aiim and vamosa - practical cosniderations when implementing ecm
DESCRIPTION
AIIM give a great overview of a recent survey on the motivators for implementing ECM in todays economy, and Vamosa talk about how to get the best out of your content through enterprise content governanceTRANSCRIPT
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Practical Considerations for Implementing Enterprise Content Management (ECM)Thursday, October 1, 2009 10:00 AM - 11:00 AM BSTDoug Miles, AIIM and Nic Archer, Vamosa
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Agenda
10.00Welcome, Ceri Jones, VP Marketing, Vamosa10.05 ‘Enterprise Content Management – who’s achieved it, how are they doing it and what are the issues’ , Doug Miles, MD, AIIM10.35 ‘The Big Challenge – How to deal with the digital landfill’ , Nic Archer, SVP Products Vamosa10.55Q&A11.00Close
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Ceri Jones – Vice President of Marketing
Welcome
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Introduction to Vamosa
Software solutions company focused on Enterprise Content Governance (ECoG)Fortune 500 customer baseOffices in New York, Boston, London and GlasgowExtensive experience of multinational clients with complex content environmentsSolutions to analyze, enhance, standardize, monitor and maintain all forms of business contentKey migration partner for Vignette, Interwoven, IBM, Oracle, Day Software, Microsoft
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Doug Miles, MD AIIM
Doug Miles has been with AIIM since January 2005, taking over in March 2006 as UK Managing Director. He has over 25 years experience of working with users and vendors across a broad spectrum of IT applications. An early pioneer of document management systems, Doug has been involved in their evolution from technical solution, through business process optimisation to the current enterprise-wide adoption. Most recently, Doug has produced a number of survey reports on user issues and drivers for ECM, Email Management, Records Management and Enterprise 2.0. Doug has also worked closely with other enterprise-level IT systems such as ERP and CRM. Doug has an MSc in Communications Engineering and is an MIEE.
Doug is a regular contributor to various information management and vertical industry publications and is a clear, enthusiastic and experienced presenter.
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Enterprise Content Management
- who‘s achieved it, how are they doing it and what are the issues?
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About AIIM
We are the community that provides education, research, and best practices to help organisations control information and maximise its value.
www.aiim.org.uk
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How would you best characterize your organization’s experience with document management and records management?
ECM Adoption –
Europe >10 emps (93)
AIIM associates
Not yet begun
Plan in the next 6 months.
Departmental Integrating across
depts
Implementing en-terprise scale
Completed enterprise scale
Market penetration
>75%
(within AIIM Community)
12% completed enterprise
roll out
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When you consider document and records management technologies, what is the most significant business driver ?
Business Drivers
All respondents (476)
Improve efficiency
Compliance
Optimize business processes
Mitigate risk
Improve customer service
Reduce costs
Faster turnaround/Improved response
Competitive advantage
0% 5% 10% 15% 20% 25%
Costs,
Compliance
Customer Service
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When you consider document and records management technologies, what is the most significant business driver ?
Business Drivers - trend
All respondents (476)
2004 2005 2006 2007 2008 20090%
10%
20%
30%
40%
50%
60%
Cost/EfficiencyCompliance/RiskCustomer Service
Cost higher than
Compliance in the slow
down
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Digital Landfill
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For each type of content, evaluate the degree of control that exists in your organization in managing it – “somewhat” or “very unmanaged”.
Content Types
All respondents (462)
Corporate records
Marketing materials
Paper forms
Computer reports
Paper correspondence
Web content - current
Office docs (Word, Excel, etc)
Faxes
Web content - archive
E-mails
E-mail attachments
Pictures & Sound files
Blogs and Wikis
Instant messages
SMS messages
0% 10% 20% 30% 40% 50% 60% 70% 80% 90%
Text messages, IM, blogs &
wikis are off the corporate radar
in 70% of organizations
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Confidence in compliance
56% have little or no confidence that emails and documents related to commitments and obligations made by them and their staff are recorded, complete, and retrievable?
37% are not very or not at all confident that their electronic records have not been changed, deleted, or inappropriately accessed, rising to 43% in larger companies.
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less than 5 days
5-14 days
15-30days
31-60 days
more than 60 days
0% 5% 10% 15% 20% 25% 30%
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How long would it take to produce all of the organizational information related to a former customer or constituent?
Legal Discovery
All respondents (468)
28% would take more than a
month
18% had been exposed to a
legal challenge in the last 12 months and a further 15% in
the last 3 years – a 1 in 3 chance
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Train new staff in how to deal with paper records
Train new staff in how to deal with electronic records
Update existing staff regularly on how to deal with paper records
Update existing staff regularly on how to deal with electronic records
Have guidelines on what constitutes a record
Set guidelines on where or how it should be stored
Set guidelines on how to deal with emails as records
Enforce a standard fileplan/classification scheme
Maintain an official thesaurus
None of these
0% 10% 20% 30% 40% 50% 60% 70%
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Does your organisation?
Governance
Only half provide any
staff guidance on how to deal with records
Only 35% enforce any
kind of findability
10+ employees non-Trade (554)
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SharePoint/MOSS 2007 Roll-Out
Have you implemented Microsoft SharePoint 2007 (WSS/MOSS) in your organization?
50% of organizations
polled are using or
implementing SharePoint + 12% with
plans
Not sure what SharePoint is; 3%
No plans; 35%
Plans in next 12-18 months; 13%
Use SharePoint 2003; 9%
Implementating now; 17%
Using WSS; 8%
Using MOSS; 16%
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Is there an executive endorsed plan in your organization as regards where SharePoint will and will not be used?
SharePoint Adoption
59% have no plan
24% IT lead
>10 employeesNot ECM suppliers, SharePoint users (502)
Yes: agreed by IT and Records Management
17%
Yes: set by IT24%
No: we are waiting to see how initial usage
goes29%
No30%
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Do you currently use or have immediate plans to use SharePoint 2007/MOSS in the following applications?
SharePoint plans
SharePoint users (233)
Collaboration/workspaces
Document management (check in/check out)
File share replacement
Portal
Web content management (internal/Intranet)
Forms processing
Business Process Management (Workflow)
Enterprise 2.0 (Forums, Blogs & Wikis)
Enterprise Search
Records management
Web content management (external)
Scanning and imaging
HR processes (Expenses, holidays, etc)
Email management
Business Intelligence (BI)
Legal discovery/Legal hold
0% 10% 20% 30% 40% 50% 60% 70% 80%
Collaboration then DM
RM capabilities now better
understood.
Email very low
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Use of SharePoint with regard to existing ECM, DM and RM suite
SharePoint governance
SharePoint users (233)
Works in competition
Works in parallel
Fills in some functions
Is integrated with our existing suites
Sits on top of our DM/RM repository
SharePoint is our ECM suit
None of these
-10% 0% 10% 20% 30%
Records Management
IT with input from Records Management
IT with no input from Records Management
No one, but we have set up rules and metadata guidelines
No one, and it's completely out-of-control
0% 10% 20% 30% 40% 50%
Who is driving and controlling SharePoint sites and applications
31% conflict between existing ECM and SharePoint
Governance is an issue for 44%
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Which of the following policies do you currently have in place for your SharePoint implementation?
Governance
>10 employeesNot ECM suppliers:
Policy on who can set up a team site, and their responsibilities
Policy on roles, administrative rights and access
Approved site design templates
User training plan
Aministrator training plan
Guidance on corporate classification and use of content types and columns
Quotas (numbers/storage) by user, by sites, etc.
Guidance on published content exposed to staff or public
Restrictions on stored content with regard to security – eg, HR, Finance
Guidance on use and longevity of blogs, projects and long-term sites
End-of-life policy for sites and contents
Policy on use of third party products and web parts
Legal discovery procedures
None of these
0% 10% 20% 30% 40% 50% 60%
Only 22% of SharePoint installations have data quality policies in place.
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Joined-Up Information - Options
“ECM Central”Migrate all content to a single/unified ECM system
Single sign-onConnect repositories using SOA, Open Source - or
SharePoint?
Enterprise SearchGo find it wherever it is
Manage in PlaceFind it and then apply a superset of management templates
to it for access, retention, legal hold, etc.
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Plans in the next 2 years to provide employees with a single point of access to content repositories across your organization
Multiple repositories
All respondents (349)
Migrate content to a centralised ECM system
Provide a single-sign-on portal using SharePoint
Provide a single-sign-on portal using an alternative provider
Provide a single-sign-on portal using Open Source
Use a dedicated Enterprise Search engine
Not planning to link up repositories
We do not have any significant repositories to link up
0% 10% 20% 30% 40%
35% migrating to 1 system,
34% linking up via portals
9% Enterprise
Search
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Which connection mechanisms are you using or developing to link repositories?
Multiple Repositories
10+ employees non-Trade (479)
Considerable use of
customised links
In-house developed
Vendor supplied as standard
Vendor custom-developed
Third-party middleware
Enterprise search
None of these
0% 5% 10% 15% 20% 25% 30% 35% 40%
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Which 3 of these typical problems have affected your organization’s document or records management implementation?
Implementation
All respondents (284)
Underestimated process and organizational issues
Uneven usage due to poor procedures and lack of enforcement
Lack of knowledge or training among our internal staff.
Project derailed by internal politics
Low user acceptance due to poor design or clumsy implementation
Excessive "scope creep"
Underestimated the effort to distill and migrate content
Poorly defined business case
Failed to secure agreement on fileplans, taxonomy and metadata
Failed to think of benefits/issues beyond our business unit.
Lack of knowledge or training among our external staff/suppliers.
Budget was overrun
Failed to prioritize "high-value" content
0% 5% 10% 15% 20% 25% 30% 35% 40% 45%
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AIIM State of ECM Industry 2009
Download the reports free from: www.aiim.org.uk/research
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Doug Miles
UK Managing Director, AIIM Europe
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Nic Archer, SVP Products, Vamosa
Since joining Vamosa in 2001, Nic has helped transform the company into a sector-defining software and solutions company specializing in the emerging area of Enterprise Content Governance (ECoG). Nic has led the expansion of Vamosa in the US, while continuing to work closely with the UK team on Vamosa's strategy and vision for the recently launched suite of products.
Nic has had involvement with all of Vamosa's major customers helping to identify solutions for challenging problems. He's enabled major investment and insurance companies to move content away from legacy applications using his in-depth understanding of the way enterprise applications work behind the scenes. He's quick to understand the underlying business issue and help customers choose and implement the correct technology solutions in the most cost-effective and beneficial manner.
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The Big ChallengeHow To Deal With The Digital Landfill
Nic Archer – SVP Products - Vamosa
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Duplicate contentInconsistent classificationIncomplete metadataAccessibilitySearch engine optimizationWeb and documents
The big challenge is how to deal with your content
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Vamosa’s Vision for Enterprise Content Governance (ECoG)
Vamosa’s vision is to deliver control and structure to all enterprise content in a fully automated way with an end-to-end solution for Enterprise Content
Governance (ECoG) to reduce total cost of ownership, address compliance mandates,
optimise CMS investments and maintain content quality.
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What is content governance?Compliance• eDiscovery• Complex brand
management• Audit• Version control
Maximize ROI• Storage• Optimised
CMS
Access• to corporate knowledge• Findability• Smarter working
Risk Mitigation• Legal and
industry regulations
• Audit trail• 360o view
Quality Built In
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Content quality processes deliver Enterprise Content Governance
Content quality processes bring appropriate control and structure to contentThe content quality lifecycle must support:– Discovery– Enhancement– Standardization– Monitoring and maintenance
All within a rules-based framework that delivers against the organization’s content goals
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Typical Pre-project perceptions
My content is uniqueWe have no standards applied to our content sourcesOur target system implementation is uniqueI can write some scripts to do preserve existing content – it’s easy!We can fill a room with interns or off-shore the job and deal with our content manuallyWhy bother with a systematic process as we are only doing this once?I have a tool, I don’t need a method
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5 Simple Steps to Maintain Your Sanity
Based upon 10 years of experience and hundreds of customer engagements establish the following:
1. What content do I have ?2. What content do I need ?3. What sort of components do I need?4. What needs to be done to make it work in the
new system?5. What is the best way to deploy it into the target
system?
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Step 1 – Get a proper audit
• Find all Documents, Images and HTML
• What is actually published?
• What is not in use?• What has been left behind
by poor change control?• What about multiple
versions of single content objects?
– One image for one product/person/idea
– One set of base data for multiple MIME types
• What about external content?
• What about hybrid systems (CM/Portal/Database)
• What about metadata?– What can be captured?– How can it be validated?– What about the new
information architecture?– Where is the metadata to be
stored?– Has it been classified?– Taxonomies?– How well implemented is the
existing metadata model?
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Step 2 – Define what comes from where
Enterprise Applications
CM Repositories
Databases
File Systems
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Step 3 – Break Sources Into Components
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Step 4 – Enhance Content for Business and Target Requirements
Some Examples:ClassifyAdd taxonomyNew information architectureSpell checkBrand alignDe-duplicateMulti language enablementSearch engine optimizationSystematic naming conventionseDIscovery rulesWorkflow positioningDublin core metadataEtc.
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Step 5 – Load Content into ECMS
Content as well as contextStructure and storageLinksBest to load using vendor approved methods– Import utilities– Vendor API– Load speeds will determine best approach
Use of change management
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SOME USE CASES
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Use case – Production Line
Global Life Sciences BusinessOver 1,000 corporate intranetsInto a single corporate portal Extensive input from stakeholdersMultiple sources, single targetClassified, taxonomy applied, de-duplicated, archived redundant contentCreated 2 VIA production lines – APL, MPLCompleted in 15% of the time and 15% of the original cost estimates for manual/scripting alternatives
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Use Case – Small SharePoint
Major European airlineTime constrained (4 weeks from start to finish)Critical document migration (Sharepoint 2003 to MOSS 2007)Less than 100,000 documentsImplemented new naming standards, classified, new IACompleted in under four weeks40% of cost and 20% of time versus manual alternatives
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Use Case – Large Website Estate
Top 3 global accounting and tax practiceMigration of all corporate web estate to Vignette v7Highly regulatedExtreme time pressuresUpdates for SEO, classification, new IA, correct use of copyright attributes, corporate taxonomy, securityCompleted in 25% of estimated manual time with ~70% cost savings
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Use Case – Large Document and Web Implementation
Major European Intra Government AgencyVery high profile MOSS2007 projectCreation of migration process for all web and document content for all intranets and file sharesCreated initial migration rules base, enabled customer to conduct subsequent migrationsCreated a two year work programNo alternative methods could be found
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Use case Very Large Enterprise
Leading global technology and solutions providerIntegrate into portal conceptsReplicate existing IA, add further classification and categorization1:n relationships between sources and targetRequired phased roll out – hardware, software, consulting, geographiesNo alternatives were considered due to the complex nature of the project
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QUESTIONS
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Further Information
Thank you for taking time out to attend this webinar, if you would like a copy of the slides or you would like further information on this topic please email [email protected].