The University of North Carolina at Charlotte Enterprise

The University of North Carolina at Charlotte Enterprise Electronic Content Management Food for Thought November 2005

The world according to Gartner “Forging new ways to link and centrally manage vast amounts of dispersed content creates irresistible benefits – so much so that in 2006, "content integration will become an important part of enterprise architecture planning and business process re-engineering” The University of North Carolina at Charlotte

Information is Power, but too much Information is a different Story l l Information mushrooms across multiple file servers, disparate databases, isolated exchange folders and disconnected document repositories These mountains of content means that organizations have little or no knowledge of the risks – or the value – inherent in the content they actually hold Torrent of unstructured data – word-based documents, email, images, and video content. About 90% of an organization's content today exists as unstructured data and this content is doubling in volume every two months. Peter Jelinski, SVP Business Segment Management, Open Text Corporation The University of North Carolina at Charlotte

CIO Priority of ECM Source: SCT-Documentum, Spring 2005 The University of North Carolina at Charlotte

EECM l Who – – – l Why – l – Needs to be managed? What is content management? How – l Do we care? What – l Produces content? Manages content? Consumes content? Can we go about it? Which – Functions are part of an EECM system? The University of North Carolina at Charlotte

Who - Producers l l l Faculty Researchers Staff Students External agencies l l l Library ERP LMS Office Web authoring tools DBMSs The University of North Carolina at Charlotte

Who - Manages l l l Set up Content repository Create/Edit Metadata Control Access Control Version Manage Checkin/checkout Manage digital rights The University of North Carolina at Charlotte

Who - Consumers l l l Faculty Researchers Staff Students External agencies l l Browser File Management Systems Search Engines Forms The University of North Carolina at Charlotte

Why l l l Too often content is created by authors working in isolation Walls are erected among content areas -stovepipes Content is created, recreated, and recreated Content gets lost Multiple versions of the truth Unauthorized access The University of North Carolina at Charlotte

Why l We are drowning in information – – l l Can’t find related information Can’t bridge information silos Need for collaboration Compliance l l l Retention Archival Regulations, legislation The University of North Carolina at Charlotte

Why? The carrot that's being dangled l l l Faster, more precise business, academic and student processes Greater support for the discovery of information for litigation and to ensure the integrity of financial control and reporting Stronger marketing, retention and service efforts through improved customer knowledge Easier collaboration among employees, students and Faculty Higher capability for joining separate document stores, and delving into broad expanses of content for enhanced business intelligence The University of North Carolina at Charlotte

Compliance Complying with laws, regulations, and standards imposed by the government, regulatory bodies, or internal policies. Why use ECM in Higher Education? Efficiency Lowering cost and increase of operational efficiency (speed) by automating of processes and providing the right content to the right people at the right time. Consistency Enforcement of business rules that ensure that the right content is being used independently of relationship, distance, communication infrastructure, or language. Quality of Service Improve student satisfaction, increase student loyalty by providing better service. Improve Information Access, Collaboration ; improve information depth about students -> retention Archiving The need to preserve content in an automated, inexpensive, and readily available way. Consolidation Reducing the TCO and vendor-related risks by consolidating the number of suppliers and by leveraging the economies of scale resulting from employing a smaller number of larger systems. Source: SCT-Documentum, Spring 2005 The University of North Carolina at Charlotte

Contracts What is Content? Manuals l Images X-rays Instant Messages E-mail and Attachments The amount of information is growing every year l Includes structured, semi-structured, and unstructured data l Over 80% of enterprise information is unstructured Source: Fulcrum Research Forms Unstructured Checks Structured Rows and Columns Claims PDFs Rich Media Paper Audio and Video XML Source: SCT-Documentum, Spring 2005 Invoices Documents Web Pages Records The University of North Carolina at Charlotte

What – needs to be managed l l Web Content Enterprise data – – l l l E-Mail Documents Academic Collections – – – l Academic HR Financial Legacy data Digital Library E-Reservers Research Digital Assets – Rich media, graphics, video, audio The University of North Carolina at Charlotte

Connecting People, Process, and Content Processes WWW People Source: SCT-Documentum, Spring 2005 Content The University of North Carolina at Charlotte

Manage Create / Capture Chat and Discussions Deliver E-mail Web & Portal Content CD-Rom Fax Desktop Authoring Tools Portals Paper Wireless ECM Platform Rich Media Scanned Images Security and Access Control Library Services Rendition Management Archive / Dispose Search Other Enterprise Applications E-mails Source: SCT-Documentum, Spring 2005 Workflow Lifecycle Management The University of North Carolina at Charlotte

How: A unified content strategy l l Provides a repeatable method of identifying all content requirements up front Creates consistently structured content for reuse Manages that content in a definitive source Assembles content on demand to meet your customers’ need Source: SCT-Documentum, Spring 2005 The University of North Carolina at Charlotte

The University of North Carolina at Charlotte

Are we looking at this in the right way? The history of Applications: Authentication Security Data Functionality Today: Functionality only Authentication, Security, Data are outside the application and shared by wide range of applications The University of North Carolina at Charlotte

Library System Grants Management HR-Payroll Housing Facilities Management Scheduling Finance SIS Structured Electronic Content Repository (DBMS) Can this model be applied to EECM? The University of North Carolina at Charlotte

Processes of EECM system l l l l l Web Content management Records management Document Imaging Document Centric Collaboration Workflow Life Cycle management: Archival / Deletion Electronic Forms Digital Asset management E-mail management Source: Gartner Research G 00124033, November 12, 2004 The University of North Carolina at Charlotte

Web Content Electronic Forms Workflow Records Management Imaging Collaboration Archive E-Mail Management Unstructured Electronic Content Repository Web Distributed Authoring and Versioning (Web. DAV) Access Control Protocol The University of North Carolina at Charlotte

Separate Content from Processes l l l Decide on framework and not on functionality Allows to address one project at a time Greater Flexibility User/departmental Independence Multiple projects in parallel The University of North Carolina at Charlotte

Requirements for EECM Engine l l l l l Capture Store Retrieve Classify Tag Index Versioning Search Control Access using central directory Audit Trail The University of North Carolina at Charlotte

FUTURE ? Facilities Management HR-Payroll Housing Finance SIS Web Content Electronic Forms Workflow Records Management Imaging Collaboration Archive E-Mail Management Electronic Content Repository Structured and unstructured Content The University of North Carolina at Charlotte

The University of North Carolina at Charlotte Questions? Comments?