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AIIM and Vamosa - Practical Cosniderations when Implementing ECM

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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 governance

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AIIM and Vamosa - Practical Cosniderations when Implementing ECM

  1. 1. Practical Considerations for Implementing Enterprise Content Management (ECM)<br />Thursday, October 1, 2009 10:00 AM - 11:00 AM BST<br />Doug Miles, AIIM and Nic Archer, Vamosa<br />
  2. 2. Agenda<br />10.00 Welcome, Ceri Jones, VP Marketing, Vamosa<br />10.05 ‘Enterprise Content Management – who’s achieved it, how are they doing it and what are the issues’ , Doug Miles, MD, AIIM<br />10.35 ‘The Big Challenge – How to deal with the digital landfill’ , Nic Archer, SVP Products Vamosa<br />10.55 Q&A<br />11.00 Close <br />
  3. 3. Welcome<br />Ceri Jones – Vice President of Marketing <br />
  4. 4. Introduction to Vamosa<br />Software solutions company focused on Enterprise Content Governance (ECoG)<br />Fortune 500 customer base<br />Offices in New York, Boston, London and Glasgow<br />Extensive experience of multinational clients with complex content environments<br />Solutions to analyze, enhance, standardize, monitor and maintain all forms of business content<br />Key migration partner for Vignette, Interwoven, IBM, Oracle, Day Software, Microsoft<br />
  5. 5. Doug Miles, MD AIIM <br />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. <br />Doug is a regular contributor to various information management and vertical industry publications and is a clear, enthusiastic and experienced presenter.<br />
  6. 6. Enterprise Content Management- who‘s achieved it, how are they doing it and what are the issues?<br />
  7. 7. About AIIM <br />We are the community that provides education, research, and best practices to help organisations control information and maximise its value.<br /><br />Page 7<br />
  8. 8. How would you best characterize your organization’s experience with document management and records management? <br />Page 8<br />ECM Adoption – <br />Market penetration &gt;75% <br />(within AIIM Community)<br />12% completed enterprise roll out<br />Europe &gt;10 emps (93)<br />AIIM associates<br />
  9. 9. When you consider document and records management technologies, what is the most significant business driver ?<br />Business Drivers<br />Costs,<br />Compliance<br />Customer Service<br />All respondents (476)<br />Page 9<br />
  10. 10. When you consider document and records management technologies, what is the most significant business driver ?<br />Page 10<br />Business Drivers - trend<br />Cost higher than Compliance in the slow down<br />All respondents (476)<br />
  11. 11. Page 11<br />Digital Landfill<br />
  12. 12. For each type of content, evaluate the degree of control that exists in your organization in managing it – “somewhat” or “very unmanaged”.<br />Content Types<br />Text messages, IM, blogs & wikis are off the corporate radar in 70% of organizations<br />All respondents (462)<br />Page 12<br />
  13. 13. Confidence in compliance<br />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?<br /> 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.<br />Page 13<br />
  14. 14. How long would it take to produce all of the organizational information related to a former customer or constituent? <br />Legal Discovery<br />28% would take more than a month<br />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<br />All respondents (468)<br />Page 14<br />
  15. 15. Does your organisation? <br />Governance<br />Only half provide any staff guidance on how to deal with records<br />Only 35% enforce any kind of findability<br />10+ employees non-Trade (554)<br />Page 15<br />
  16. 16. Page 16<br />SharePoint/MOSS 2007 Roll-Out<br />Have you implemented Microsoft SharePoint 2007 (WSS/MOSS) in your organization?  <br />50% of organizations polled are using or implementing SharePoint <br /> + 12% with plans<br />
  17. 17. Is there an executive endorsed plan in your organization as regards where SharePoint will and will not be used?<br />Page 17<br />SharePoint Adoption<br />59% have no plan<br />24% IT lead <br />&gt;10 employeesNot ECM suppliers, SharePoint users (502)<br />
  18. 18. Do you currently use or have immediate plans to use SharePoint 2007/MOSS in the following applications? <br />SharePoint plans<br />Collaboration then DM<br />RM capabilities now better understood.<br />Email very low<br />SharePoint users (233)<br />Page 18<br />
  19. 19. Use of SharePoint with regard to existing ECM, DM and RM suite<br />SharePoint governance<br />Who is driving and controlling SharePoint sites and applications<br />31% conflict between existing ECM and SharePoint<br />Governance is an issue for 44%<br />SharePoint users (233)<br />Page 19<br />
  20. 20. Which of the following policies do you currently have in place for your SharePoint implementation?<br />Page 20<br />Governance<br />Only 22% of SharePoint installations have data quality policies in place.<br />&gt;10 employeesNot ECM suppliers: <br />
  21. 21. Page 21<br />Joined-Up Information - Options<br />“ECM Central”<br />Migrate all content to a single/unified ECM system<br />Single sign-on<br />Connect repositories using SOA, Open Source - or SharePoint?<br />Enterprise Search<br />Go find it wherever it is<br />Manage in Place<br />Find it and then apply a superset of management templates to it for access, retention, legal hold, etc. <br />
  22. 22. Plans in the next 2 years to provide employees with a single point of access to content repositories across your organization <br />Multiple repositories<br />35% migrating to 1 system, <br />34% linking up via portals<br />9% Enterprise Search <br />All respondents (349)<br />Page 22<br />
  23. 23. Which connection mechanisms are you using or developing to link repositories?<br />Multiple Repositories<br />Considerable use of customised links<br />10+ employees non-Trade (479)<br />Page 23<br />
  24. 24. Which 3 of these typical problems have affected your organization’s document or records management implementation? <br />Page 24<br />Implementation<br />All respondents (284)<br />
  25. 25. AIIM State of ECM Industry 2009<br />Download the reports free from:<br />Page 25<br />Doug Miles<br />UK Managing Director, AIIM Europe<br /><br />
  26. 26. Nic Archer, SVP Products, Vamosa<br />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&apos;s strategy and vision for the recently launched suite of products.<br />Nic has had involvement with all of Vamosa&apos;s major customers helping to identify solutions for challenging problems. He&apos;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&apos;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.<br />
  27. 27. The Big Challenge<br />How To Deal With The Digital Landfill<br />Nic Archer – SVP Products - Vamosa<br />
  28. 28. Duplicate content<br />Inconsistent classification<br />Incomplete metadata<br />Accessibility<br />Search engine optimization<br />Web and documents<br />The big challenge is how to deal with your content<br />
  29. 29. Vamosa’s Vision for Enterprise Content Governance (ECoG)<br />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 contentquality. <br />
  30. 30. What is content governance?<br />Quality Built In<br />
  31. 31. Content quality processes deliver Enterprise Content Governance<br />Content quality processes bring appropriate control and structure to content<br />The content quality lifecycle must support:<br />Discovery<br />Enhancement<br />Standardization<br />Monitoring and maintenance<br />All within a rules-based framework that delivers against the organization’s content goals<br />
  32. 32. Typical Pre-project perceptions<br />My content is unique<br />We have no standards applied to our content sources<br />Our target system implementation is unique<br />I can write some scripts to do preserve existing content – it’s easy!<br />We can fill a room with interns or off-shore the job and deal with our content manually<br />Why bother with a systematic process as we are only doing this once?<br />I have a tool, I don’t need a method<br />
  33. 33. 5 Simple Steps to Maintain Your Sanity<br />Based upon 10 years of experience and hundreds of customer engagements establish the following:<br />What content do I have ?<br />What content do I need ?<br />What sort of components do I need?<br />What needs to be done to make it work in the new system?<br />What is the best way to deploy it into the target system?<br />
  34. 34. Step 1 – Get a proper audit<br /><ul><li>Find all Documents, Images and HTML</li></ul>What is actually published?<br />What is not in use?<br />What has been left behind by poor change control?<br />What about multiple versions of single content objects?<br />One image for one product/person/idea<br />One set of base data for multiple MIME types<br />What about external content?<br />What about hybrid systems (CM/Portal/Database)<br /><ul><li>What about metadata?</li></ul>What can be captured?<br />How can it be validated?<br />What about the new information architecture?<br />Where is the metadata to be stored?<br />Has it been classified?<br />Taxonomies?<br />How well implemented is the existing metadata model?<br />
  35. 35. Step 2 – Define what comes from where<br />File Systems<br />CM Repositories<br />Databases<br />Enterprise Applications<br />
  36. 36. Step 3 – Break Sources Into Components<br />
  37. 37. Step 4 – Enhance Content for Business and Target Requirements<br />Some Examples:<br />Classify<br />Add taxonomy<br />New information architecture<br />Spell check<br />Brand align<br />De-duplicate<br />Multi language enablement<br />Search engine optimization<br />Systematic naming conventions<br />eDIscovery rules<br />Workflow positioning<br />Dublin core metadata<br />Etc.<br />
  38. 38. Step 5 – Load Content into ECMS<br />Content as well as context<br />Structure and storage<br />Links<br />Best to load using vendor approved methods<br />Import utilities<br />Vendor API<br />Load speeds will determine best approach<br />Use of change management<br />
  39. 39. Some Use cases<br />
  40. 40. Use case – Production Line<br />Global Life Sciences Business<br />Over 1,000 corporate intranets<br />Into a single corporate portal <br />Extensive input from stakeholders<br />Multiple sources, single target<br />Classified, taxonomy applied, de-duplicated, archived redundant content<br />Created 2 VIA production lines – APL, MPL<br />Completed in 15% of the time and 15% of the original cost estimates for manual/scripting alternatives<br />
  41. 41. Use Case – Small SharePoint<br />Major European airline<br />Time constrained (4 weeks from start to finish)<br />Critical document migration (Sharepoint 2003 to MOSS 2007)<br />Less than 100,000 documents<br />Implemented new naming standards, classified, new IA<br />Completed in under four weeks<br />40% of cost and 20% of time versus manual alternatives<br />
  42. 42. Use Case – Large Website Estate <br />Top 3 global accounting and tax practice<br />Migration of all corporate web estate to Vignette v7<br />Highly regulated<br />Extreme time pressures<br />Updates for SEO, classification, new IA, correct use of copyright attributes, corporate taxonomy, security<br />Completed in 25% of estimated manual time with ~70% cost savings<br />
  43. 43. Use Case – Large Document and Web Implementation<br />Major European Intra Government Agency<br />Very high profile MOSS2007 project<br />Creation of migration process for all web and document content for all intranets and file shares<br />Created initial migration rules base, enabled customer to conduct subsequent migrations<br />Created a two year work program<br />No alternative methods could be found<br />
  44. 44. Use case Very Large Enterprise<br />Leading global technology and solutions provider<br />Integrate into portal concepts<br />Replicate existing IA, add further classification and categorization<br />1:n relationships between sources and target<br />Required phased roll out – hardware, software, consulting, geographies<br />No alternatives were considered due to the complex nature of the project<br />
  45. 45. Questions<br />
  46. 46. Further Information <br />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 <br />