1 From Enterprise Content Management to Enterprise Information Management Dr. Ulrich KampffmeyerFUJITSU Channel Partner ConferenceMarrakech, February 12, 2009P R O J E C T C O N S U L TUnternehmensberatung Dr. Ulrich Kampffmeyer GmbH
2 AGENDA Welcome to the digital world: Content is King Enterprise Content Management: Pre-condition for effective information managementThe ‘C’ in ECM: Market drivers for enterprise content managementThe Future: From ECM to EIM
3 Welcome to the digital world Welcome to the digital worldContent is king!
4 INFORMATION OVERFLOWWe suffer from information overflow, and must laboriously search out the valuable, important information.The systematic management of exponentially growing information volumes is ever more important.
5 GigaByte ExaByte TeraByte PetaByte THE CONTENT “BIG BANG“GigaByteBlnExaByteEvery year be produce three times the amount of information than the year before.TeraByteBlnBlnPetaByteBlnBlnGigabytesBln40,000 BCCave painting tools3500 BCWriting105Paper1450Printing1870Electricity, telephone1947Tran-sistor1950ComputerLate 1960sInternet1993The Web
6 Drowned by information, we are searching for knowledge. THE CONTENT “BIG BANG“Unstructured information and data grow at different rates, videos, audio, scanned documents, multi media objects and other unstructured information generates the majority of data.Drowned by information, we are searching for knowledge.78% average growthFixed, unstructured dataDynamic, structured dataStorageDemandPetabytesStored information volume grows by 30% per yearOver 90% of all records are generated electronicallyOver 85% of all information used is in unstructured documentsOver 600 billion s are sent each yearAbout 65% of all infomation consists of relevant records that must be retained95% of all records could be destroyed
7 Relationships between the levels of the definition hierarchy CHARACTERS, DATA, INFORMATION, KNOWLEDGETHE PYRAMIDExamplesContextsKnowledgeMechanisms of the currency marketLinkageInformationConversion rateContext€ 1 = US$ 1.30Data1.30SyntaxCharacters1, 0, 3Character setand .Relationships between the levels of the definition hierarchy
8 CHARACTERS, DATA, INFORMATION, KNOWLEDGE IT IS ONLY INFORMATIONKnowledgeMedia AssetsRecordsDocumentsInformationContentDataCharacters
9 CONTENT But how to manage content effiecently? Data, Information, Records, Knowledge a.s.o.But how to manage content effiecently?Content stands for any electronic content.Includes “Data” and “Metadata” as well as records, documents, media assets, images and web pages.Content is an economic resource.Defined by its business value and its contents, content may become a record.
10 Enterprise Content Management Pre-condition for effective information management
13 ECM: DEFINITION“Enterprise Content Management is the Strategies, Methods and Tools used to Capture, Manage, Store, Preserve, and Deliver Content and Documents related to Organizational Processes.”AIIM Association for Information and Image Management International, 2008Technologies
14 Enterprise Content Management is a Strategy or Vision, STRATEGY & VISIONEnterprise Content Management is a Strategy or Vision,not a single product!
17 Independent services for all applications ECM CONCEPT #2E-BusinessERPAP/ARRM/ACRMHRMEnterpriseApplicationsIndependent servicesfor all applicationsEAIIntegrationWorkflowCollaborationEnterpriseContentManagementData Warehousing MiningWeb Content ManagementDoc Mgmt ImagingDominoExchangeRDMSFile SystemInfrastructure
18 Uniform, federated enterprise repository for all types of information ECM CONCEPT #3E-BusinessUniform, federated enterprise repository for all types of informationERPAP/ARRM/ACRMHRMEnterpriseApplicationsEAIIntegrationWorkflowCollaborationEnterpriseContentManagementData Warehousing MiningWeb Content ManagementDoc Mgmt ImagingDominoExchangeRDMSFile SystemInfrastructure
29 MANAGE DOCUMENT MANAGEMENT STORE Check-in/Check-out Version Management Search and NavigationVisualization&ManagementVirtual FolderSTOREWCMRMWF/BPMDMCollab
30 COLLABORATION MANAGE STORE Collaborative authoring Knowledge bases WhiteboardsVideo conferencingConsolidation of information&Web 2.0Enterprise 2.0STOREWCMRMWF/BPMDMCollab
31 WEB CONTENT MANAGEMENT Content creationPublication processConversionSecurityWeb site visualization&DAMDigital Asset ManagementWeb 2.0STOREWCMRMWF/BPMDMCollab
32 MANAGE RECORDS MANAGEMENT STORE Filing structures and file plans ThesaurusRetention periodsMetadataArchive management&MoReq2ICA-ISDFSTOREWCMRMWF/BPMDMCollab
33 BUSINESS PROCESS MANAGEMENT Process and structure organizationProcess designVisualization of processesRoutingMonitoringParallel and sequential processingReminders, deadlinesCheckingLogging&BI Business IntelligenceSTOREWCMRMWF/BPMDMCollab
38 ILM Information Lifecycle Management STOREILMInformationLifecycleManagementRepositoriesLibrary ServicesTechnologies
39 Deletion PRESERVE Archive Paper Microfilm NAS/SAN WORM HD WORM OD WORM TAPEDeletion
40 PRESERVE LONG-TERM ARCHIVING Digital optical storage media: WORM OD (Write Once Read Many Optical Disk)CD (Compact Disk)DVD (Digital Versatile Disk)
41 Is there still a need for “true” WORM media? PRESERVELONG-TERM ARCHIVINGDigital optical storage media:WORM OD (Write Once Read Many Optical Disk)CD (Compact Disk)DVD (Digital Versatile Disk)Is there still a need for “true” WORM media?
42 WORM hard disk with special software/firmware protection PRESERVELONG-TERM ARCHIVINGDigital optical storage media:WORM OD (Write Once Read Many Optical Disk)CD (Compact Disk)DVD (Digital Versatile Disk)Is there still a need for “true” WORM media?AlternativesWORM tapeWORM hard disk with special software/firmware protection
48 The ‘C’ in ECMLet‘s talk about ECM trends …Market drivers for enterprise content management
49 LOTS OF C‘sCaptureCaptureChangeClaimClassificationCollaborationCommunicationCommunitiesCompetitionCompetitivenessComplianceComplexityComponentsConceptConceptConnectorConservationConsistencyConsolidationContentContextContinuityControlConvergenceCost& Co.ClaimContent
51 COLLABORATION Jointly usable information bases. Joint, simultaneous, and controlled use/processing of information.Knowledge bases of skills, resources and background information for joint use of information.Administrative components like whiteboards for idea-gathering, scheduling, project management and more.Teamrooms.Ad-hoc workflow.
52 COLLABORATION Communication applications like videoconferencing. Integration of information from other applications in the context of joint information processing.Support of knowledge management with targeted preparation, delivery and formatting of the required information.
53 COMMUNITIES Is there an ECM 2.0? SYNONYMOUS WITH WEB 2.0 FUNCTIONALITY Definition:Web 2.0 is an umbrella term for a number of new interactive technologies and services on the internet (especially the WWW), as well as a changed perception of the internet.Applications that give users an interactive role, for example through information exchange and use, content generation and the use of entertainment media.Is there an ECM 2.0?
54 COMMUNITIES SYNONYMOUS WITH WEB 2.0 FUNCTIONALITY Selected Web 2.0 functionalities:WikisVotingSocial BookmarksMashupsBlogsForumsRSSCommunity software / Social softwareInstant MessagingSocial Tagging / FolksonomiesTwitteringa.s.o.What counts is reduction to the essentials and theuse of non-redundant functionality.
56 COMPLIANCE MEETING LEGAL REQUIREMENTS Compliance with and fulfillment of legal and regulatory requirements.Legal and regulatory compliance is essential for all companies and administrative bodies.
57 COMPLIANCE MEETING LEGAL REQUIREMENTS ECM contributes to getting business value out of the necessary investment in compliance.Current data-security scandals and growing documentation requirements are strengthening the compliance trend.
58 GRC GOVERNANCE, COMPLIANCE & RISK MANAGEMENT GRC brings together the disciplines of CorporateGovernance, Risk Management and Complianceas a consistent procedure model.GovernanceComplianceRisk Management
60 COMPLEXITY REDUCING COMPLEXITY ECM solutions are almost all designed for in-house use by specially trained employees. They often feature extensive functions in numerous menus and complex interfaces offering a plethora of information. Capturing and presenting metadata is especially difficult.From the usability point of view, ECM solutions need to get simpler and more intuitive.
61 COMPLEXITY REDUCING COMPLEXITY The “enabling” of business applications is becoming more important. Basically, within specific applications you only need 3 “buttons” to use ECM functionality:Save informationRetrieve informationDisplay information in structured formAutomated classification and categorization is the key for overcoming the information capture bottleneck.
62 COMPLEXITY REDUCING COMPLEXITY The requirements of new user groups, who cannot be trained, but who should be involved in processing and using information, are driving the developing of new user interfaces.Simple, obvious and intuitive Web 2.0 functionality is growing in importance.To support mobile devices like telephones or PDAs is an additional challenge for ECM solutions.
63 COMPONENTS ECM SERVICES, COMPONENTS AND SUBSYSTEMS Components, Services & Subsystems provide ECM functionality as components of other applications.Subsystems may serve other ECM components as well as other non-ECM applications like ERP, CRM; CAD, a.s.o.
64 COMPONENTS ECM SERVICES, COMPONENTS AND SUBSYSTEMS SOA Service-Oriented Architecture provides ECM services that offer ECM functionality in the middleware or on an enterprise service bus.Client software thereby becomes less important and is replaced by the enabling of major applications and integration in portal interfaces.
66 CONTINUITY ENSURING INFORMATION AVAILABILITY Business Continuity is an issue whose significance in the context of ECM gets nowhere near enough attention.We are ever more dependent on the availability and correctness of electronic Information.ECM supplies methods and technologies to store information safely and ensure the traceability of transactions, and present them in virtual electronic folders.
67 CONTROL REGAIN CONTROL OF INFORMATION Getting control of information is a key task, given the growth of information and fragmentation of repositories!Holistic “end to end” solutions ensure traceability.Risk Management can be supported by ECM solutions.GRC - Governance, Risk Management & Compliance – puts compliance, control, audit trail and legal hold solutions in a larger context.
68 CONSERVATION Federated repositories instead of island solutions. SYNONYMOUS FOR PRESERVATION AND ARCHIVINGElectronic ArchivingLong-term archivingElectronic long-term archiving means the provision of data and documents over a period of at least 10 years.Auditable archivingEdit-proof archiving refers to archive systems that meet the requirements of archiving legislation in archiving data and documents so that they are safe, unaltered, complete, orderly, reproducible without loss, and database-searchable.Federated repositories instead of island solutions.
69 CONVERGENCE ECM is unravelling at the edges. CONVERGENCE WITH OTHER ITC FUNCTIONALITIESThe convergence in ECM is especially evident in theconvergence of technologies that were not originally part ofthe core of document management:• Capture• Output Management• Asset Management• Digital Rights Management• Electronic Signature• Web Content Management and Web 2.0• Business Process Management and Business IntelligenceECM is unravelling at the edges.
70 Competitiveness & Cost ECM solutions to fight the current crisis
71 COMPETITIVENESSECM is cost-effective and enhances the adaptability, efficiency, and business viability of a company.The implementation of ECM is not a matter of “if”, but of “how” and “when.”ECM’s benefits are more important than ever, and especially in a challenging economic environment.
72 COST REDUCE COSTS AND INCREASE EFFICIENCY Cost savings are up there with increased efficiency and new business on deciders’ priority lists.ECM offers the necessary means of processing, combining and controlling information from different sources. This reduces costs in all areas of company IT.Managing change in the company should be a focus in this.
73 THE VALUE OF INFORMATION CORRECTNESS, AVAILIBILITY & USE “Information has inherent value only when it is used as knowledge in processes.”The value of information and the dependancy of correctness and availability of information must be considered in planning and operations alike, and justifies investments in ECM as infrastructure.
75 CONSOLIDATION PRODUCT AND INFRASTRUCTURE CONVERGENCE Market-driven consolidation: Vendors and products disappear or merge as companies take over other companies.User-driven consolidation: Combining and thinning out heterogeneous systems in order to arrive at uniform IT infrastructures.Technological convergence is accelerating consolidation and simultaneously expanding the range of options.
76 MAGIC QUADRANT OF THE GARTNER GROUP SEPTEMBER 2007Of 18 vendors, 6 are no longer independent
77 MAGIC QUADRANT OF THE GARTNER GROUP SEPTEMBER 2007 AutonomyHP
84 EIM ECM: SELF-FULFILLING PROPHECY The combination of structured and unstructuredcontent = information managementEIMECM
85 THE FUTURE OF ECM“ECM is moving towards Information Management and will end up as integral part of general ITC information technology & communication solutions.”“ECM has no future as a separate category. It will disappear into Enterprise Information Management.”
86 INFORMATION MANAGEMENT ECM functionality will increasingly be directly integrated into other products.ECM overlaps more and more with adjacent areas in ITC.Numerous ECM functions will become commodities and part of standard applications.
87 … a leap too short?! EIM ENTERPRISE INFORMATION MANAGEMENT Is EIM Enterprise Information Managementjust ECM Enterprise Content Management+ BI Business Intelligence?… a leap too short?!
88 EIM ENTERPRISE INFORMATION MANAGEMENT PROJECT CONSULT DEFINITIONEIM Enterprise Information Management stands for the comprehensive management of all information in an enterprise, regardless of location, user, author, generating system, application and time.EIM combines functional aspects of Enterprise Content Management, Business Process Management, Enterprise Search, Knowledge Management, Business Intelligence, Data Warehousing, Web 2.0 and Information Lifecycle Management.
89 EIM ENTERPRISE INFORMATION MANAGEMENT PROJECT CONSULT DEFINITIONBasic to Enterprise Information Management are:Uniform and overarching Master Data Management, Address Management and Access ManagementOverarching, usable information repositoriesCombination of applications with joint use and joint administration of dataUse of services that provide the same function once and to all applications
90 EIM ENTERPRISE INFORMATION MANAGEMENT PROJECT CONSULT DEFINITIONBasic to Enterprise Information Management are:End-to-end processes without media breaks, transaction-safe and comprehensively loggedCentralized management of all components, settings, parameters and configurationsSecure platform- and application-agnostic administration of all data and information used across these platforms and applicationsThorough IT governance of all systems and processes involved
91 ECM REDEFINEDWhen Enterprise Content Management has become part of Information Management and the acronym ECM is available again, we will use it forEnterprise Change Management!
93 THE FUTURE IN THE INFORMATION AGE “Electronic information suffuses every area of life, steers our cars, identifies our purchases, communicates with our appliances, follows us through the internet as a long tail, makes us transparent and thus vulnerable.”
94 THE FUTURE IN THE INFORMATION AGE “Does man rule machine or machine rule man? As the 21st century begins, information is gaining the advantage over us. People must redefine their role with respect to information, professional and no longer private existence, and to their own self-conception as human beings.”
95 THE FUTURE IN THE INFORMATION AGE “We live in one of the most interesting epochs in human history.In just one generation we are being catapulted into the virtual world of information processing.Our era easily outdoes the invention of writing, printing, firearms and the railway.We should enjoy this unique time. There won’t be anything comparable any time soon.”
96 THE FUTURE IN THE INFORMATION AGE “The change of a physical, tangible world of information into a virtual world.Our children will laugh at the problems we face today.”
97 Thanks for listening !Dr. Ulrich Kampffmeyer Presentation slides, Newsletter, Information ...…and have a nice time in Marrakech!