Enterprise Solutions
Learning Objectives
Concepts of Enterprise Content
Management
Inputs to the ECM system
Benefits of ECM
ECM Product functions
Concepts of ECM
An organization has all types of information assets
Data in the databases of various systems
E-mails in the inboxes of it executives
Web content
Documents – in hard copy & scanned
Outputs, reports, etc
And in today’s world, social media content that is of importance
to the organization and its business
ECM is a strategy, framework & processes that enable
the organization to capture, manage, store and deliver
content from structured and unstructured sources to
various stakeholders as required. It also incorporates a
workflow
Concepts of ECM
Below is a conceptual view of
ECM-
ECM deals will all documented properties in
Concepts of ECM
The diagram below gives you an idea of the
Inputs to the ECM
ECM Content files stored in repositories may
me in any file format and created by any
application
ECM systems recognize all file formats and
store them appropriately
When documents are accessed the ECM
system launches the appropriate viewing or
editing application automatically on the client
computer
ECM system also provides a workflow that
enables orderly passage of documents through
the organization and its access only by
Types of Inputs to the ECM
Structured Data –20% of Total Data
Unstructured Data – 80% of Total
Rows & Columns E-Mails & Attachments Forms
Executables
Printed & Scanned Documents – Contracts, Manuals Engineering Drawings & Blue Prints, CAD/CAM Outputs
Office, Rich Text & PDF Documents such as - Claims & Invoices XML Documents
COLD/ERM
OCR (Optical Character Recognition) software converts scanned p aper (images) into text. The resulting text can be place) output documents
Patch Cards - are barcoded pages that are inserted into stacks of paper to be scanned
Images & Thumbnail files Audio & Video
Instant Messages Cheques
ECM Product Functions
The primary functions delivered by any ECM system are –
capture, manage, store, preserve & deliver; however ECM
products incorporate these functions in the following core
components
Document Management – is the core capability with check-in/check-out capabilities, etc
Image processing – to capture & transform paper documents – scan, retrieve, OCR, etc
Records management – managing long-term retention & compliance
Web Content Management – controls the content & influences the interactions on the web with functions for content creation and
updates
Workflow & BPM – supports the business processes, routing content, assigning work tasks, etc
Social Content management – for document sharing, knowledge management, blogs, wiki & integrates applications with social media & posting content on the social media
Benefits of ECM
Todays business scenario cannot function without sophisticated ECM support to meet demands of real-time accurate information as well as regulatory compliance
Ease & reliability of Storage & Retrieval
Distribution of content
Manages workflow and access based on authorizations
Availability of previous versions of a document provides a record of changes including who made the change
The Content Server enforces configurable security policies and business rules providing secure and controlled access to content
Instant reliable access to archived documents
Meeting regulatory & audit requirements
Enterprise Content Management through ECM Software is a
comprehensive solution that handles all types of content, in all formats and stores in a single central location
Reduce the transaction cost by reducing – self-service, resource
requirements, time-to-handle, number of touches, lost files, shipping & courier costs
ECM Products
There are a slew of ECM Products for all types and sizes of
industries – Tier-1, Tier-2/3, etc and a few niche products
Tier-1 products provide –
The broadest functionality base that business requires with vertical-process and horizontal-solution focus
Are very strong in one or more technologies and vertical segments
Provide enterprise deployments, integration with other business applications and content repositories, incorporation of social, cloud and mobile capabilities
The following are the top ECM products with the first three being
the mega
players- IBM – Filenet
EMC – Documentum
Microsoft SharePoint
Perceptive Software
Hyland Software - OnBase
