The University of North Carolina at Charlotte Enterprise Electronic Content Management Food for Thought November 2005

The University of North Carolina at Charlotte The world according to Gartner “Forging new ways to link and centrally manage vast amounts of dispersed content creates irresistible benefits – so much so that in 2006, "content integration will become an important part of enterprise architecture planning and business process re-engineering”

The University of North Carolina at Charlotte Information is Power, but too much Information is a different Story Information mushrooms across multiple file servers, disparate databases, isolated exchange folders and disconnected document repositories These mountains of content means that organizations have little or no knowledge of the risks – or the value – inherent in the content they actually hold Torrent of unstructured data – word-based documents, , images, and video content. About 90% of an organization's content today exists as unstructured data and this content is doubling in volume every two months. Peter Jelinski, SVP Business Segment Management, Open Text Corporation

The University of North Carolina at Charlotte CIO Priority of ECM Source: SCT-Documentum, Spring 2005

The University of North Carolina at Charlotte EECM Who – Produces content? – Manages content? – Consumes content? Why – Do we care? What – Needs to be managed? – What is content management? How – Can we go about it? Which – Functions are part of an EECM system?

The University of North Carolina at Charlotte Who - Producers Faculty Researchers Staff Students External agencies Library ERP LMS Office Web authoring tools DBMSs

The University of North Carolina at Charlotte Who - Manages Set up Content repository Create/Edit Metadata Control Access Control Version Manage Checkin/checkout Manage digital rights

The University of North Carolina at Charlotte Who - Consumers Faculty Researchers Staff Students External agencies Browser File Management Systems Search Engines Forms

The University of North Carolina at Charlotte Why Too often content is created by authors working in isolation Walls are erected among content areas -stovepipes Content is created, recreated, and recreated Content gets lost Multiple versions of the truth Unauthorized access

The University of North Carolina at Charlotte Why We are drowning in information – Can’t find related information – Can’t bridge information silos Need for collaboration Compliance Retention Archival Regulations, legislation

The University of North Carolina at Charlotte Why? The carrot that's being dangled Faster, more precise business, academic and student processes Greater support for the discovery of information for litigation and to ensure the integrity of financial control and reporting Stronger marketing, retention and service efforts through improved customer knowledge Easier collaboration among employees, students and Faculty Higher capability for joining separate document stores, and delving into broad expanses of content for enhanced business intelligence

The University of North Carolina at Charlotte Why use ECM in Higher Education? Efficiency cost Lowering cost and increase of operational efficiency (speed) by automating of processes and providing the right content to the right people at the right time. Compliance Complying with laws, regulations, and standards imposed by the government, regulatory bodies, or internal policies. Consistency Enforcement of business rules that ensure that the right content is being used independently of relationship, distance, communication infrastructure, or language. Quality of Service Improve student satisfaction, increase student loyalty by providing better service. Improve Information Access, Collaboration ; improve information depth about students -> retention Consolidation Reducing the TCO and vendor-related risks by consolidating the number of suppliers and by leveraging the economies of scale resulting from employing a smaller number of larger systems. Archiving The need to preserve content in an automated, inexpensive, and readily available way. Source: SCT-Documentum, Spring 2005

The University of North Carolina at Charlotte What is Content? The amount of information is growing every year Includes structured, semi-structured, and unstructured data Over 80% of enterprise information is unstructured Source: Fulcrum Research Structured Unstructured and Attachments PDFs Checks X-rays PaperDocumentsRich Media Web PagesAudio and Video Records Invoices Manuals Claims Contracts Instant Messages Forms Images XML Rows and Columns Source: SCT-Documentum, Spring 2005

The University of North Carolina at Charlotte What – needs to be managed Web Content Enterprise data – Academic – HR – Financial – Legacy data Documents Academic Collections – Digital Library – E-Reservers – Research Digital Assets – Rich media, graphics, video, audio

The University of North Carolina at Charlotte Connecting People, Process, and Content People Content WWW Processes Source: SCT-Documentum, Spring 2005

The University of North Carolina at Charlotte DeliverCreate / Capture Archive / Dispose Desktop Authoring Tools Web & Portal Content Scanned Images s Chat and Discussions Manage ECM Platform Security and Access Control Library Services Rendition Management Search Workflow Lifecycle Management Other Enterprise Applications Rich Media WirelessPortalsFax CD-Rom Paper Source: SCT-Documentum, Spring 2005

The University of North Carolina at Charlotte How: A unified content strategy Provides a repeatable method of identifying all content requirements up front Creates consistently structured content for reuse Manages that content in a definitive source Assembles content on demand to meet your customers’ need Source: SCT-Documentum, Spring 2005

The University of North Carolina at Charlotte

Are we looking at this in the right way? The history of Applications: Authentication Security Data Functionality Today: Functionality only Authentication, Security, Data are outside the application and shared by wide range of applications

The University of North Carolina at Charlotte Structured Electronic Content Repository (DBMS) SIS Scheduling Facilities Management Housing Finance HR-Payroll Grants Management Library System Can this model be applied to EECM?

The University of North Carolina at Charlotte Processes of EECM system Web Content management Records management Document Imaging Document Centric Collaboration Workflow Life Cycle management: Archival / Deletion Electronic Forms Digital Asset management management Source: Gartner Research G , November 12, 2004

The University of North Carolina at Charlotte Unstructured Electronic Content Repository Web Distributed Authoring and Versioning (WebDAV) Access Control Protocol Management Collaboration Imaging Records Management Archive Workflow Electronic Forms Web Content

The University of North Carolina at Charlotte Separate Content from Processes Decide on framework and not on functionality Allows to address one project at a time Greater Flexibility User/departmental Independence Multiple projects in parallel

The University of North Carolina at Charlotte Requirements for EECM Engine Capture Store Retrieve Classify Tag Index Versioning Search Control Access using central directory Audit Trail

The University of North Carolina at Charlotte Electronic Content Repository Structured and unstructured Content Management Collaboration Imaging Records Management Archive Workflow Electronic Forms Web Content SIS Finance Housing HR-Payroll Facilities Management FUTURE ?

The University of North Carolina at Charlotte Questions? Comments?