[EN] Enterprise Content Management - Definitions, Components and Challenges | DMS EXPO 19.09.2006 | Ulrich Kampffmeyer | conversion problems

1. Enterprise Content Management Definitions, components, and challenges Dr. Ulrich Kampffmeyer DMS EXPO Köln, 19. September 2006 P R O J E C T C O N S U L T Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH

2. Contents <ul><li>Babylon: Terms & Acronyms </li></ul><ul><li>Definition </li></ul><ul><li>The „5 C“ of ECM </li></ul><ul><li>ECM Components </li></ul><ul><li>Market Developments and Trends </li></ul><ul><li>Outlook </li></ul>

4. Babylon: Terms & Acronyms

5. © PROJECT CONSULT 2002 Records Management Electronic Document -Management Imaging MultiMedia-Datenbanken Web Content Management Enterprise Content Management EAI BPM EDM Workflow EDM EDRMS Elektronische Archivierung Collaborative Commerce ASP / DMCO Document Warehouse Optical Filing E-Business Business Process Management Digital Signature Groupware Collaborative Commerce Knowledge Management Engineering Document Management Document Related Technologies Content Management Scanning Media Asset Management Enterprise Application Integration COLD Digital Rights Management DMS Intranet Repository Portale Document Management ILM UDM Digital Asset Management MAM iECM IDOM EDM Enterprise Content Integration ECI CMS DRM REA Revisionssichere Archivierung E-Mail Management KM ERM IRS DM WCM DRT EDM Business Process Management BPM Capture Output Management Multi Channel Distribution Preservation EAkte TCM IDARS VCM DAM Elektronische Signatur eSignature Information Lifecycle Management Single Instance Archivierung Preservation Compliant Transaction Archiving CTA Electronic Records Management Single Source Publishing Workflow Wissensmanagement Collaboration Enterprise Content Management OMS

6. © PROJECT CONSULT 2002 Records Management Electronic Document -Management Imaging MultiMedia-Datenbanken Web Content Management Enterprise Content Management EAI BPM EDM Workflow ECM EDRMS Elektronische Archivierung Collaborative Commerce ASP / DMCO Document Warehouse Optical Filing E-Business Business Process Management Digital Signature Groupware Collaborative Commerce Knowledge Management Engineering Document Management Document Related Technologies Content Management Scanning Media Asset Management Enterprise Application Integration COLD Digital Rights Management DMS Intranet Repository Portale Document Management ILM UDM Digital Asset Management MAM iECM IDOM EDM Enterprise Content Integration ECI CMS DRM REA Revisionssichere Archivierung E-Mail Management KM ERM IRS DM WCM DRT EDM Business Process Management BPM Capture Output Management Multi Channel Distribution Preservation EAkte TCM IDARS VCM DAM Elektronische Signatur eSignature Information Lifecycle Management Single Instance Archivierung Asset Management Compliant Transaction Archival CTA Electronic Records Management Single Source Publishing Workflow Wissensmanagement Collaboration Enterprise Content Management OMS ECM DCT TCM UDO PDD PDM BI

7. © PROJECT CONSULT 2002 Records Management Electronic Document -Management Imaging MultiMedia-Datenbanken Web Content Management Enterprise Content Management EAI BPM EDM Workflow ECM EDRMS Elektronische Archivierung Collaborative Commerce ASP / DMCO Document Warehouse Optical Filing E-Business Business Process Management Digital Signature Groupware Collaborative Commerce Knowledge Management Engineering Document Management Document Related Technologies Content Management Scanning Media Asset Management Enterprise Application Integration COLD Digital Rights Management DMS Intranet Repository Portale Document Management ILM UDM Digital Asset Management MAM iECM IDOM EDM Enterprise Content Integration ECI CMS DRM REA Revisionssichere Archivierung E-Mail Management KM ERM IRS DM WCM DRT EDM Business Process Management BPM Capture Output Management Multi Channel Distribution Preservation EAkte TCM IDARS VCM DAM Elektronische Signatur eSignature Information Lifecycle Management Single Instance Archivierung Asset Management Compliant Transaction Archival CTA Electronic Records Management Single Source Publishing Workflow Wissensmanagement Collaboration Enterprise Content Management OMS DCT TCM UDO PDD PDM BI ECM

9. ERP CRM CMS

10. E RP C R M CM S ECM

13. Definition

14. AIIM International, 2001 Unstructured Content Data Business Processes STORE MANAGE DELIVER PRESERVE CAPTURE

15. Enterprise Content Management: Technologies used to Capture, Manage, Store, Preserve, and Deliver Content and Documents related to Organizational Processes.

16. Enterprise Content Management is a Strategy or Vision , not a single Product!

17. AIIM International ERP Web Content Management Doc Mgmt Imaging Domino Exchange RDMS File System Workflow Collaboration Data Warehousing Mining EAI E-Business AP/AR RM/A CRM HRM Enterprise Content Management – infrastructure Enterprise Enterprise Applications Applications Enterprise Enterprise Content Content Management Management Infrastructure Infrastructure Integration Integration

18. AIIM International ERP Web Content Management Doc Mgmt Imaging Domino Exchange RDMS File System Workflow Collaboration Data Warehousing Mining EAI E-Business AP/AR RM/A CRM HRM ECM concept # 1 Middleware Enterprise Enterprise Applications Applications Enterprise Enterprise Content Content Management Management Infrastructure Infrastructure Integration Integration

19. AIIM International ERP Web Content Management Doc Mgmt Imaging Domino Exchange RDMS File System Workflow Collaboration Data Warehousing Mining EAI E-Business AP/AR RM/A CRM HRM ECM concept # 2 Independent Services for all Applications Enterprise Enterprise Applications Applications Enterprise Enterprise Content Content Management Management Infrastructure Infrastructure Integration Integration

20. AIIM International ERP Web Content Management Doc Mgmt Imaging Domino Exchange RDMS File System Workflow Collaboration Data Warehousing Mining EAI E-Business AP/AR RM/A CRM HRM ECM concept # 3 Uniform, Federated Enterprise Repository for all Types of Information Enterprise Enterprise Applications Applications Enterprise Enterprise Content Content Management Management Infrastructure Infrastructure Integration Integration

21. The « 5 C » of ECM

24. Content

26. Collaboration

28. Compliance

29. ,,. . . whoever knowingly alters, destroys, mutilates, conceals, covers up, falsifies or makes a false entry in any record, document or tangible object with intent to impede, obstruct or influence the investigation or proper administration of any matter within the jurisdiction of any department or agency of the United States or any case filed under title 11 or in relation to, or contemplation of any such matter of case, shall be fined under this title, imprisoned not more than 20 years , or both." (Sarbanes-Oxley Act of 2002, Sec. 802, §1519)

31. Continuity

33. Cost

35. ECM Components

36. AIIM Model for ECM Enterprise Content Management CAPTURE PRESERVE DELIVER STORE MANAGE STORE WCM RM WF/BPM DM Collab

37. CAPTURE Input Management Input <ul><li>Barcode </li></ul>COLD/ERM <ul><li>E-Billing </li></ul>Aggregation <ul><li>Financial Applications </li></ul><ul><li>XML </li></ul>Forms Processing E-Forms/Web-Forms <ul><li>ERP </li></ul>Application created <ul><li>OMR </li></ul><ul><li>Microfilm </li></ul><ul><li>ICR </li></ul><ul><li>Rich Media </li></ul><ul><li>HCR </li></ul><ul><li>Form </li></ul><ul><li>OCR </li></ul><ul><li>Office Documents </li></ul>Indexing Input Designs Categorization Recognition Human created

38. CAPTURE Human created Input <ul><li>Barcode </li></ul>COLD/ERM <ul><li>E-Billing </li></ul>Aggregation <ul><li>Financial Applications </li></ul><ul><li>XML </li></ul>Forms Processing E-Forms/Web-Forms <ul><li>ERP </li></ul>Application created <ul><li>OMR </li></ul><ul><li>Microfilm </li></ul><ul><li>ICR </li></ul><ul><li>Rich Media </li></ul><ul><li>HCR </li></ul><ul><li>Form </li></ul><ul><li>OCR </li></ul><ul><li>Office Documents </li></ul>Indexing Input Designs Categorization Recognition Human created

39. CAPTURE Application created Input <ul><li>Barcode </li></ul>COLD/ERM <ul><li>E-Billing </li></ul>Aggregation <ul><li>Financial Applications </li></ul><ul><li>XML </li></ul>Forms Processing E-Forms/Web-Forms <ul><li>ERP </li></ul>Application created <ul><li>OMR </li></ul><ul><li>Microfilm </li></ul><ul><li>ICR </li></ul><ul><li>Rich Media </li></ul><ul><li>HCR </li></ul><ul><li>Form </li></ul><ul><li>OCR </li></ul><ul><li>Office Documents </li></ul>Indexing Input Designs Categorization Recognition Human created

40. CAPTURE Recognition Input <ul><li>Barcode </li></ul>COLD/ERM <ul><li>E-Billing </li></ul>Aggregation <ul><li>Financial Applications </li></ul><ul><li>XML </li></ul>Forms Processing E-Forms/Web-Forms <ul><li>ERP </li></ul>Application created <ul><li>OMR </li></ul><ul><li>Microfilm </li></ul><ul><li>ICR </li></ul><ul><li>Rich Media </li></ul><ul><li>HCR </li></ul><ul><li>Form </li></ul><ul><li>OCR </li></ul><ul><li>Office Documents </li></ul>Indexing Input Designs Categorization Recognition Human created

41. CAPTURE Forms Processing Input <ul><li>Barcode </li></ul>COLD/ERM <ul><li>E-Billing </li></ul>Aggregation <ul><li>Financial Applications </li></ul><ul><li>XML </li></ul>Forms Processing E-Forms/Web-Forms <ul><li>ERP </li></ul>Application created <ul><li>OMR </li></ul><ul><li>Microfilm </li></ul><ul><li>ICR </li></ul><ul><li>Rich Media </li></ul><ul><li>HCR </li></ul><ul><li>Form </li></ul><ul><li>OCR </li></ul><ul><li>Office Documents </li></ul>Indexing Input Designs Categorization Recognition Human created

42. CAPTURE COLD Input <ul><li>Barcode </li></ul>COLD/ERM <ul><li>E-Billing </li></ul>Aggregation <ul><li>Financial Applications </li></ul><ul><li>XML </li></ul>Forms Processing E-Forms/Web-Forms <ul><li>ERP </li></ul>Application created <ul><li>OMR </li></ul><ul><li>Microfilm </li></ul><ul><li>ICR </li></ul><ul><li>Rich Media </li></ul><ul><li>HCR </li></ul><ul><li>Form </li></ul><ul><li>OCR </li></ul><ul><li>Office Documents </li></ul>Indexing Input Designs Categorization Recognition Human created

43. CAPTURE Indexing & Classification Input <ul><li>Barcode </li></ul>COLD/ERM <ul><li>E-Billing </li></ul>Aggregation <ul><li>Financial Applications </li></ul><ul><li>XML </li></ul>Forms Processing E-Forms/Web-Forms <ul><li>ERP </li></ul>Application created <ul><li>OMR </li></ul><ul><li>Microfilm </li></ul><ul><li>ICR </li></ul><ul><li>Rich Media </li></ul><ul><li>HCR </li></ul><ul><li>Form </li></ul><ul><li>OCR </li></ul><ul><li>Office Documents </li></ul>Indexing Input Designs Categorization Recognition Human created

44. MANAGE WCM RM WF/ BPM DM Collab

45. MANAGE WCM RM WF/ BPM DM Collab

46. MANAGE Document Management <ul><li>Check-in/Check-out </li></ul><ul><li>Version Management </li></ul><ul><li>Search and Navigation </li></ul><ul><li>Visualization </li></ul>STORE WCM RM WF/BPM DM Collab

47. MANAGE Collaboration <ul><li>Collaborative authoring </li></ul><ul><li>Knowlege bases </li></ul><ul><li>Whiteboards </li></ul><ul><li>Video conferencing </li></ul><ul><li>Consolidation of information </li></ul>STORE WCM RM WF/BPM DM Collab

48. MANAGE Web Content Management <ul><li>Content creation </li></ul><ul><li>Publication process </li></ul><ul><li>Conversion </li></ul><ul><li>Security </li></ul><ul><li>Web site visualization </li></ul>STORE WCM RM WF/BPM DM Collab

49. MANAGE Records Management <ul><li>Filing structures and file plans </li></ul><ul><li>Thesaurus </li></ul><ul><li>Retention periods </li></ul><ul><li>Metadata </li></ul><ul><li>Archive management </li></ul>STORE WCM RM WF/BPM DM Collab

50. MANAGE Business Process Management <ul><li>Process and structure organization </li></ul><ul><li>Process design </li></ul><ul><li>Vizualisation of Process </li></ul><ul><li>Routing </li></ul><ul><li>Monitoring </li></ul><ul><li>Parallel and sequential processing </li></ul><ul><li>Reminders, deadlines </li></ul><ul><li>Checking </li></ul><ul><li>Logging </li></ul>STORE WCM RM WF/BPM DM Collab

51. STORE Repositories Library Services Technologies

52. STORE <ul><li>File Systems </li></ul><ul><li>Content Management Systems </li></ul><ul><li>Databases </li></ul><ul><li>Data Warehouses </li></ul>Repositories

53. STORE <ul><li>Search/Retrieval </li></ul><ul><li>Version Control </li></ul><ul><li>Check In/Check Out </li></ul><ul><li>Audit Trail </li></ul>Library Services

54. STORE Technologies <ul><li>Hard Disk </li></ul><ul><ul><li>RAID </li></ul></ul><ul><ul><li>SAN </li></ul></ul><ul><ul><li>NAS </li></ul></ul><ul><li>Optical </li></ul><ul><ul><li>OD </li></ul></ul><ul><ul><li>DVD </li></ul></ul><ul><ul><li>CD </li></ul></ul><ul><li>Tape </li></ul>

55. STORE Repositories Library Services Technologies ILM Information Lifecycle Management

56. PRESERVE <ul><li>Archive </li></ul><ul><li>Paper </li></ul><ul><li>Microfilm </li></ul><ul><li>NAS/SAN </li></ul><ul><li>WORM HD </li></ul><ul><li>WORM OD </li></ul><ul><li>WORM TAPE </li></ul>Deletion

57. PRESERVE Long-term archiving <ul><li>Digital optical storage media: </li></ul><ul><li>WORM OD (Write Once Read Many Optical Disk) </li></ul><ul><li>CD (Compact Disk) </li></ul><ul><li>DVD (Digital Versatile Disk) </li></ul>

58. PRESERVE Long-term archiving <ul><li>Digital optical storage media: </li></ul><ul><li>WORM OD (Write Once Read Many Optical Disk) </li></ul><ul><li>CD (Compact Disk) </li></ul><ul><li>DVD (Digital Versatile Disk) </li></ul><ul><li>Is there still a need for „True“ WORM media? </li></ul>

59. PRESERVE Long-term archiving <ul><li>Digital optical storage media: </li></ul><ul><li>WORM OD (Write Once Read Many Optical Disk) </li></ul><ul><li>CD (Compact Disk) </li></ul><ul><li>DVD (Digital Versatile Disk) </li></ul><ul><li>Is there still a need for „True“ WORM media? </li></ul><ul><li>Alternatives </li></ul><ul><li>WORM Tape </li></ul><ul><li>WORM Harddisk with special software/firmware proctection </li></ul>

60. PRESERVE <ul><li>Archive </li></ul><ul><li>Paper </li></ul><ul><li>Mikrofilm </li></ul><ul><li>NAS/SAN </li></ul><ul><li>CAS </li></ul><ul><li>WORM </li></ul><ul><li>WORM-TAPE </li></ul>Deletion Long-term Archiving implies Continuous Migration

61. DELIVER Output Management <ul><li>Datatransfer via EDI, XML and other formats </li></ul><ul><li>Digital TV </li></ul><ul><li>Email and Fax </li></ul><ul><li>Digital TV </li></ul><ul><li>Paper </li></ul>

62. DELIVER Transformation <ul><li>Datatransfer via </li></ul><ul><li>Digital TV </li></ul><ul><li>Paper </li></ul><ul><li>Email and Fax </li></ul>

63. DELIVER Security <ul><li>Digital TV </li></ul><ul><li>Datatransfer via EDI, XML and other formats </li></ul><ul><li>Digital TV </li></ul><ul><li>Paper </li></ul><ul><li>Email and Fax </li></ul><ul><li>Datatransfer via </li></ul>

64. DELIVER Distribution

65. CAPTURE PRESERVE DELIVER STORE MANAGE STORE WCM RM WF/BPM DM Collab ECM Model 2003 ECM House 2005

66. ECM House

67. ECM House

68. <ul><li>DAM Digital Asset Management </li></ul><ul><li>E-Mail Management </li></ul><ul><li>EAI Enterprise Application Integration </li></ul><ul><li>Search/Retrieval </li></ul><ul><li>Content Integration </li></ul><ul><li>Backup/Recovery </li></ul><ul><li>Longterm Archival </li></ul><ul><li>Migration </li></ul><ul><li>Localization </li></ul><ul><li>DRM Digital Rights Management </li></ul>New residents in the ECM-House

72. Market Developments & Trends

73. <ul><ul><li>ECM Suites </li></ul></ul><ul><ul><li>ECM integrated Systems </li></ul></ul><ul><ul><li>ECM Components & Services </li></ul></ul>

77. ECM Outputmanagement Storage/Archivierung Hardware Database ERP-Workflow/ Records Manag. WCM/Portal Integration Competing vendors Collaboration

78. "Traditional" DMS and ECM Vendors

79. <ul><li>International ECM Vendors </li></ul><ul><li>IBM </li></ul><ul><li>FileNet </li></ul><ul><li>EMC Documentum </li></ul><ul><li>OpenText </li></ul><ul><li>Hummingbird , Mobius, BancTec, OnBase and others </li></ul>

80. <ul><li>Midsize ECM Vendors </li></ul><ul><li>Ceyoniq </li></ul><ul><li>d.velop </li></ul><ul><li>Docuware </li></ul><ul><li>Easy </li></ul><ul><li>ELO </li></ul><ul><li>H & S </li></ul><ul><li>Optimal Systems </li></ul><ul><li>Saperion </li></ul><ul><li>SER </li></ul><ul><li>Zylab </li></ul><ul><li>and some 100 more </li></ul>

81. The "Attackers"

82. <ul><li>Collaboration </li></ul><ul><li>Microsoft </li></ul><ul><ul><li>Vista with Workflow, Sharepoint Portal Server, InfoPath, Exchange </li></ul></ul><ul><li>IBM Websphere, Domino </li></ul><ul><li>Oracle 10g Content Services , Workflow </li></ul>Office Communication Office Operating System

83. <ul><li>Output Management </li></ul><ul><li>Adobe </li></ul><ul><li>Betasystems </li></ul><ul><li>ISIS </li></ul><ul><li>XEROX </li></ul><ul><li>and others </li></ul>Print Document Management COLD Multi Channel Single Source Publishing

84. <ul><li>„ Printer“-Hardware </li></ul><ul><li>XEROX </li></ul><ul><li>CANON </li></ul><ul><li>Brother </li></ul><ul><li>Lexmark </li></ul><ul><li>Ricoh </li></ul><ul><li>and others </li></ul>All-in-One- Printer-Copier- Fax-Scanner

85. <ul><li>Databases </li></ul><ul><li>IBM </li></ul><ul><li>Oracle </li></ul><ul><li>Microsoft </li></ul><ul><li>and others </li></ul>"BLOB" Storage Media Asset Management

86. <ul><li>Storage-System Vendors </li></ul><ul><li>EMC </li></ul><ul><li>HDS </li></ul><ul><li>HP </li></ul><ul><li>IBM </li></ul><ul><li>NetApp </li></ul><ul><li>SUN </li></ul><ul><li>and others </li></ul>ILM Information Lifecycle Management Archiving

87. <ul><li>System Vendors </li></ul><ul><li>More and more … </li></ul>Industry Solutions

88. <ul><li>ERP Standard-Software </li></ul><ul><li>SAP </li></ul><ul><li>Oracle </li></ul><ul><li>Sage </li></ul><ul><li>and others </li></ul>Records Management Workflow

89. <ul><li>Web Content Management </li></ul><ul><li>Vignette </li></ul><ul><li>Stellent </li></ul><ul><li>Interwoven </li></ul><ul><li>and many others </li></ul><ul><li>… as well as Open Source … </li></ul>WCM e-Business ECM

90. The market grows fast …

91. The market grows fast … But the growth is shared among many old and new competitors

93. © Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr- Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002 © PROJECT CONSULT 2002

94. © Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr- Ulrich Kampffmeyer 2001-2002 © PROJECT CONSULT 2002 © PROJECT CONSULT 2002 Outlook

96. ~ 1 ~

98. Is ECM only a Vision?

99. ECM with its comprehensive goal is not a product, but rather a vision, a strategy, and at best a solution portfolio. The claim of having one solution for every application from a single source is simply not realistic.

100. ~ 2 ~

102. Convergence

103. WCM, ECM, portals and other document related technologies are blending together. Only a few vendor portfolios come up to ECM’s claims.

104. ~ 3 ~

106. Consolidation

107. The market is swamped with ECM products and ECM components. Like the other software and IT market segments, the ECM market will consolidate.

108. ~ 4 ~

110. The Value of Information

111. Information has only inherent value when it is used as knowledge in processes. The value of information must be considered in planning and operations alike, and justifies investments in ECM as infrastructure.

112. ~ 5 ~

114. Our Dependence on Information

115. The dangerous dependence on the availability and correctness of electronic information is constantly growing. Companies, government and society are already today completely dependent on the availability of electronic information.

116. ~ 6 ~

118. Information Overflow

119. We suffer from information overflow. Identifying the valuable, important information is a tedious process. Systematic, accurate, and focussed access to exponentially growing information volumes gets more and more important.

120. ~ 7 ~

122. Information Gap

123. The first gaps in electronic information preservation have occurred. Electronic knowledge has already been irretrievably lost. The orderly and long-term usable storage of valuable information is growing in importance.

124. ~ 8 ~

126. Value of ECM

127. The real value of ECM solutions is not adequatly communicated to the potential endusers and decision makers. The necessity of ECM is an issue for the management of every company and has to be communicated in regard to business issues, business continuity, compliance, and competition implications.

128. ~ 9 ~

130. ECM as Infrastructure

131. ECM will become infrastructure at the level of operating systems, databases and software services. ECM basic functionality is a commodity.

132. ~ 10 ~

134. A Problem of our Generation:

135. The change of a physical, tangible world of information into a virtual world. Our children will laugh about the problems we face today.

138. Dr. Ulrich Kampffmeyer E-Mail: Ulrich.Kampffmeyer@PROJECT-CONSULT.com This presentation and the related text documentation in English, German and French can be downloaded from our website: www.PROJECT-CONSULT.com