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From Enterprise Content Management to Enterprise Information Management Dr. Ulrich Kampffmeyer FUJITSU Channel Partner Conference Marrakech, February 12,

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Presentation on theme: "From Enterprise Content Management to Enterprise Information Management Dr. Ulrich Kampffmeyer FUJITSU Channel Partner Conference Marrakech, February 12,"— Presentation transcript:

1 From Enterprise Content Management to Enterprise Information Management Dr. Ulrich Kampffmeyer FUJITSU Channel Partner Conference Marrakech, February 12, 2009 P R O J E C T C O N S U L T Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH

2 A GENDA Welcome to the digital world: C ontent is King Enterprise C ontent Management: Pre-condition for effective information management The C in ECM: Market drivers for enterprise content management The Future: From ECM to EIM

3 Welcome to the digital world Content is king!

4 INFORMATION OVERFLOW We 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 THE C ONTENT BIG BANG 40,000 BC Cave painting tools 105 Paper 3500 BC Writing 1947 Tran- sistor 1950 Computer Late 1960s Internet 1870 Electricity, telephone 1450 Printing 1993 The Web Bln Bln Bln Bln Bln Bln Gigabytes GigaByte TeraByte PetaByte ExaByte Every year be produce three times the amount of information than the year before.

6 THE C ONTENT BIG BANG 78% average growth Fixed, unstructured data Dynamic, structured data Storage Demand Petabytes Stored information volume grows by 30% per year Over 90% of all records are generated electronically Over 85% of all information used is in unstructured documents Over 600 billion s are sent each year About 65% of all infomation consists of relevant records that must be retained 95% of all records could be destroyed 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.

7 C HARACTERS, DATA, INFORMATION, KNOWLEDGE THE PYRAMID Mechanisms of the currency market Conversion rate 1 = US$ , 0, 3 and. Linkage Syntax Characters Data Information Knowledge Examples Contexts Context Character set Relationships between the levels of the definition hierarchy

8 Characters Data Information Knowledge C HARACTERS, DATA, INFORMATION, KNOWLEDGE IT IS ONLY INFORMATION Records Documents Media Assets Content

9 C ONTENT Data, Information, Records, Knowledge a.s.o. 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. But how to manage content effiecently?

10 Enterprise C ontent Management Pre-condition for effective information management

11 DEFINITION & C ONCEPTS

12 Unstructured Content Data Business Processes STORE MANAGE DELIVER PRESERVE CAPTURE AIIM International, 2003 ECM: C LAIM

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, 2008 Technologies

14 STRATEGY & VISION not a single product! Enterprise Content Management is a Strategy or Vision,

15 ENTERPRISE C ONTENT MANAGEMENT INFRASTRUCTURE ERP Enterprise Applications Enterprise Content Management Web Content Management Doc Mgmt Imaging DominoExchangeRDMS File System WorkflowCollaboration Data Warehousing Mining EAI E-Business Infrastructure Integration AP/ARRM/ACRMHRM

16 ECM C ONCEPT #1 ERP Enterprise Applications Enterprise Content Management Web Content Management Doc Mgmt Imaging DominoExchangeRDMS File System WorkflowCollaboration Data Warehousing Mining EAI E-Business Infrastructure Integration AP/ARRM/ACRMHRM Middleware

17 ECM C ONCEPT #2 ERP Enterprise Applications Enterprise Content Management Web Content Management Doc Mgmt Imaging DominoExchangeRDMS File System WorkflowCollaboration Data Warehousing Mining EAI E-Business Infrastructure Integration AP/ARRM/ACRMHRM Independent services for all applications

18 ECM C ONCEPT #3 ERP Enterprise Applications Enterprise Content Management Web Content Management Doc Mgmt Imaging DominoExchangeRDMS File System WorkflowCollaboration Data Warehousing Mining EAI E-Business Infrastructure Integration AP/ARRM/ACRMHRM Uniform, federated enterprise repository for all types of information

19 ECM C OMPONENTS

20 AIIM MODEL FOR ECM ENTERPRISE CONTENT MANAGEMENT CAPTURE PRESERVE DELIVER STORE MANAGE STORE WCM RM WF/ BPM DM Collab

21 C APTURE Human created Recognition Indexing Input Designs Categorization Office Documents OCR Form HCR Rich Media ICR Microfilm OMR Barcode Application created Forms Processing E-Forms/Web-Forms ERP XML Financial ApplicationsAggregation E-BillingCOLD/ERM Input

22 C APTURE HUMAN-CREATED Human created Recognition Indexing Input Designs Categorization Office Documents OCR Form HCR Rich Media ICR Microfilm OMR Barcode Application created Forms Processing E-Forms/Web-Forms ERP XML Financial ApplicationsAggregation E-BillingCOLD/ERM Input

23 C APTURE APPLICATION-CREATED Human created Recognition Indexing Input Designs Categorization Office Documents OCR Form HCR Rich Media ICR Microfilm OMR Barcode Application created Forms Processing E-Forms/Web-Forms ERP XML Financial ApplicationsAggregation E-BillingCOLD/ERM Input

24 C APTURE RECOGNITION Human created Recognition Indexing Input Designs Categorization Office Documents OCR Form HCR Rich Media ICR Microfilm OMR Barcode Application created Forms Processing E-Forms/Web-Forms ERP XML Financial ApplicationsAggregation E-BillingCOLD/ERM Input

25 C APTURE FORMS PROCESSING Human created Recognition Indexing Input Designs Categorization Office Documents OCR Form HCR Rich Media ICR Microfilm OMR Barcode Application created Forms Processing E-Forms/Web-Forms ERP XML Financial ApplicationsAggregation E-BillingCOLD/ERM Input

26 C APTURE COLD Human created Recognition Indexing Input Designs Categorization Office Documents OCR Form HCR Rich Media ICR Microfilm OMR Barcode Application created Forms Processing E-Forms/Web-Forms ERP XML Financial ApplicationsAggregation E-BillingCOLD/ERM Input

27 C APTURE INDEXING & CLASSIFICATION Human created Recognition Indexing Input Designs Categorization Office Documents OCR Form HCR Rich Media ICR Microfilm OMR Barcode Application created Forms Processing E-Forms/Web-Forms ERP XML Financial ApplicationsAggregation E-BillingCOLD/ERM Input

28 MANAGE WCM RM WF/ BPM DM Collab

29 MANAGE DOCUMENT MANAGEMENT STORE WCM RM WF/ BPM DM Collab Check-in/Check-out Version Management Search and Navigation Visualization & Management Virtual Folder

30 STORE WCM RM WF/ BPM DM Collab Collaborative authoring Knowledge bases Whiteboards Video conferencing Consolidation of information & Web 2.0 Enterprise 2.0 MANAGE C OLLABORATION

31 MANAGE WEB C ONTENT MANAGEMENT STORE WCM RM WF/ BPM DM Collab Content creation Publication process Conversion Security Web site visualization & DAM Digital Asset Management Web 2.0

32 MANAGE RECORDS MANAGEMENT STORE WCM RM WF/ BPM DM Collab Filing structures and file plans Thesaurus Retention periods Metadata Archive management & MoReq2 ICA-ISDF

33 MANAGE BUSINESS PROCESS MANAGEMENT STORE WCM RM WF/ BPM DM Collab Process and structure organization Process design Visualization of processes Routing Monitoring Parallel and sequential processing Reminders, deadlines Checking Logging & BI Business Intelligence

34 STORE Repositories Library Services Technologies

35 STORE File Systems Content Management Systems Databases Data Warehouses Repositories

36 STORE Search/Retrieval Version Control Check In/Check Out Audit Trail Library Services

37 STORE Technologies Hard Disk RAID SAN NAS Optical OD DVD CD Tape

38 STORE Repositories Library Services Technologies ILM Information Lifecycle Management

39 PRESERVE Archive Paper Microfilm NAS/SAN WORM HD WORM OD WORM TAPE Deletion

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 PRESERVE LONG-TERM ARCHIVING Digital 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 PRESERVE LONG-TERM ARCHIVING Digital 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? Alternatives WORM tape WORM hard disk with special software/firmware protection

43 PRESERVE Long-Term Archiving implies C ontinuous Migration

44 DELIVER OUTPUT MANAGEMENT Datatransfer via EDI, XML and other formats Digital TV and Fax Digital TV Paper

45 DELIVER TRANSFORMATION Datatransfer via Digital TV Paper and Fax

46 DELIVER SECURITY Datatransfer via Digital TV Datatransfer via EDI, XML and other formats Digital TV Paper and Fax

47 DELIVER DISTRIBUTION

48 TheC in ECM Market drivers for enterprise content management Lets talk about ECM trends …

49 LOTS OF C s Capture Change Claim Classification Collaboration Communication Communities Competition Competitiveness Compliance Complexity Components Concept Connector Conservation Consistency Consolidation Content Context Continuity Control Convergence Cost & Co. Concept Capture Claim Content

50 C ollaboration & 2.0

51 C OLLABORATION 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 C OLLABORATION 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 C OMMUNITIES 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 C OMMUNITIES SYNONYMOUS WITH WEB 2.0 FUNCTIONALITY Selected Web 2.0 functionalities: Wikis Voting Social Bookmarks Mashups Blogs Forums RSS Community software / Social software Instant Messaging Social Tagging / Folksonomies Twittering a.s.o. What counts is reduction to the essentials and the use of non-redundant functionality.

55 Governance, Risk Management & C ompliance

56 C OMPLIANCE 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 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. C OMPLIANCE MEETING LEGAL REQUIREMENTS

58 GRC GOVERNANCE, COMPLIANCE & RISK MANAGEMENT GRC brings together the disciplines of Corporate Governance, Risk Management and Compliance as a consistent procedure model. Governance Compliance Risk Management

59 C omplexity, C onvergence & C omponent Architectures

60 C OMPLEXITY 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 The enabling of business applications is becoming more important. Basically, within specific applications you only need 3 buttons to use ECM functionality: Save information Retrieve information Display information in structured form Automated classification and categorization is the key for overcoming the information capture bottleneck. C OMPLEXITY REDUCING COMPLEXITY

62 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. C OMPLEXITY REDUCING COMPLEXITY

63 C OMPONENTS 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 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. C OMPONENTS ECM SERVICES, COMPONENTS AND SUBSYSTEMS

65 C ontinuity, C ontrol & C onservation

66 C ONTINUITY 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 C ONTROL 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 C ONSERVATION SYNONYMOUS FOR PRESERVATION AND ARCHIVING Electronic Archiving Long-term archiving Electronic long-term archiving means the provision of data and documents over a period of at least 10 years. Auditable archiving Edit-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 C ONVERGENCE CONVERGENCE WITH OTHER ITC FUNCTIONALITIES The convergence in ECM is especially evident in the convergence of technologies that were not originally part of the 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 Intelligence ECM is unravelling at the edges.

70 C ompetitiveness & C ost ECM solutions to fight the c urrent c risis

71 C OMPETITIVENESS ECM 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. ECMs benefits are more important than ever, and especially in a challenging economic environment.

72 C OST 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 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. THE VALUE OF INFORMATION CORRECTNESS, AVAILIBILITY & USE

74 C ompetition & C onsolidation

75 C ONSOLIDATION 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 2007 Of 18 vendors, 6 are no longer independent

77 MAGIC QUADRANT OF THE GARTNER GROUP SEPTEMBER 2007 HP Autonomy

78 MAGIC QUADRANT OF THE GARTNER GROUP SEPTEMBER 2008 September 2007 © Gartner Group 2007 & 2008 Autonomy

79 ECM Collaboration Outputmanagement Storage/Archivierung Hardware Database ERP-Workflow/ Records Manag. WCM/Portal Integration C OMPETING VENDORS International & regional ECM specialists Groupware & office standard software suppliers Print & output management software suppliers Printer, MFD & scanner suppliers Database suppliers with BLOB concepts Storage & storage subsystems suppliers Integrators with add-on solutions ERP software suppliers with integrated ECM functionality WCM & portal software suppliers & SaaS offerings & Outsourcing & ASP & Cloud computing & Mobile & Open Source &, &, & …

80 The market is growing fast …

81 But the growth is shared among many old and new competitors

82 The Future From ECM to EIM

83 ECM: CLAIM

84 ECM: SELF-FULFILLING PROPHECY The combination of structured and unstructured content = information management ECM EIM

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 EIM ENTERPRISE INFORMATION MANAGEMENT Is EIM Enterprise Information Management just ECM Enterprise Content Management + BI Business Intelligence? … a leap too short?!

88 EIM 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 ENTERPRISE INFORMATION MANAGEMENT PROJECT CONSULT DEFINITION 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 Basic to Enterprise Information Management are: Uniform and overarching Master Data Management, Address Management and Access Management Overarching, usable information repositories Combination of applications with joint use and joint administration of data Use of services that provide the same function once and to all applications EIM ENTERPRISE INFORMATION MANAGEMENT PROJECT CONSULT DEFINITION

90 Basic to Enterprise Information Management are: End-to-end processes without media breaks, transaction-safe and comprehensively logged Centralized management of all components, settings, parameters and configurations Secure platform- and application-agnostic administration of all data and information used across these platforms and applications Thorough IT governance of all systems and processes involved EIM ENTERPRISE INFORMATION MANAGEMENT PROJECT CONSULT DEFINITION

91 ECM REDEFINED When Enterprise Content Management has become part of Information Management and the acronym ECM is available again, we will use it for Enterprise Change Management!

92 Outlook

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 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. THE FUTURE IN THE INFORMATION AGE

95 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 wont be anything comparable any time soon. THE FUTURE IN THE INFORMATION AGE

96 The change of a physical, tangible world of information into a virtual world. Our children will laugh at the problems we face today. THE FUTURE IN THE INFORMATION AGE

97 Thanks for listening ! Dr. Ulrich Kampffmeyer Presentation slides, Newsletter, Information... …and have a nice time in Marrakech!


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