how to improve an ecm system

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How to IMPROVE your existing ECM solutions

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We do research and task forces analyzing trends and opportunities Forbes Magazine called our research with

author Geoffrey Moore the "Best social media idea of 2011”

AIIM published last year #OccupyIT – a manifesto about how business leaders must reclaim IT

AIIM is also a leading provider of training and standards

Copyright © AIIM | All rights reserved.3

It’s all about Content

Enterprise Content Management combines analytics, collaboration, governance and processes with anywhere, anytime access to deliver value to your customers, partners, and employees Improve customer and

staff engagement Ensure compliance Automate processes


An Enterprise Strategy for Content

http://www.aiim.org.uk/publications/ecmroadmap/2005/poster_capture.asp

http://www.aiim.org.uk/publications/ecmroadmap/2005/poster_deliver.asp


Ready for 2020

ENTERPRISEBecoming:• Mobile• Global• Open• Engaged• Agile• Adaptive

MANAGEMENTBecoming:• Social• Collaborative• Open• Flexible• Inclusive

CONTENTBecoming:• Complex• Invaluable• Viewed as

asset• Source of

advantage

E C M


But Don’t Mess Up the Implementation

Studies conducted by Doculabs and others have shown that more than 50 percent of content management implementations are failures – projects that either went over budget, or over time, or that achieved adoption rates that were dismally lower than the initial projections.

Why do so many content management implementations fail to deliver the expected benefits?1. Most organizations still take an overly tactical view

toward Enterprise Content Management2. They don’t prioritize effective planning from a strategic

standpoint on how to realize returns on the investment.Source: Doculabs


The Risks You Face

The top problems that have affected ECM implementations... 42% Underestimated processes and org issues 31% Lack of training internal staff 30% Uneven usage – poor procedures and enforcement 30% Project derailed by internal politics 22% Underestimated effort to distill or migrate content 21% Excessive “scope creep” 19% Taxonomy or metadata concerns


Don’t Implement Yet Another Silo

How many different ECM/DM/RM suppliers/systems does your organization currently use?

None

1 system

2 systems

3 systems

4 systems

5 systems

6 systems

7-10 systems

More than 10 systems

0% 5% 10% 15% 20% 25% 30%


We have turned it off

We have largely replaced it with our ECM/SharePoint system(s)

It works alongside our ECM system(s) for working files

Some departments use ECM, some still use the file share

It is still one of our main repositories

It is the most dominant content store we have

We are now using cloud file-shares in much the same way as X: drives

0% 5% 10% 15% 20% 25% 30% 35% 40%

How would you best describe the current status of your network file-share “repository” (X: drive)?

Get Rid of Old Content Siloes


What are the biggest on-going issues for SharePoint in your organization? (Max FOUR)

Persuading users to manage and share their content in SharePoint and not elsewhere

Expanding the use of SharePoint for more business processes

Aligning governance, security and usage policies with other enterprise apps

Achieving uniformity of classification and metadata structures

Strategic decisions on integration with social, mobile and cloud

The user interface is still difficult

Maintaining and upgrading our customizations

Managing rapidly increasing storage volumes

Managing multiple content types

It’s too complex to manage and enhance

Keeping up to date with version upgrades

All of the above

0% 10% 20% 30% 40% 50% 60%

Your Challenge is NOT the technology


A platform for company-wide information sharing and collaboration

A safe and compliant home for our important information

The focus for a number of repeatable, work-flowed document-centric processes

An enabler for a number of case- or project-related processes

A readily accessible repository for asset, item or plant-related docs, drawings, etc.

The local and remote access portal for many of our content repositories

Our content collating and publishing mechanism

The source for our content analytics/big data projects

Our preferred social platform for activity streams and one-to-many communications

0% 10% 20% 30% 40% 50% 60% 70%

Get Help Achieving Your ECM Strategy

Which of the following would best describe the strategic focus of your main ECM system? (Check those that figure strongly)


Thinking about the scope and development of your SharePoint ECM project, how would you describe progress?

We have achieved all we planned and it is a great

success; 6%

Just about there as planned and moving

forward; 34%

It’s doing the job but progress has stalled somewhat; 28%

We have struggled to meet our original ex-

pectations; 26%

The project has not been a success; 7%

Fix Your SharePoint Implementation


Get it Right with AIIM Training

AIIM – the leading training provider for information professionals 25,000+ course attendees Self-paced or live courses Courses can be customized

for your organization Pass the online exam to earn

the designation

AIIM Content Management Practitioner training course• Learn how to manage content

across devices, locations, and platforms

• Ensure content is available at anytime, from anywhere, from any device with the appropriate control and security

• Recommend content based on device, location, preference, and behavior

• Learn how to develop the necessary taxonomies, metadata, and security models


ECM PRACTITIONER COURSE

Section 1:Content Management Foundations

Section 2:Business Drivers

Section 3:Information Architecture

Section 4:Managing Process & Content

1 Introduction• Introduction to ECM• Business drivers for ECM• Current state of ECM and historical context• Overview of key ECM technologies

7 Productivity• Productivity as a business driver for ECM• User adoption and meeting productivity

goals• Case study examples

12 Understanding ECM Architecture• ECM architecture types• Four core content services• Approaches to managing content• What is information architecture (IA)?• How IA shapes ECM

19 Content Storage• Storage vs. archiving• Online storage• Cloud services• Risks to watch• How to

2 Capture and Creation• Sources of content• Importing content• E-mail• Scanning • Rich media• Social media

8 Information Governance• IG as a driver for ECM• What is IG?• Understanding compliance• Internal, legal and regulatory obligations• Case study examples

13 Metadata• What is metadata?• Business value of metadata• Types of metadata• Sources of metadata• How to plan a metadata strategy• Metadata standards

20 Security & Access Controls• Business value• Protected and sensitive content• Legal & compliance considerations• Means of protection• How to

3 Organizing Content• What is metadata?• Using metadata to organize content• Tagging• Folders and hierarchies• Relationships• Controlling access to content

9 Knowledge Management• KM as a driver for ECM• Understanding institutional memory• Intellectual property • Protecting vital records• Case study examples

14 Taxonomies & Classification• Taxonomies• Types of taxonomies• Classifications• Classification schemes• How to

21 Process & Workflow• Workflow and BPM• Forms and templates• Transactional content management • Integration with LOB apps• Standards and common notations• How to

4 Collaboration• Types of collaboration• Enabling teams• Version control and editing content• Sharing content • Collaborating beyond the document

10 Social Business• Collaboration as a business driver• Web 2.0 to social business• Common use cases • Balancing risks and rewards • Change management• Case study

15 Findability• Defining findability• Findability and metadata • Findability and classification schemes• Search functionality• Recommendation engines• Optimization considerations

22 Retention & Disposition of Electronic Content• Business value• Understanding ERM• The records (and content) lifecycle• Transfer of records• Destruction of records• How to

5 Search & Retrieve• Searching with metadata or tags• Searching with keywords or phrases• Storing routine queries• Sorting and filtering• Navigating folder structures• Recommendations & expert locations

11 Success Metrics• Understanding and choosing metrics• Return on investment• Total cost of ownership• Key performance indicators• How to

16 Analytics & Reporting• Business value of analytics and reporting• Reporting using content metadata• Content analytics• Semantic search• Linked data and entity extraction• Web analytics

23 Digital Preservation• Business value• Preservation vs. conservation• Storage and device considerations• Migrations and conversions • Preservation formats and standards• How to

6 Publish & Deliver• Content for web, portals, intranets• Content for social networks• Content for mobile devices• Feeds, syndication and personalization• Renditions and transformation• Accessibility and standards

17 Interoperability & Integration• Integration with LOB apps• Supporting standards• Means of functional connectivity• Means of programmatic connectivity• Migration and import considerations• How to

24 Retention & Disposition of Physical Records• Business value• Understanding physical records management• Preservation and protection• Transfer and destruction• Paper reduction considerations• How to

18. Performance Considerations• Geography evokes architecture• Distributed, centralized and decentralized Remote

users and mobile workers• Outside entities• Planning: rules of thumb• Sizing, scoping, optimization• How to

25. Creating and Structuring Content• Components• Business value• Types of structured content• Formats and standards• Publication and distribution ramifications• How to

ECM Practitioner – use content to improve collaboration, compliance, and process automation


Standards and best practicesThe courses use and refer to standards when possible including benefits and disadvantages

All AIIM training courses have an international focus with local examples of regulations and standards


24-7 course access for 6 months

Unlimited access for 6 months

Downloadable resources, checklists, and templates

Online exam leading to an AIIM designation


Course feedback…

“Fujitsu chose the AIIM ECM Training Program to empower our partners with the tools and strategies to help companies world-wide achieve successful ECM implementations.” Pamela Doyle, Director, Fujitsu Imaging Products Group

“The AIIM ECM training course provides an extremely comprehensive platform related to the enterprise content management industry and the technologies that support and drive it. The materials are thorough, up-to-date and well presented. I would recommend the course to both vendors and customers of ECM solutions.”John Opdycke, Former Vice President of Marketing, Hyland Software

In today’s Web 2.0 world, companies are required to provide a set of user experiences that enable employees to work with corporate information the way they work with personal information—easy to use, easy to find and easy to interact with others. Now more than ever, comprehensive enterprise content management training that incorporates the use of Web 2.0 technologies is a must-have for companies. With its broad-based support and real-world approach, AIIM continues to be the gold standard for ECM training.” Whitney Bouck, General Manager, Box Enterprise at Box


Course feedback…

“AIIM’s training programs are essential to anyone in Information Management. Without up to date training, systems and programs are set up — but may be at risk, in the long run, if developed by the under trained. The Information Management Industry as a whole is developing at the speed of light, so even someone like myself (a 23 year veteran) needs to refresh their training and stay on top of technology and advancement in trends to understand how to apply it. AIIM’s training programs provide this education.” TK Train, CRM, ECMp, MBA, Document Control Manager, Gambro

“Enterprise records management or content management projects are comprised of cross functional teams with various backgrounds and specialties. It is important to the success of such projects that interdisciplinary teams develop a common lexicon and understanding of key concepts as fast as possible to enable collaboration. AIIMs educational curricula serve this need quickly and excellently”, Jayne Bellyk, RIM Program Manager, Chevron Phillips Chemical Company LP


Sign up now at www.aiim.org/training

Self-paced Practitioner courses start at $790 per person Includes 6 months access to online resources, handouts, and exam Contact AIIM to get significant student-bulk discounts for 10+ students Instructor is available for 6 months to answer questions and provide

guidance 3 x 90 min virtual live Practitioner sessions just for your

organization for $3,700 with max 15 attendees AIIM organizes 3 x 90 min live virtual sessions with experienced

instructor and subject matter expert Attendees get 6 months access to online resources, handouts, and

exam Instructor is available for 6 months to answer questions and provide

guidance

how to improve an ecm system

Technology

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ecm systems

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