From Enterprise Content Management to Enterprise Information Management

From Enterprise Content Management to Enterprise Information Management Dr. Ulrich Kampffmeyer FUJITSU Channel Partner Conference Marrakech, February 12, 2009 PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer Gmb. H

AGENDA Welcome to the digital world: Content is King Enterprise Content Management: Pre-condition for effective information management The ‘C’ in ECM: Market drivers for enterprise content management The Future: From ECM to EIM

0100101010 0111100011 101011 101000111010 Welcome to the digital world Content is king!

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.

THE CONTENT “BIG BANG“ Giga. Byte 2005 52 Bln Exa. Byte Every year be produce three Tera. Byte times the amount of information than the year before. Peta. Byte 2004 36 Bln 2002 12 Bln 2001 6 Bln 2000 3 Bln 40, 000 BC 3500 BC 105 1450 1870 1947 1950 Late 1960 s Cave painting tools Writing Paper Printing Electricity, telephone Transistor Computer Internet 1993 The Web Gigabytes 2003 24 Bln

THE CONTENT “BIG BANG“ Unstructured information and data grow at different rates 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 emails are sent each year About 65% of all infomation consists of relevant records that must be retained 95% of all records could be destroyed 78% average growth Email, videos, audio, scanned documents, Drowned by information, multi media objects we are searching for and other unstructured knowledge. information generates the majority of data. Storage Demand Petabytes Fixed, unstructured data Dynamic, structured data

CHARACTERS, DATA, INFORMATION, KNOWLEDGE THE PYRAMID Contexts Examples Mechanisms of the currency market Conversion rate Knowledge Linkage Information Context € 1 = US$ 1. 30 Data 1. 30 1, 0, 3 Syntax Characters Character set and. Relationships between the levels of the definition hierarchy

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

CONTENT 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. But how to manage effiecently? • Content is content an economic resource. • Defined by its business value and its contents, content may become a record.

Enterprise Content Management Pre-condition for effective information management

DEFINITION & CONCEPTS

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

ECM: DEFINITION “Enterprise Content Management is the Strategies, Methods Technologies 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

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

ENTERPRISE CONTENT MANAGEMENT INFRASTRUCTURE E-Business ERP AP/AR RM/A CRM HRM EAI Workflow Data Warehousing Mining Domino Integration Collaboration Web Content Management Exchange Enterprise Applications RDMS Doc Mgmt Imaging File System Enterprise Content Management Infrastructure

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

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

ECM CONCEPT #3 E-Business Uniform, federated enterprise repository for all types of information ERP AP/AR RM/A CRM HRM EAI Workflow Data Warehousing Mining Domino Integration Collaboration Web Content Management Exchange Enterprise Applications RDMS Doc Mgmt Imaging File System Enterprise Content Management Infrastructure

ECM COMPONENTS

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

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

MANAGE Collab DM WCM WF/ BPM RM

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

MANAGE COLLABORATION • Collaborative authoring • Knowledge bases • Whiteboards • Video conferencing • Consolidation of information Collab DM & • Web 2. 0 • Enterprise 2. 0 STORE WF/ BPM RM WCM

MANAGE WEB CONTENT MANAGEMENT • Content creation • Publication process • Conversion • Security • Web site visualization Collab DM & • DAM Digital Asset Management • Web 2. 0 STORE WF/ BPM RM WCM

MANAGE RECORDS MANAGEMENT • Filing structures and file plans • Thesaurus • Retention periods • Metadata • Archive management Collab DM & • Mo. Req 2 • ICA-ISDF STORE WF/ BPM RM WCM

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

STORE Repositories Library Services Technologies

STORE Repositories ILM Information Library Services Lifecycle Management Technologies

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

PRESERVE Long-Term Archiving implies Continuous Migration

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

The ‘C’ in ECM Let‘s talkdrivers about ECM Market for trends … enterprise content management

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

Collaboration & 2. 0

COLLABORATION • 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.

COLLABORATION • 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.

COMMUNITIES 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?

COMMUNITIES 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.

Governance, Risk Management & Compliance

COMPLIANCE MEETING LEGAL REQUIREMENTS • Compliance with and fulfillment of legal and regulatory requirements. • Legal and regulatory compliance is essential for all companies and administrative bodies.

COMPLIANCE MEETING LEGAL REQUIREMENTS • 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.

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

Complexity, Convergence & Component Architectures

COMPLEXITY REDUCING COMPLEXITY • ECM solutions are almost all designed for in-house 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.

COMPLEXITY REDUCING COMPLEXITY • 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.

COMPLEXITY REDUCING COMPLEXITY • 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.

COMPONENTS 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.

COMPONENTS ECM SERVICES, COMPONENTS AND SUBSYSTEMS • 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.

Continuity, Control & Conservation

CONTINUITY 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.

CONTROL 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.

CONSERVATION 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.

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.

Competitiveness & Cost ECM solutions to fight the current crisis

COMPETITIVENESS • 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. ” • ECM’s benefits are more important than ever, and especially in a challenging economic environment.

COST 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.

THE VALUE OF INFORMATION CORRECTNESS, AVAILIBILITY & USE “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.

Competition & Consolidation

CONSOLIDATION 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.

MAGIC QUADRANT OF THE GARTNER GROUP SEPTEMBER 2007 Of 18 vendors, 6 are no longer independent

MAGIC QUADRANT OF THE GARTNER GROUP SEPTEMBER 2007 Autonomy HP

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

Groupware & office standard COMPETING VENDORS software suppliers Print. WCM & output management & portal software suppliers Collaboration W C M ag an m /P or t pu ta l ut O em International & regional ERP software suppliers specialists Printer, MFD &ECM scanner with integrated ECM functionality suppliers & Saa. S offerings ECM & Outsourcing Database. Integrators suppliers with & ASP add-on solutions withsubsystems BLOB concepts Storage & storage & Cloud computing suppliers & Mobile & Open Source &, &, & … H ar d w ar e ERP-Workflow/ Records Manag. t en gr te ab as e In D n at io at Storage/Archivierung

The market is growing fast …

The market is growing fast … But the growth is shared among many old and new competitors

The Future From ECM to EIM

ECM: CLAIM

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

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. ”

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.

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

EIM ENTERPRISE INFORMATION MANAGEMENT PROJECT CONSULT DEFINITION • 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 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.

EIM ENTERPRISE INFORMATION MANAGEMENT PROJECT CONSULT DEFINITION 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 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

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!

Outlook

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. ”

THE FUTURE IN THE INFORMATION AGE “Does man rule machine or machine rule man? As the 21 st 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 selfconception as human beings. ”

THE FUTURE IN THE INFORMATION AGE “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 won’t be anything comparable any time soon. ”

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

Thanks for listening ! Dr. Ulrich Kampffmeyer E-Mail: Ulrich. Kampffmeyer@PROJECT-CONSULT. com Presentation slides, Newsletter, Information. . . www. PROJECT-CONSULT. com …and have a nice time in Marrakech!