ORGANIZATION CONSULTANTS Enterprise Content Management a.docx

ORGANIZATION CONSULTANTS
Enterprise Content
Management and Data
Governance Policies and
Procedures Manual
Week 2: Evaluation of an Enterprise Information
Infrastructure
<name>
[Pick the date]
This manual contains the policies and procedures for the formal
management of the organization and
the storage of an organization's valuable content and documents
that are related to business processes.
The manual also outlines the formal policies and processes that
enforce data quality, management, and
policies, and business process management and risk
management.
Table of Contents

Project Outline and Requirements (Week 1)
...............................................................................................
. 1
Organization Description
...............................................................................................
........................... 1
Content Requirements
...............................................................................................
............................... 1
Content Categories
...............................................................................................
................................ 1
Associated Regulations
...............................................................................................
.......................... 2
Data Protection
...............................................................................................
...................................... 2
Implementation Life Cycle (Week 1)
...............................................................................................
.............. 3
Stages
...............................................................................................
......................................................... 3
Requirements
...............................................................................................

......................................... 3
Planning..................................................................................
............................................................... 3
Development
...............................................................................................
.......................................... 3
Review
...............................................................................................
.................................................... 3
Implementation
...............................................................................................
..................................... 3
Follow-up
...............................................................................................
............................................... 4
Time Line
...............................................................................................
.................................................... 4
Information Infrastructure Evaluation (Week 2)
.......................................................................................... 5
Evaluation of Content Capture
...............................................................................................
.................. 5
Evaluation of Content Management
...............................................................................................
.......... 5

Evaluation of Content Storage
...............................................................................................
................... 6
Evaluation of Content Preservation
...............................................................................................
........... 6
Evaluation of Content Delivery
...............................................................................................
.................. 7
Evaluation of ECM Relationships
...............................................................................................
............... 7
Information Infrastructure Improvements (Week 3 TBD)
............................................................................ 8
Data Governance Evaluation (Week 4 TBD)
...............................................................................................
.. 9
Data Governance Improvements (Week 5 TBD)
......................................................................................... 10
Implementation Plan (Week 5 TBD)
...............................................................................................
............ 11
Enterprise Content Management and Data Governance Policies

and Procedures Manual
Organization Consultants Page 1
Project Outline and Requirements (Week 1)
Organization Description
Organization Consultants consults with businesses to help them
manage organizational change.
Consulting services include planning and managing growth,
rightsizing, and reorganization. Benefits
include better organizational agility, a better understanding of
how they are organized, and better
planning for the future.
Organization Consultants has served clients for 10 years from
its California office and currently employs
75 people, including 40 organizational consultants.
Approximately half of the consultants operate from
remote locations throughout the country and in 5 international
locations. These consultants work from
their homes and through Internet-based connections to the home
office.
Content Requirements
Although Organization Consultants is highly qualified in
organizational planning, it is not good at
managing its own data during a stage of rapid growth for the
company. The company has determined it
needs a qualified consultant who can develop an Enterprise
Content Management (ECM) and Data

Governance Policies and Procedures Manual to help the
company improve its management of important
company data.
Proper resources have been allocated for the project, and
several key goals have been set:
1. Evaluate the enterprise information infrastructure and content
management processes for the
company.
2. Develop processes for enterprise content management.
3. Design the enterprise information infrastructure for the
company.
4. Evaluate the data governance policies and procedures of the
company.
5. Develop data governance policies and procedures for the
company.
As a first step in the process of evaluation, the content
requirements for the company must be
identified. The content requirements will include the major
categories of content and regulations that
might apply to the organization’s content. A review was
conducted, and the following results were
obtained.
Content Categories
The following major content categories were identified through
a review of existing documents,
databases, and interviews with the information technology (IT)
manager:

Unstructured Content
Unstructured content includes any data held and processed by
the company that do not have a formal
format or data storage mechanism. This content may be
important to the company and should be
formally identified, stored, and protected if deemed to be
important to the operation of the company.
• Electronic Unstructured Data
o E-mail, instant messages, text documents, spreadsheets,
meeting recordings, etc.
• Electronic Forms
• Paper Documents/Forms
Structured Content
Structured content includes information that is formally stored
and processed by the company. The
following major categories of structured content were
identified:
• Accounting Database: Includes all company accounting
information
• Human Resources (HR) Database: Includes employee records,
payroll and benefits information,
organization structure information, and employee training plans
and records
• Client Database: Includes client information, clients’

organizational information (organization
charts), employee structure and personal information, pay
status, training information,
company plans for up- and down-sizing, and consulting reports
• Support Database: Includes support tickets and knowledge
database
• Web: All content for the company’s Web site, including the
Web site proper and all associated
databases
Associated Regulations
Some of the regulations regarding data held by the company
will depend on the client organizations it
consults with. The nature of this organizational consulting
provided to clients will often require access to
and storage of sensitive HR information from the client
company, which could fall under the auspices of
the Health Insurance Portability and Accountability Act
(HIPAA) and/or the Gramm-Leach-Bliley Act.
In addition, some clients may have information that is protected
under security regulations. This might
be typical of government agencies, some of which are clients of
the company. There will also be,
depending on the client, contractual obligations to protect
certain data according to the client’s
requirements.
Data Protection
Data protection includes security and data archiving. Sensitive
data must be properly protected, and the

company’s data must be properly stored for disaster protection
purposes.
Implementation Life Cycle (Week 1)
One of the key aspects of a successful project is the
identification and use of an implementation life
cycle. This section of the report will describe the life cycle to
be used for this project and will present the
major tasks and time line for execution of the plan.
This project is considered to be a linear project without the need
to cycle between stages, so a standard
waterfall life cycle will be used. The stages will include the
following:
1. Requirements
2. Planning
3. Development
4. Review
5. Implementation
6. Follow-up
Stages
Each stage of the project is described below. It will be
important for the project participants to
understand these phases so they each will contribute and
participate appropriately.
Requirements

Each of the major content areas of the company will be
examined and documented. Storage
requirements will be determined, and security requirements will
be identified.
Planning
The complete project will be planned in detail with all
participants and tasks identified with an
associated time line.
Development
The ECM and Data Governance Policies and Procedures Manual
will be developed by the consultant with
the assistance of appropriate company personnel.
Review
Key personnel—including the chief executive officer (CEO),
chief information officer (CIO), IT manager,
HR manager, client support, and company consultants—will
review the draft manual and assist in
modifications to produce the final manual.
Implementation
Implementation will require several activities:
• Development of the ECM and Data Governance Policies and
Procedures Manual
• Development and testing of systems, infrastructure, and
supporting materials to support the

plan
• Development and administration of training for all
stakeholders who will use the systems,
policies, and procedures
• Rollout to live systems
Follow-up
Follow-up will be conducted on an ongoing basis. Key systems
will be reviewed to determine if the
policies and procedures are working efficiently and sufficiently
to meet the goals for the plan. Changes
to the systems, policies, and procedures will be made as needed.
Time Line
• Requirements: Weeks 1– 4
• Planning: Weeks 5–6
• Development: Weeks 7–12
• Review: Weeks 13–15
• Implementation: Weeks 16 –24
• Follow-up: Ongoing after implementation
Information Infrastructure Evaluation (Week 2)
Evaluation of an ECM system involves the evaluation of many
areas of a company. Whether the system
is currently formalized with specific infrastructure and software
applications in place to implement the

ECM strategies, or the organization is treating content in an
informal way, the evaluation must address
the core components of ECM system architecture, as follows:
• Capture
• Management
• Storage
• Preservation
• Delivery
Evaluation of Content Capture
Content capture is the process of transforming content from
existing sources into formats that are
usable by the ECM system. Content can come from many
sources, including original development, paper
documents, external databases, and files. The first step in the
content capture evaluation is to list the
content sources for the organization. The list of content should
be limited to the content that is
necessary to operate the business processes. Ancillary content is
not part of the analysis, although it
ultimately may be included in the system for convenience. The
content list should include the source,
format, use, and method of capture. Notes regarding the
appropriateness of content capture should be
made at this time as part of the evaluation.
Example Content List
Content
Item
Source Format Use Method of Capture

Customer
Data
Sales SQL
Database
• Sales
• Marketing
• Accounting
• Support
Customer data are collected during the initial
contract development process. The method is
an interview with a client by a sales
representative. Data are currently manually
entered on sales forms and then transferred to
database by data entry personnel.
Evaluation of Content Management
Content management concerns how content flows through the
organization. A good evaluation of
content management will begin with an understanding of the
businesses processes that require the use
of content (which is usually almost every business process).
Business processes should be identified and
documented using flowcharts or other business process
documentation tools. The content listed in the
previous step should be mapped to the processes. During this
step, deficiencies can be identified and
ideas for improvement suggested.

Example Process List
Process Content Comments
Sales Process Sales Database The current process uses paper
forms and requires transfer of
data to customer database by
data entry personnel. If sales
personnel were equipped with
apps for their smartphones, this
information could be entered
directly into the database.
Evaluation of Content Storage
Content storage is the hardware infrastructure where the content
is physically stored and how the
content is organized. As with other phases of the evaluation, the
first step is to document the existing
system. Network diagrams are a good place to start so physical
storage can be identified and content
can be mapped to the storage.
Example Storage Map
Evaluation of Content Preservation
Content that is valuable to a business will be used for the
business processes and will, at some point, be
phased out or replaced with newer content. The value of some
content may remain high, and this
content must be protected. Content preservation ensures content

is stored in a format that can be
retrieved later without relying on specialized software or
hardware. During an evaluation of an ECM
system, the content that must be preserved should be identified
first. Once again, it is helpful to use the
information collected in the Content Capture Evaluation phase
to determine the content preservation
list. The next step is to examine how content is currently
preserved. It will become immediately
apparent if the right content is being preserved.
Content Preservation List Example
Content Preservation Method Comments
Customer Database Backup to on-site storage This is dangerous
if a disaster
occurred and secondary system
was destroyed. Off-site storage
of critical system backups is
needed.
Evaluation of Content Delivery
The evaluation of content delivery can follow a process similar
to other parts of the evaluation. The first
step is to use the content list developed in the Capture phase,
processes identified in the Management
phase, and the diagrams identified in the Storage phase to
illustrate how the various types of content
are delivered.

Example Delivery Evaluation
The customer database system delivers reports on demand
through the organization’s Intranet. The
reports are not user-configurable and are currently not suited for
delivery on mobile devices. The data
also cannot be accessed remotely, which represents a gap in
information delivery for sales and support
personnel.
Evaluation of ECM Relationships
The prior parts of the ECM evaluation process were related to
each other in many ways, but the final
part of the evaluation specifically examines how the
components of the ECM are working together. A
review of these relationships will help identify issues that may
not be apparent in other parts of the
evaluation.
Example ECM Relationship Evaluation
One of the major flaws in the ECM systems is the treatment of
the customer database. Although this
database is used extensively by many parts of the organization,
access is limited to online delivery
through the Intranet. Further, security is weak, and content can
be accessed and modified with little
restriction. Processes are not in place to ensure proper
approvals have been made before this content is
added or modified, and errors have resulted. Some of this

information is sensitive and should be
protected by proper security systems.

Project Outline and Requirements (Week 1)Organization
DescriptionContent RequirementsContent CategoriesAssociated
RegulationsData ProtectionImplementation Life Cycle (Week
1)StagesRequirementsPlanningDevelopmentReviewImplementat
ionFollow-upTime LineInformation Infrastructure Evaluation
(Week 2)Evaluation of Content CaptureEvaluation of Content
ManagementEvaluation of Content StorageEvaluation of
Content PreservationEvaluation of Content DeliveryEvaluation
of ECM RelationshipsInformation Infrastructure Improvements
(Week 3 TBD)Data Governance Evaluation (Week 4 TBD)Data
Governance Improvements (Week 5 TBD)Implementation Plan
(Week 5 TBD)
Assignment
One of the first tasks in the development of an enterprise
content management manual is to evaluate the enterprise
information infrastructure and content management processes.
The enterprise information infrastructure and content
management processes consist of the data and how they are
collected, managed, and stored throughout their life cycle.
For this assignment, you will conduct an in-depth evaluation of
the enterprise content management infrastructure and content
management processes in your selected organization. If the
organization already has an enterprise content management
system and formal content management procedures in place, you
will document the existing system and procedures. If there are
currently no formal ECM system or content management
procedures in place, you will document the informal parts of the
system that exist.
The following are the project deliverables:
· Update the Enterprise Content Management and Data
Governance Policies and Procedures Manual title page with a
new date and project name.
· Update the previously completed sections based on instructor
feedback.

· Information Infrastructure Evaluation
· Content List
· Provide a categorized list of the content used for the major
organizational processes.
· Content Management Tools
· Document the tools used to capture, manage, store, preserve,
and deliver the content.
· Content Management Processes
· Document the processes' flow of content through the
infrastructure.
· Be sure to update your table of contents before submission.
· Name the document "yourname_IT621_IP2.doc."
Worked Example
Please refer to the Worked Example below for an example of
this assignment based on the Problem-Based Learning Scenario.
The worked example is not intended to be a complete example
of the assignment but will illustrate the basic concepts required
for completion of the assignment and can be used as a general
guideline for your own project. Your assignment submission
should be more detailed and specific and should reflect your
own approach to the assignment rather than just following the
same outline provided in the worked example.
Note that the worked example includes material from previous
worked examples. The new material will be found under the
Week 2 sections of the Table of Contents.
1
Running head: ALFRESCO COMPANY
Running Head: ALRESCO COMPANY 10
2
ALFRESCO COMPANY

Enterprise Content Management and Data Governance Policies
and Procedures Manual
Week 1: Enterprise Data Management Concepts
Name
Date
Table of Contents
Project Outline and Requirements (Week 1) 3
Organization Description 3
Content Requirements 3
Content Services 4
Associated Regulations 4
Data Protection 5
5
Stages 5
Initiation 5
Planning 5
Execution 6
Closure 6
Time Line6
Information Infrastructure Evaluation (Week 2 TBD) 7
Information Infrastructure Improvements (Week 3 TBD) 8
Data Governance Evaluation (Week 4 TBD) 9
Data Governance Improvements (Week 5 TBD) 10

Implementation (Week 5 TBD)11
Project Outline and Requirements (Week 1)Organization
Description
Alfresco is an open-source software company that simplifies
how people work, providing correct information at the right
time to its employees when they need it. Alfresco is known to
have software powers that lead organizations in over 190
countries around the globe. The business platform of alfresco
enables the company to deliver immediate services with
exceptional experiences.
Alfresco's company has changed how companies share
information by improving the speed with which information
sharing takes place. It also allows organizations to respond to
threats, as well as potential opportunities. The company is
world-class, and it enables its employees to deal with all
circumstances.Content Requirements
Alfresco is a competent company in terms of managing its data;
however, for the longest time, the ALF project has been acting
as the home of all contributions from community members,
allowing features of requests and patches. The world around the
alfresco project has changed, and it has become hard to listen to
community and for the district to communicate to alfresco as
well. The Company has employed proper proposals to deal with
the issue through the use of a GitHub as the place of
collaboration.
The proposed GitHub was proposed to look in a way that will
help simplify contributions for submission and approval:
The GitHub should have the ability to search for the correct
component and submit a problem about it.
The GitHub should provide a full request that fixes problems
and shows that through a test.
The CLA assistant will then ask for people’s signatures for CLA
agreements, which will help a person’s PR.
The request will undergo testing by Travis or the internal

Bamboo CI system.
The team with the mandate of ensuring component goes well,
then provides a review of your PR or help solve issues raised.
In alfresco, there are a lot of content services, making it hard
for people to find the right one to submit an issue. Content
Services
The list below describes the important repositories and short
description of each content services.
ACS deployment and ACS community deployment. This content
service acts as Alfresco’s home for Docker-compose file and
Helm charts. Any issue raised in this context is always required
to have relevance to the components.
ACS deployment in AWS. This content service acts as a home
for Alfresco’s cloud formation templates that help deploy ACS
Helm chart in EKS cluster.
ACS packaging and ACS Community packaging. Alfresco
projects provide a platform for the submission of packaging war
files, distributing zip, or the Decker images.Associated
Regulations
In the current business world, most companies face various
challenges due to unstructured information or handling excess
paperwork, making it hard to store or access information. It is,
therefore vital to have a formalized means of storing and
arranging sophisticated business information. Alfresco provides
enterprises with modern plan-Hybrid enterprise content
management. Alfresco enables companies to control critical
details within premises or hybrid cloud.
The use of ECM in alfresco helps the company deal with the
storage of documents through keeping critical records well
organized while allowing for a full document lifecycle
management. The use of a well-planned ECM helps Alfresco to
ease employee’s minds and simplifies audits and other
compliance requirements.Data Protection
Alfresco controls personal information held, regulations that go
around it, and makes sure it allocates employees to account for
it. Alfresco controls and establishes the processes needed to

achieve general data protection regulation
compliance.Implementation Life Cycle (Week 1)
For a company to deliver successful projects, there has to be a
project management life cycle. The project management life
cycle usually has four phases which include, initiation,
planning, execution, and closure.Stages
The stages for Alfresco’s project life cycle description.
Initiation
The Company will identify its business needs, issues, or
opportunities then invite employees for brainstorming to help
look for problem solutions.
Planning
This phase occurs after the project is approved. During this
phase, the large projects are broken down and distributed among
teams as tasks.
Execution
The execution phase turns business plans into action after every
employee is assigned tasks. The execution phase is where the
project actions take place.
Closure
After the completion of project work, the business teams
provide project deliverables and resources, which helps in the
determination of the project’s success.TimeLine
· Initiation: Week 1-4
· Planning: Week 5-6
· Execution: Week 7-15
· Closure: Week 16-24

Information Infrastructure Evaluation (week 2 TBD)

ORGANIZATION CONSULTANTS Enterprise Content Management a.docx

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