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Managing the information explosion Binesh Lad

20%

80%

Structured Content

Everything else

The Information in Our Organisationsfrom Gartner Group

• 80% of information is unstructured• 42% of transactions are still paper-based• 79% of companies have 2+ repositories • 40 % of IT budgets are spent on integration • 25% have 15+ repositories• 30% of people’s time is spent searching for relevant

information

The Information in Our Organisationsfrom Meta Group

It only spends £5 dealing with the unstructured content

.. But stillFor every £100 an organisation spends maintaining their structured content….

New Perspective On Information Mgmt.by Barry Murphy at Forrester Research July 12, 2005

• Enterprises' return on information is low• Data sprawl creates headaches for IT• An abundance of content creates productivity barriers

for information workers

A Few Questions to Start…

• Have you identified all the content challenges that users, administrators and developers encounter during the course of business?

• Or, are you too painfully aware of the many issues?

• How are you currently handling the situation?• Are individuals in your Organisation gaining value

from all the content that’s created in stored?

Content Challenges within an OrganisationDuplication and Inability to Reuse

• Disparate systems storing unstructured content

Content Challenges within an OrganisationSharing the Right Content to the Right People

• Sharing the right content• Version control problems• Out-of-date and inaccurate content• Native applications required for viewing

• Sharing to the right people• Across the enterprise and to

customers, partners, etc.• Lack of security and access controls• Web delivery requirements

Content Challenges within an OrganisationExpensive, Time Intensive, Manual Processes

• Shipping and printing costs• Routing and approval

processes• Search and retrieval time• Manual conversions to Web-

viewable formats

Content Challenges within an OrganisationResource Constraints and Bottlenecks

• Ineffective use of resources • Clerical staff to IT resources

• Web bottlenecks• HTML coding and posting

Content Challenges within an OrganisationManaging Multiple Web Sites

• The # of Web sites continue to grow• “Webmaster bottlenecks”• Creating & maintaining sites can be

• Inefficient• Inconsistent• Expensive

• Challenges with• Consistent branding vs.

local business objectives• Litigation & risk management

Content Challenges within an OrganisationCompliance and Risk Management

• Compliance and risk management• Digital content increasingly used in

courts during litigation• Demands of compliance mandates

Content Challenges within an OrganisationSometimes…it just makes you angry

What Do You Do With All This Content?How do you…?

• Share• Secure• Minimize risk• Automate

Where Do You Begin?

• How do you develop a strategy for managing unstructured content?

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Enterprise Content Management is a Strategy, not a repository

How To Develop a Strategy for Managing Your Unstructured Information

•Step 1: Provide an enterprise content management (ECM) infrastructure for content and applications

– Establish an ECM standard for your Organisation

•Step 2: Manage all content stores, including legacy systems– Uniform policies across content and data– Control information ‘in-place’, where is lives– Critical to encompassing ECM strategy

•Step 3: Secure information beyond managed environments– Secure content regardless of location– Available from, but not dependent on, ECM infrastructure

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So… How does ECM work?