Get Control of Your Information
Oracle Content Management
Develop an
Enterprisewide
Strategy for Managing
Unstructured Content
Unmanaged content is taking a huge toll on
today’s businesses: It affects productivity,
complicates regulatory compliance, increases
business and legal risks, and drives up the cost
of doing business.
How much time do your knowledge workers spend searching for specific documents? Can they find the e-mails, stored financial reports, presentations, research documents, CAD drawings, contracts, and other content they need to do their jobs? Can your team quickly connect with other team members and customers in real time to share relevant information?
In other words, is the management and maintenance of unstructured content costing your organization time and money?
For most organizations, the answer to this question is painfully obvious, but it highlights a growing trend: Unmanaged content is affecting the bottom lines of businesses in every industry all over the world. So, how can you break the bottlenecks that sidetrack your employees, and develop a content management strategy that empowers them instead?
Oracle Content Management offers the most unified, usable enterprise content management (ECM) platform in today’s market. With centralized control across single or multiple repositories, common core functionality, and easily scalable content management capabilities, Oracle provides content management solutions for all content types and all users—wherever they work in the enterprise. And because it’s built on Oracle Fusion Middleware, Oracle Content Management integrates seamlessly with Oracle’s other solutions—including business intelligence, business integration, and process management—making content management an important part of your overall business strategy.
Fact: 80 percent of the digitized information in a typical company is in the form of unstructured data such as documents, e-mail, and images.
Information Overload Is an Understatement
It’s more like an information explosion.
Estimates put the amount of unstructured content in a typical business at about 80 per-cent. That includes e-mails, reports, documents, Web sites, presentations, contracts, CAD drawings, images, and other content that is usually (but not always) computerized, but still unmanaged. The unmanaged data in a company may be structured data in a proprietary format that’s incompatible with common applications, or data that’s inaccessible to most of the organization because it’s stored in homegrown systems based on legacy technology. Or perhaps it’s the location of the content that’s the problem: data residing on isolated servers, in duplicate files, or on the internet—in multiple repositories and various languages all over the world—and simply unavailable to those who need it.
Unmanaged content increases your organization’s risks and costs. So how do you solve the problem?
The solution is an effective enterprise content management (ECM) system that can consolidate all your digital content into a single repository based on service-oriented architecture (SOA), so it is accessible and available to those with proper authority wherever they are in the enterprise. Such a system may sound straightforward, but it can be difficult to implement, because it must provide internal, external, and platform solutions that make it possible to
• Handle both structured and unstructured content, integrating them into a single,
centralized repository
• Share content across the enterprise, regardless of the contributor, content type, format,
delivery API, consumer, or method of contribution (Web browser, desktop application, HTML form, and so on)
• Manage content throughout its lifecycle, applying control and support to each phase from
creation through destruction
“Oracle’s comprehensive content management offer-ings are the ideal solution for managing essentially all of our enterprise content—from paper-based and electronic documents to compliance documentation and processes. By leveraging a solution with a common content repository and interface, we’ve lowered our total cost of ownership by eliminating redundant content management systems.”
Robert Lieberman
Vice President and CIO New Plan Excel Realty Trust
Oracle’s Complete Content Management Solution
Oracle Content Management offers the industry’s most integrated and complete content management platform. Oracle Content Management handles the entire spectrum of unstructured content, reducing development and administration costs while increasing individual and team productivity. The Oracle Content Management platform includes these products:
• Oracle Universal Content Management
- Document management - Web content management - Digital asset management • Oracle Universal Records
Management • Oracle Imaging and
Process Management • Oracle Information
Rights Management
Content Management Solutions from Oracle
By making all of your business content available for enterprisewide access, Oracle Content Management solutions help you optimize business processes and improve your business agility. The Oracle Content Management platform offers unprecedented management capabilities that let you access and share all types of content as part of your regular business processes, using applications you already have in place. And best of all, Oracle Content Management solutions are easy to deploy—you can have them up and running in weeks or months instead of years.
The foundation for Oracle Content Management is a central metadata repository where all content—regardless of content type—is available for management and reuse. Once in the central repository, all content can be accessed through core services that enable you to categorize and index information for easy retrieval and create automatic workflow processes for the specific needs of your organization. Core services also allow you to perform administrative tasks such as archiving, backup and recovery, audit trails, and link management—including monitoring links to all content and alerting users before linked information is changed or deleted.
With Oracle Content Management solutions, content management quickly becomes an important part of your overall business strategy, benefiting your organization by
• Improving operational efficiencies and increasing productivity • Achieving compliance and mitigating risk
• Reducing integration costs
• Lowering your total cost of ownership • Minimizing training and administration costs
Improve Operational Efficiency and
Increase Productivity
The inability to find and access content can bring an otherwise well-run business to a virtual halt. Redundant and manual processes slow the entire workings of an organization, and a lack of information-sharing and collaboration often results in duplication of effort or in someone dropping the ball altogether.
With Oracle Content Management you get a content management solution that helps you improve the efficiency and effectiveness of your day-to-day operations. Oracle Content Management provides a single, secure, centrally administered, centrally searchable repository where all content is stored. Core services such as versioning, workflow, and approvals are Web-based and available through regular business processes, giving your employees the ability to speed issue resolution and improve service. Role-based, centrally administered security controls ensure that Web developers and site designers determine who has access to specific sites and which capabilities they are allowed to use.
With the time-saving management services in Oracle Content Management, sharing relevant information and collaborating across the enterprise becomes routine, empowering your employees by making them more effective and more productive, and helping them make better decisions faster.
Case in Point:
Emerson Process Management
With more than 150 applications to support (including Web sites and extranet business applications), Emerson Process Management’s paper-intensive processes and high printing, shipping, and storage costs were strangling its workflow. With Oracle Content Management, Emerson was able to
• Save US$3.7 million through the reduction of printing, shipping, document storage, and production costs
• Save US$350,000 annually by automating enterprise resource planning (ERP) report storage and distribution
• Give employees and customers faster access to more-
complete information
“Oracle’s content management solution enables our entire enterprise to streamline the process of managing and optimizing business-critical documents. As a result, we have significantly improved day-to-day business operations and enhanced our ability to process the thousands of dental insurance claims we receive each week.”
Achieve Compliance and Mitigate Risk
The first place enterprises see the need for a content management solution is often in the area of regulatory compliance and legal discovery. Information loss and regulatory noncompliance— along with the associated costs—can devastate an organization. But organizations are frequently at risk for these problems, simply because they can’t locate and track the history of specific records, documents, or other content and share, distribute, and destroy the records in accordance with legal and best practices.
Today’s burdensome regulatory requirements—from Sarbanes-Oxley to HIPAA to ISO certification to state and county regulations to courtroom proceedings—demand that your company have an effective system for managing all your business content. And that means
everything, including content in e-mails; information on network drives, Web sites, and intranets; and the more traditional financial and human resource records. Having the information to support compliance is the first step; being able to locate and access that information is the second, often more difficult step.
Oracle Universal Records Management, part of the Oracle Content Management platform, includes a centralized, reliable, scalable records management system that can fully manage all types of unstructured content across the enterprise, providing an auditable process that tracks the history and retention period for all content. It also provides document and record management that’s integrated with a wide range of third-party data sources and supports a full range of business requirements—from file server consolidation to user-centric document management processes.
Oracle Universal Content Management offers document management tools and services that include automatic categorization of individual content items; conversion capabilities for more than 400 data formats; and automatic conversion of text reports into customized, Web-viewable files based on your design specifications.
Case in Point:
Canadian Telecommunications
Finding and accessing unstructured content was a huge challenge for employees and managers at Canadian Telecommunications: they couldn’t search for or find content; the content came from different applications and multiple devices and required different applica-tions for viewing; and there were multiple copies of data—only one of which was correct.
Using Oracle Content Management, Canadian Telecommunications deployed a call center solution for more than 17,000 people and gave its customer service representatives a single-source knowledge repository. The results:
• A 75 percent decrease in call times, with an average reduction of 12 to 30 percent per call
• Improvement in first line answer percentage
• An ability to leverage metadata so that customer service representa-tives could easily reference related products for cross-selling
Fact: The amount of unstructured content in a typical business grows by 50 percent every year.
Lower Your Total Cost of Ownership
Oracle Content Management can help you lower the total cost of ownership throughout your enterprise by consolidating hardware and other parts of your infrastructure, reducing the cost of integrating with other technology, and lowering training and administration costs. Consolidate Infrastructure and Reduce the Cost of Technology Integration Does your IT budget include support for isolated file servers that must be administered from individual computers, as well as unstructured content that’s accessible only through legacy technology? Complex IT infrastructures promote departmental silos of information that can’t be shared, making infrastructure upgrades, system migrations, and regular maintenance difficult, costly, and time-consuming. As a result, current systems quickly become outdated and users become less efficient and more frustrated with their working environments. By consolidating servers and infrastructures, you can lower your total cost of ownership almost immediately. Consolidating disparate servers into a single repository creates a single source of data that’s available throughout the enterprise. And, because Oracle Content Management solutions are hot-pluggable, they can be easily implemented and integrated with other Oracle solutions, as well as with other portal and application servers, platforms, and database and enterprise applications, so you can easily fit them into your existing business infrastructure.
Minimize Training and Administration Costs
Oracle Content Management is built using a service-oriented architecture (SOA) that offers more than 800 content management services, which can be leveraged by other applications through standard, open application programming interfaces (APIs). This allows your organization to implement ECM solutions across diverse infrastructures and minimizes your training and administrative costs. In addition, Oracle Content Management supports Web 2.0 collaboration, so content management capabilities can be deployed to a broader audience through more-familiar, flexible user interfaces.
Case in Point: AGFA
AGFA’s content management challenges included a lack of security and version control, duplication of content, redundant and manual processes, retention control, and the need to conform to compliance mandates. AGFA used Oracle Content Management to implement its intranet and a partner extranet that managed HR content and ISO 9001 documentation. With Oracle Content Management, AGFA has eliminated US$80,000 in costs related to the yearly production of CDs containing material safety data sheets (MSDS). In addition, it now has • Simplified procedures
• Content that can be reused for internal and external audiences • Increased productivity
Fact: After launching a new, public Web site with Oracle Universal Content Management, the Susan G. Komen Breast Cancer Foundation saw a 285 percent increase in visits to the site.
Oracle Content Management Solutions
Oracle Content Management offers the most unified solution in the industry by providing a single repository for all content. Our enterprise content management strategy—which includes the management of documents, records, Web sites, digital assets, and archival and multichannel content—is managed through a centralized content server that features common core services including revision control; new- and changed-content notifications; comprehensive security for role-based, account-based, rule-based, and content-level security; conversion services for more than 400 native file formats; integrated workflow capabilities to create customized, automated business processes; indexing and searching capabilities; and administrative services such as archiving, auditing, and backup and recovery.
Oracle Content Management offers enterprisewide content management on a single platform with these products:
• Oracle Universal Content Management—Manages the entire spectrum of unstructured
content and includes solutions for
- Documentation management—Effectively and efficiently captures, secures, shares, and distributes digital and paper-based documents and reports - Web content management—Provides multisite Web content management for
internal and external sites to help organizations maintain accurate, current Web content across the enterprise
- Digital asset management—Helps organizations store, find, view, and use digital assets quickly and protects assets by making approved versions accessible only by approved users
• Oracle Universal Records Management—Allows organizations to control the creation,
classification, retention, and destruction of business records
• Oracle Imaging and Process Management—Enables the annotation and markup of
images, automates routing and approvals, and supports high-volume applications for billions of items
• Oracle Information Rights Management—Secures and tracks the use of sensitive
documents and e-mails—even when copies are sent beyond your own network
Content Management Solutions for a Major Motion Picture Company
Unstructured content was prob-lematic for a major motion picture company trying to manage multiple Web sites and challenged by the cost and time needed to deploy them. With Webmaster bottle-necks, out-of-date and inaccurate content, and branding concerns, the company decided on Oracle Content Management to automate the creation of its public microsites for movies—approximately 40 sites a year, each costing from US$75,000 to US$2 million to create. The results:
• Reduced time to market for each site
• Consistent branding across international sites
• A return on investment of more than US$2 million per year “Vision and architecture give Stellent a promising future in ECM...Oracle provides
a comprehensive suite that addresses all six of the core ECM components as well as some optional functions...Stellent is one of the few ECM vendors that can claim to have a single repository for all content types, as well as a single user interface.”
Gartner, Inc., ”Vendor Rating: Vision and Architecture Give Oracle a Promising Future in ECM,” May 5, 2007
The Most Usable, Manageable, and Hot-Pluggable
Content Management Platform
Comprehensive, world-class content management capabilities make Oracle Content Management the most usable, manageable, and hot-pluggable content management platform available in the market today.
• Usable—Offers built-in support for end users, workgroups, content experts,
administra-tors, and Webmasters; provides the broadest range of user interfaces, including desktop, e-mail, application, Web, and mobile interfaces
• Manageable—Provides a centrally administered, single repository that boasts the most
stringent security management and control capabilities available, ensuring the privacy and security of all your content
• Hot-Pluggable—Gives you out-of-the-box support for all Oracle (and third-party)
repositories and enterprise applications
The result is a single, complete solution running on a unified platform with consistent user experiences, APIs, and repository and content services for all content types.
Industry-Leading Content Management Solutions
from Oracle
Every day more than 7,000 organizations worldwide turn to Oracle Content Management as the strategic solution for managing content throughout their enterprise. With proven performance, stability, and scalability, Oracle Content Management offers comprehensive content management—from server and repository consolidation to a feature-rich enterprise content management platform for building your business applications.
A Track Record in Content Management Solutions
At Oracle, we’re growing our ECM solutions the right way: In December 2006, Oracle acquired Stellent and its industry-leading enterprise content management technology, extending Oracle’s existing content management portfolio that lets enterprises store and centrally manage unstructured content.
With the acquisition of Stellent, an acknowledged leader in enterprise content and multisite Web manage-ment, Oracle can offer you a variety of best-of-breed content manage-ment solutions.
“Time and again we have encountered vendors that have made promises they cannot fulfill. Oracle Universal Content Management is at the forefront of its market. Oracle thoroughly tests its software updates to ensure that the promised benefits of its [software] enhancements work seamlessly in practice.”
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