Basic Content Services vs Innovative IM Strategies and Solutions
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Basic content services (BCS) provide basic document management capabilities at low cost for mass deployment, but lack rich features. Major BCS players include Microsoft SharePoint and IBM Lotus Notes. SharePoint in particular offers collaboration and integrates with other applications, but requires customization and lacks records management features found in enterprise content management (ECM) systems. ECM provides more robust functionality for records management, workflow, and information presentation, and can integrate with collaborative systems to provide both collaboration and control over content.
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Basic Content Services vs Innovative IM Strategies and Solutions
- 2. Basic Content Services vs Innovative IM Strategies and Solutions Presented by Nigel Carruthers-Taylor Director, iCognition Pty Ltd
- 3. BCS ECM ECM ‘Lite’? SharePoint Lotus
- 4. What are Basic Content Services? “ Systems designed to handle scalable, ‘good enough’ content infrastructure that offers basic document management and Web publishing or other content management capabilities at a price that enables mass deployment” Gartner ‘ Content management for everyone’ or ‘ECM Lite’ Simple, commodity driven, low price products.
- 6. Who are the BCS Players? Large IT vendors Microsoft SharePoint IBM Lotus Notes Oracle Collaboration Suite American ECM vendors aiming for a specific market Xythos EDMS GroupDrive Collaboration Suite.
- 7. BCS Functionality Basic document management Check-in/check-out Version control.
- 8. BCS Functionality cont. Local, shared or common repository Governing structure to repository Email capture Metadata capture Local and global search
- 9. Some collaboration functions. Some basic workflow capability. BCS Functionality cont.
- 10. What’s missing in BCS? Rich Document and Records Management functions Structured workflow Rich Web Content Management Any security other than Access Control Lists Limited ability to provide platform beyond a defined infrastructure SharePoint only works and integrates with Microsoft office Oracle works with Oracle databases IBM focused on IBM products Requires a number of libraries to manage large volumes of information.
- 11. How do most BCS products operate? Document Library Document Library Document Library Document Library Optional Common or “Records” Repository (often multiple stores)
- 12. Why use BCS products? Low cost, large-scale implementation For example: SharePoint below $180/user Comparison: ECM products between $300-$500/user Minimal end user training Somewhat 'out-of-the-box‘.
- 13. SharePoint
- 14. What does SharePoint offer? Collaborative workspaces Work spaces for projects and files online or offline Integrated with document stores and LoB applications Access to communications Email, instant messaging, voice mail, telephones, mobile devices, and Web conferencing Access to information and people Documents, news, directories, and updated LOB data Search and browsing technologies Notifications and alerts People-driven processes Workflow Integrate backend systems (eg. SAP, Siebel, Great Plains)
- 15. SharePoint’s ‘compliance’ capability ‘ Records center’ Auditing and logging Workflow Digital signatures Classified email Document policies labeling, auditing, and expiration of records Barcodes and labelling Information Rights Management
- 16. Records Center Storage of ‘records’ to a common store Can define ‘Content types’ Versioning document contents auditing specific changes.
- 17. Add and maintain metadata Labeling, auditing, & expiration of records Access or permission to contents Routing to location based on c ontent type Records Center
- 18. Where ‘Records Center’ fits in Document Library Document Library Document Library Document Library Records Center ®
- 19. Warning! Although ‘out-of-the-box’, requires significant analysis and design Toolbox of web-parts needs to be integrated into a solution Documents managed individually - not in files or folders No aggregation capability No ability to classify or categorise other than metadata or content types ‘ Classification’ in SharePoint means email type No disposal authorities Just a expiration trigger Security based on access control and individual document’s rights management No national security or sensitivity caveat management
- 20. What about Lotus Notes? Manages documents (Domino.doc, Quickplace) Version control Collaboration, storage and management Archiving Integrates with standard desktop applications and Web browsers Security options Integrates with IBM’s Records Manager at back end.
- 21. Where IRM fits in Document Library Document Library Document Library Document Library IBM Records Manager (IRM) ®
- 22. Do we still need ECM? Rich ECM capability Granularity of version control Information transformation and presentation Structured workflow, business system integration. Records management and archiving Classification, sentencing and disposition Where is the authoritative source? ‘Business value’ versions in the ECM Working documents in collaborative solution
- 23. Where does ECM fit in? Focus on importance of information Built-for-purpose, innovative solutions Providing a platform for information management ECM is a tool designed to compliment an information management strategy. Eg. using SharePoint for collaboration and federated search While ECM provides IM ‘Corporate Store’.
- 24. Mike Alsup, Gimmal Group Collaborative Environment Check out from controlled into collaborative environment Check in or publish according to business process Controlled Environment ECM & Records Management Example 1.0 2.0 3.0 0.1 0.2 1.1 1.2 2.1 2.2
- 25. 1.0 2.0 3.0 0.1 0.2 Collaborative Environment Check out and then auto check-in from that point on Check in and then access from collaborative environment Controlled Environment ECM & Records Management Example Working Documents Documents of ‘Business Value’
- 26. How will ECM vendors respond to BCS? Some will ignore BCS Most will integrate with SharePoint Some will concentrate on richness of functionality Sell records or web content management capability Structured workflow capability Some will present ‘ECM lite’ solutions Presenting 20% of functionality in interface Similar to BCS functionality.
- 27. Why use ‘ECM Lite’? Greater user take-up and ROI Minimal end user training Somewhat 'out-of-the-box‘. Retain rich functionality for power users Ability to customise design
- 28. ECM
- 29. ECM enterprise ‘platforms’ An enterprise platform to build or underpin multiple vertical solutions Eg. case management, asset management or distribution management solutions Custom-built interfaces and integrations are becoming more common Achieves better usability and ROI While also supplying ‘content for everyone’ A robust and flexible platform that does not cost the earth to maintain.
- 30. ECM enterprise platform content for everyone