Basic Content Services vs Innovative IM Strategies and Solutions

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Information about Basic Content Services vs Innovative IM Strategies and Solutions

Published on September 30, 2007

Author: icognition

Source: slideshare.net

Description

A presentation at Institute of Information Management conference, Canberra Australia, August 2007

 

Basic Content Services vs Innovative IM Strategies and Solutions Presented by Nigel Carruthers-Taylor Director, iCognition Pty Ltd

BCS ECM ECM ‘Lite’? SharePoint Lotus

What are Basic Content Services? “ Systems designed to handle scalable, ‘good enough’ content infrastructure that offers basic document management and Web publishing or other content management capabilities at a price that enables mass deployment” Gartner ‘ Content management for everyone’ or ‘ECM Lite’ Simple, commodity driven, low price products.

“ Systems designed to handle scalable, ‘good enough’ content infrastructure that offers basic document management and Web publishing or other content management capabilities at a price that enables mass deployment”

Gartner

‘ Content management for everyone’ or ‘ECM Lite’

Simple, commodity driven, low price products.

 

Who are the BCS Players? Large IT vendors Microsoft SharePoint IBM Lotus Notes Oracle Collaboration Suite American ECM vendors aiming for a specific market Xythos EDMS GroupDrive Collaboration Suite.

Large IT vendors

Microsoft SharePoint

IBM Lotus Notes

Oracle Collaboration Suite

American ECM vendors aiming for a specific market

Xythos EDMS

GroupDrive Collaboration Suite.

BCS Functionality Basic document management Check-in/check-out Version control.

Basic document management

Check-in/check-out

Version control.

BCS Functionality cont. Local, shared or common repository Governing structure to repository Email capture Metadata capture Local and global search

Local, shared or common repository

Governing structure to repository

Email capture

Metadata capture

Local and global search

Some collaboration functions. Some basic workflow capability. BCS Functionality cont.

What’s missing in BCS? Rich Document and Records Management functions Structured workflow Rich Web Content Management Any security other than Access Control Lists Limited ability to provide platform beyond a defined infrastructure SharePoint only works and integrates with Microsoft office Oracle works with Oracle databases IBM focused on IBM products Requires a number of libraries to manage large volumes of information.

Rich Document and Records Management functions

Structured workflow

Rich Web Content Management

Any security other than Access Control Lists

Limited ability to provide platform beyond a defined infrastructure

SharePoint only works and integrates with Microsoft office

Oracle works with Oracle databases

IBM focused on IBM products

Requires a number of libraries to manage large volumes of information.

How do most BCS products operate? Document Library Document Library Document Library Document Library Optional Common or “Records” Repository (often multiple stores)

Why use BCS products? Low cost, large-scale implementation For example: SharePoint below $180/user Comparison: ECM products between $300-$500/user Minimal end user training Somewhat 'out-of-the-box‘.

Low cost, large-scale implementation

For example: SharePoint below $180/user

Comparison: ECM products between $300-$500/user

Minimal end user training

Somewhat 'out-of-the-box‘.

SharePoint

What does SharePoint offer? Collaborative workspaces Work spaces for projects and files online or offline Integrated with document stores and LoB applications Access to communications Email, instant messaging, voice mail, telephones, mobile devices, and Web conferencing Access to information and people Documents, news, directories, and updated LOB data Search and browsing technologies Notifications and alerts People-driven processes Workflow Integrate backend systems (eg. SAP, Siebel, Great Plains)

Collaborative workspaces

Work spaces for projects and files online or offline

Integrated with document stores and LoB applications

Access to communications

Email, instant messaging, voice mail, telephones, mobile devices, and Web conferencing

Access to information and people

Documents, news, directories, and updated LOB data

Search and browsing technologies

Notifications and alerts

People-driven processes

Workflow

Integrate backend systems (eg. SAP, Siebel, Great Plains)

SharePoint’s ‘compliance’ capability ‘ Records center’ Auditing and logging Workflow Digital signatures Classified email Document policies labeling, auditing, and expiration of records Barcodes and labelling Information Rights Management

‘ Records center’

Auditing and logging

Workflow

Digital signatures

Classified email

Document policies

labeling, auditing, and expiration of records

Barcodes and labelling

Information Rights Management

Records Center Storage of ‘records’ to a common store Can define ‘Content types’ Versioning document contents auditing specific changes.

Storage of ‘records’ to a common store

Can define ‘Content types’

Versioning document contents

auditing specific changes.

Add and maintain metadata Labeling, auditing, & expiration of records Access or permission to contents Routing to location based on c ontent type Records Center

Where ‘Records Center’ fits in Document Library Document Library Document Library Document Library Records Center ®

Warning! Although ‘out-of-the-box’, requires significant analysis and design Toolbox of web-parts needs to be integrated into a solution Documents managed individually - not in files or folders No aggregation capability No ability to classify or categorise other than metadata or content types ‘ Classification’ in SharePoint means email type No disposal authorities Just a expiration trigger Security based on access control and individual document’s rights management No national security or sensitivity caveat management

Although ‘out-of-the-box’, requires significant analysis and design

Toolbox of web-parts needs to be integrated into a solution

Documents managed individually - not in files or folders

No aggregation capability

No ability to classify or categorise other than metadata or content types

‘ Classification’ in SharePoint means email type

No disposal authorities

Just a expiration trigger

Security based on access control and individual document’s rights management

No national security or sensitivity caveat management

What about Lotus Notes? Manages documents (Domino.doc, Quickplace) Version control Collaboration, storage and management Archiving Integrates with standard desktop applications and Web browsers Security options Integrates with IBM’s Records Manager at back end.

Manages documents (Domino.doc, Quickplace)

Version control

Collaboration, storage and management

Archiving

Integrates with standard desktop applications and Web browsers

Security options

Integrates with IBM’s Records Manager at back end.

Where IRM fits in Document Library Document Library Document Library Document Library IBM Records Manager (IRM) ®

Do we still need ECM? Rich ECM capability Granularity of version control Information transformation and presentation Structured workflow, business system integration. Records management and archiving Classification, sentencing and disposition Where is the authoritative source? ‘Business value’ versions in the ECM Working documents in collaborative solution

Rich ECM capability

Granularity of version control

Information transformation and presentation

Structured workflow, business system integration.

Records management and archiving

Classification, sentencing and disposition

Where is the authoritative source?

‘Business value’ versions in the ECM

Working documents in collaborative solution

Where does ECM fit in? Focus on importance of information Built-for-purpose, innovative solutions Providing a platform for information management ECM is a tool designed to compliment an information management strategy. Eg. using SharePoint for collaboration and federated search While ECM provides IM ‘Corporate Store’.

Focus on importance of information

Built-for-purpose, innovative solutions

Providing a platform for information management

ECM is a tool designed to compliment an information management strategy.

Eg. using SharePoint for collaboration and federated search

While ECM provides IM ‘Corporate Store’.

Mike Alsup, Gimmal Group Collaborative Environment Check out from controlled into collaborative environment Check in or publish according to business process Controlled Environment ECM & Records Management Example 1.0 2.0 3.0 0.1 0.2 1.1 1.2 2.1 2.2

1.0 2.0 3.0 0.1 0.2 Collaborative Environment Check out and then auto check-in from that point on Check in and then access from collaborative environment Controlled Environment ECM & Records Management Example Working Documents Documents of ‘Business Value’

How will ECM vendors respond to BCS? Some will ignore BCS Most will integrate with SharePoint Some will concentrate on richness of functionality Sell records or web content management capability Structured workflow capability Some will present ‘ECM lite’ solutions Presenting 20% of functionality in interface Similar to BCS functionality.

Some will ignore BCS

Most will integrate with SharePoint

Some will concentrate on richness of functionality

Sell records or web content management capability

Structured workflow capability

Some will present ‘ECM lite’ solutions

Presenting 20% of functionality in interface

Similar to BCS functionality.

Why use ‘ECM Lite’? Greater user take-up and ROI Minimal end user training Somewhat 'out-of-the-box‘. Retain rich functionality for power users Ability to customise design

Greater user take-up and ROI

Minimal end user training

Somewhat 'out-of-the-box‘.

Retain rich functionality for power users

Ability to customise design

ECM

ECM enterprise ‘platforms’ An enterprise platform to build or underpin multiple vertical solutions Eg. case management, asset management or distribution management solutions Custom-built interfaces and integrations are becoming more common Achieves better usability and ROI While also supplying ‘content for everyone’ A robust and flexible platform that does not cost the earth to maintain.

An enterprise platform to build or underpin multiple vertical solutions

Eg. case management, asset management or distribution management solutions

Custom-built interfaces and integrations are becoming more common

Achieves better usability and ROI

While also supplying ‘content for everyone’

A robust and flexible platform that does not cost the earth to maintain.

ECM enterprise platform content for everyone

 

 

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