Computers in Libraries 2005 Session C 302 Libraries

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Computers in Libraries 2005 Session C 302 Libraries and Institutional Content Management Systems Carol

Computers in Libraries 2005 Session C 302 Libraries and Institutional Content Management Systems Carol Knoblauch, Product Manager, Open Text, Inc. [email protected] com 18 March 2005 Copyright © 1995 -2004 Open Text Inc. All rights reserved.

Abstract Enterprise Content Management (ECM) is a comprehensive set of principles, processes and tools

Abstract Enterprise Content Management (ECM) is a comprehensive set of principles, processes and tools applied to controlling the lifecycle of an information resource from creation, approval, publication, and maintenance, to archiving and destruction. ECM is an integrated platform that consolidates content related activities like search, document management, and Web content management with collaboration activities like Web meetings, e-mail, and Communities of Practice. In 2004, KMWorld Magazine announced that “the checkbook is open for ECM”. In addition to the usual motivators for investing in technology, addressing information overload and increasing productivity, the biggest impact on the ECM market comes from the growing demands of regulatory compliance. As organizations adopt systems to support compliance initiatives and connect various content, collaboration and process-centric programs, the integrated ECM system will be the destination of choice for most employees. Information Professionals should join them. There are many roles for Information Professionals in ECM: as a user advocate to articulate information needs and requirements; as a content advocate to apply search and categorization to add value to authenticated content; and as a moderator and knowledge broker in an online community. 2

Topics § Enterprise Content Management (ECM) § Elements of ECM - Search Document Management

Topics § Enterprise Content Management (ECM) § Elements of ECM - Search Document Management Collaboration Business Process Management Document Lifecycle Management Web Content Management Portal Technology § Differentiating Content – Roles for Information Professionals 3

Enterprise Content Management (ECM) Collaboration + Content + Process = ECM 4

Enterprise Content Management (ECM) Collaboration + Content + Process = ECM 4

Working with Information Rich Content Images Documents Forms Structured Data Structured Tasks | Collaborative

Working with Information Rich Content Images Documents Forms Structured Data Structured Tasks | Collaborative Workflow | Flexible Collaboration 5

ERP vs. ECM – Very Different ERP - Database Structured Data ECM - Word

ERP vs. ECM – Very Different ERP - Database Structured Data ECM - Word Index Unstructured Data 6

Market Consolidates from Point Solutions Rich Content IM Search Web Conferencing Images Knowledge Classification

Market Consolidates from Point Solutions Rich Content IM Search Web Conferencing Images Knowledge Classification Management Documents Forms Groupware Online Meetings E-mail Projects Records Management Portal Web Content Management Content Archiving Document Management Imaging DAM Workflow BPM Structured Data Structured Tasks | Collaborative Workflow | Flexible Collaboration 7

ECM Becomes Essential Market Size: $19 B Source: Ovum Business Challenge: • Cost Savings

ECM Becomes Essential Market Size: $19 B Source: Ovum Business Challenge: • Cost Savings (application consolidation) • Compliance (control all content) Compliance DMS 1985 WCM 1995 ECM 2001 ECM Killer App 2003 Broad 2007 Market Awareness 2005 8

Enterprise Search Advanced Search Options § Boolean, stemming § Proximity, adjacency § Linguistic &

Enterprise Search Advanced Search Options § Boolean, stemming § Proximity, adjacency § Linguistic & semantic analysis § Natural language processing § Categorization, classification, taxonomy, thesaurus § § § Result Set Options Sort and relevance ranking Hit-highlighting and navigation Intelligent summarization Entity extraction Analysis and visualization Guided navigation 9

Document Management (DM) Tools to control document creation, review, authorization, publication and storage §

Document Management (DM) Tools to control document creation, review, authorization, publication and storage § § Electronic Document Management Security (repository vs shared drives) Workflow for review and approval Version control and audit trails Linking documents § § Production Business Document Management Image management and archiving Workflow for sharing and tracking Metadata definition and identification Optical character recognition (OCR) 10

Collaboration 11

Collaboration 11

Knowledge Management (KM) 12

Knowledge Management (KM) 12

Business Process Management (BPM) Content 13

Business Process Management (BPM) Content 13

Document Lifecycle Management (DLM) 14

Document Lifecycle Management (DLM) 14

Web Content Management I want to quickly setup a site and I want to

Web Content Management I want to quickly setup a site and I want to reuse content from my DMS. I don‘t want to learn new tools and it better be easy to use! I need to communicate internally and externally to all sorts of different constituents. Its driving me mad!!! Project Mgr Authors Business Owner I need full control over Corporate Identity and design Webmaster Web Content Graphic Designer I want a solution which works seamlessly with my development environment Marketing Mgr The WCM system must fit into my overall technology and ECM vision I want a productivity tool and I don‘t want to program. IT Manager Business Driven Application Developer Technically Driven 15

Enterprise Portals 16

Enterprise Portals 16

More ECM Technologies § § § Multimedia – voice and video Digital asset management

More ECM Technologies § § § Multimedia – voice and video Digital asset management Digital rights management Unified communications E-learning - Skills management - Expertise location § Integrated document archiving and retrieval § Customer relationship management (CRM) 17

Finding Opportunities 18

Finding Opportunities 18

Be a User Advocate 19

Be a User Advocate 19

Be a Content Advocate 20

Be a Content Advocate 20

Build a Community 21

Build a Community 21