be if you were
beyond paperless processing—and
to learn about the importance of web
still dependent on old technology of wooden woods and
access to legacy systems, improved small headed drivers. The right ECM system—one that is
compliance initiatives, and change underwritten entirely in Web services—has the extensibility
management. to ensure that all of your software is integrated throughout
your entire enterprise. It guarantees that your organization
will no longer be bogged down by obsolete technology.
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2. Golf is an easy game... it’s just hard to play.
Compliance initiatives offer the same contradiction. Compliance is often difficult to prove.
Complicated (and increasing) demands for organizations to implement privacy measures,
information transparency, and accountability can seem overwhelming. Paradoxically, however,
when solid policy is backed up by a high-performance ECM system, compliance measures are
often addressed with very little effort.
A strong ECM system allows businesses to implement security measures that stand up under
strict scrutiny. Organizations can designate which users have the ability to access, view,
annotate, and process specific documents. The implementation of electronic workflow—in
addition to making your processes more efficient—assures that tasks are completed in a
standardized and designated order while minimizing errors. This ability helps to address both
privacy and security requirements. The ability to automate records retention and destruction
schedules further addresses privacy and security measures, and minimizes the role of human
error in your records management strategy.
A good ECM system can also supply your organization with audit trails to simplify compliance
reporting. You are equipped with irrefutable evidence as to which documents were accessed—
and by whom—which helps to ensure accountability and information transparency. To
summarize, the very actions that make your business run more efficiently will help you to
become more compliant.
Monitoring and reporting tools, which also help organizations to address compliance
requirements, allow organizations to monitor processing levels and enable adjustments. They
enable you to gauge productivity levels, improve work distribution, and improve productivity.
Like Gary Player said about golf, the harder you work, the luckier you get.
There’s no game like golf: you go out with three friends, play eighteen holes, and return with
three enemies.
Change management is a critical—and often overlooked—component to a successful ECM
installation. And from what I’ve seen in the industry, software with all of the functionality
and bells and whistles in the world will not be readily accepted unless it is easy to use.
Communication and involvement with your users—prior to and during migration—can mean
the difference between success and failure in the adoption of
John Updike said that the golf swing is new software. Ideally, this should take place prior to ECM
like a suitcase into which we are trying to implementation.
pack one too many things. As you get closer
to implementation, be sure to choose a Automated workflow will allow your organization to get
project with a manageable scale that can be
the most out of your ECM system and will make your
expanded throughout your enterprise. Also,
consider your short-term needs vs. your
processing active (as opposed to passive). Documents will
long-term goals. Success in one department be electronically routed for processing to the right person at
provides tremendous incentive for other the right time. With the right software system, you will be
departments to adopt the new system. able to design your own workflows using a simple drag and
drop interface. And by managing change effectively, you can
ensure successful adoption of the new software.
To be successful, assemble a team composed from members from various levels of your
enterprise—both end-users and decision-makers. Work together to analyze each process that is
integral to your operation. Be sure to identify the following:
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3. • The desired outcome of each workflow
• The people involved in each workflow
• The decisions that affect processes (and the people who make them)
• Assets that are needed for optimal performance
John Updike said that the golf swing is like a suitcase into which
we are trying to pack one too many things. As you get closer to
implementation, be sure to choose a project with a manageable
scale that can be expanded throughout your enterprise. Also,
consider your short-term needs vs. your long-term goals. Success
in one department provides tremendous incentive for other
departments to adopt the new system.
Tips and advice from the pros
In golf as well as in software implementation, enlisting the expertise of professionals can pay
great dividends. Software vendors sometimes have decades of experience, and can provide your
organization with personalized recommendations. Consider investing in consulting services,
which may include detailed needs analyses and assessments.
An experienced vendor can analyze your business processes and work with you to outline
innovative measures to improve your operations. A professional services consultant may suggest
custom programming, designs, and personalized feature enhancements to further increase
your ROI. Some lessons from the pros will take your software implementation to the next
level, allowing you to play through your competition. Find a vendor who’s got game, and take
advantage of the expertise that is available. And as Dean Martin said, if you drink, don’t drive.
Don’t even putt.
To learn more about preparation for an upcoming ECM implementation, please contact Optical
Image Technology (http://www.docfinity.com) at 814.238.0038 or email info@docfinity.com.
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