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Enterprise Content Management, Content Management, enterprise, Where the…
Enterprise Content Management
systems help
organizations to cope with
volume of data
information
the increasing complexity
broadly defined as
strategies,tools
to manage all of its information assets
processes
skills an organization
needs
can
capture, process, access,
measure, integrate
regardless of data is structured (databases) or unstructured
examples
, e-mail,
word, spreadsheet, image, audio, video) format or in hard copy.
store all of this information
The operational benefits include
saving cost and reducing workload by streamlining tasks,
and retrieval for information across platforms
traceability, version control,
reducing duplication, and improving search
consists of four essential components they are
User interface
a process through which information
(digital or non-digital) is brought into ECM
examples
Microsoft office/Mac,
Google Documents
EAS
scanner/image capture device
Information governance
this is a key ECM functionality that
separates ECM from other digital archival systems
components
record management
records security
records retention
records interoperability
Repository
ECM systems provide a secure approach to
store the information for on demand access
examples
Data servers File servers
Infrastructure storage
cloud storage services
magnetic tape dvd
Attributes
ECM is equipped with features meant to achieve
specific business purposes
solutions are
meta data
security
workflow
Work flow
Access
steps for success in implementing an ECM system
1.Concept of Operations
(3) Business & System Requirements
(4) Classification Scheme, (5) User Interface & Environment,
(6) IT infrastructure, (7) Roll-out, and (8) Post implementation
(2) Information Governance Framework
road map for model implementation
after successful implementation covers
• Encompasses the majority of records, both paper and electronic, unstructured and structured.
• Meets the needs of a wide variety of stakeholders throughout the organization
• Enables the organization to respond to legal discovery.
• Automates business processes, removing the inconsistency of manual processes.
• Up-to-date with respect to technology.
features
to consider while designing model
• Accommodate exceptions by assigning specific users with rights to add or exempt stages on an ad hoc basis.
• Forward documents without delay to each successive phase.
• Allows documents to be prioritized in each queue. If there is no priority assigned, the documents are sorted by the date and time they enter the lifecycle.
• Monitor and measure the time to complete a process.
• Audit queues for periodic review for quality assurance.
• Processes can be easily added or adjusted at the document, process, group, or enterprise level by specified users or administrators.
• Customization of both the routing and the user interface without programming by enabling Point-and-click configuration.
• Documents are routed in a standard, controlled, and promptmanner.
efficiency in deployment phases
new facet
Knowledge-Based Content
Management (KBCM)
that support
knowledge development and the collaboration
process
has 2 phases they are
the
construction of the research artefacts
subsequent evaluation and applicability check
of these artefacts
components are
KBCM frame work
instantiations
method
model
constructs
knowledge management systems
knowledge activities
knowledge objects
infrastructure is classified as
Capturing Knowledge
know-what,
Know-what is often generated through “learning-by-using” and describes knowledge artefacts that are known and related to a phenomenon of interest
know-how
know-why
Organizing Knowledge
An information product is created based on a semantic unit of information of a knowledge object.
Sharing Knowledge
know-where
is the knowledge for navigating and finding
the right information product.
know-when
knowledge about the timing of events related to information products
Using Knowledge
know with
a knowledge component that represents the way collaboration occurs among members of a network
frame work model
types
Content Organization
The method of the ITS framework allows ECM activities to be aligned with the process of knowledge development and collaboration of the company
Content Assesment
The company tried to capture and store important content related to daily activities such as email, shared documents, IP phone calls, instant messages, video conferences, and discussions
Content Sharing
The PMO suggests a taxonomy system, including vocabulary and terms
Content Use
In relation to directives, wiki pages were built to help employees find knowledge based on types of knowledge components and semantic relations among them
framework implies three target areas
at its core namely
It defines application spaces of KM and ECM in terms of the information, user, system, and network view;
ii) It integrates these application spaces in terms of a structural meta model
It specifies the dynamics of transitioning between data, information, knowledge, and understanding.
core process are
Managing wrappers and formats (mainly a content management function);
Managing workflow, the units which make up business processes
Managing compliance, with both external (regulatory) and internal standards
Managing access and security
Content Management
includes
Storage (more or less ‘‘records management’’);
process involves below steps
What applications are needed to read it/view it/ download it/use it/listen to it/change it/remove it/archive it
:Validity, approval, reviews;
Update management
N Editorial (more or less ‘‘content capture and creation’’);
process involves
Mechanics:
involves
Storing hard copy materials (increasingly a secondary method)
Scanning and imaging
Moving content from emails, whether in the email body or as attachments
Rights management:
involves
Is the content public domain?
If not, what are the associated rights, and will they change over time?
Do the rights affect the management of the content
Content integration:
involves
Is particular captured content to become part of internal content - effectively treated as collaborative content?
N Publishing (more or less ‘‘content distribution’’).
process involves
Mechanics:
invloves
Format translation, based on the destination
(eg Word to XML)
Destination: printed materials, intranets, extranets, web sites, emails;
Integration and organization
Pulling content from various sources into a
new aggregation
Adding metadata to the published content,
including rights metadata.
combined
involves content wrapping
some examples are
N Clips, shoots, films;
N Captions, pictures, text blocks, brochures;
N Rows, tables, databases.
N Paragraphs, sections, documents;
enterprise
piece is just a weaselly bit you bolt on
nowadays
Where the content is to be found;
