Enterprise content management introduction

Managing documentation in a suitable way has become a critical issue for any organization. Organizations depend on the information they store and they are required to have appropriate mechanisms to support the functional needs of information storage, management and retrieval. Currently, there are several tools in the market, both free software and proprietary license, normally named Enterprise Content Management ECM tools, which offer relevant solutions in this context. This paper presents a comparative study among several of the most commonly used ECM tools.

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Content:

• Enterprise content management
• Enterprise Content Management Market Forecast Report, 2020 - 2030
• ECM, Enterprise content management
• What is Enterprise Content Management?
• A Framework to Manage Quality of Enterprise Content Management Systems
• Enterprise Content Management: Introduction
• Enterprise Content Management in Information Systems Research

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Enterprise content management

Enterprise content management ECM extends the concept of content management by adding a timeline for each content item and, possibly, enforcing processes for its creation, approval and distribution. Systems using ECM generally provide a secure repository for managed items, analog or digital. They also include one or more methods for importing content to bring manage new items, and several presentation methods to make items available for use.

ECM is distinguished from general content management by its cognizance of the processes and procedures of the enterprise for which it is created. The latest definition encompasses areas which have traditionally been addressed by records- and document-management systems.

It implies the conversion of data to digital and traditional forms, including paper and microfilm. ECM, as an umbrella term , covers document and web content management , search, collaboration, records management, digital asset management DAM , workflow management , and capture and scanning.

It manages the life cycle of information, from initial publication or creation through archival and eventual disposal. It is delivered in four ways:. Benefits to an organization include improved efficiency, better control, and reduced costs. Banks have converted to storing copies of old cheques in ECM systems from the older method of keeping physical cheques in warehouses. Under the old system, a customer request for a copy of a cheque might take weeks; a bank employee had to contact the warehouse where the right box, file and cheque were located.

The cheque would be pulled and a copy made and mailed to the bank, which would then mail it to the customer. With an ECM system in place, a bank employee could query the system for the customer's account number and the number of the requested cheque. When an image of the cheque appeared on-screen, the bank could mail a copy immediately to the customer; usually while the customer was still on the phone.

Enterprise content management, a form of content management , combines the capture, search and networking of documents with digital archiving , document management and workflow. It includes the challenges involved in using and preserving a company's internal often unstructured information in all of its forms. New ECM components have emerged. As content is checked in and out, each use generates new metadata automatically, to some extent.

Information about how and when people use the content can allow the system to acquire new filtering, routing and search pathways, corporate taxonomies and semantic networks , and retention-rule decisions. Solutions can provide intranet services to employees B2E , and can include enterprise portals for business-to-business B2B , business-to-government B2G , government-to-business G2B , or other business relationships.

This category includes most former document-management groupware and workflow solutions that had not, by , fully converted their architecture to ECM but provided a web interface. Digital asset management is a form of ECM involving digitally-stored content.

Specialized Healthcare Content Management Systems meet the special regulatory requirements for medical devices and interoperability. The original DMS products were stand-alone, providing functionality in one of four areas: imaging , workflow, document management, and enterprise relationship management ERM. A typical early DMS user had a small-scale imaging and workflow system perhaps one department to improve a paper-intensive process and work towards a paperless office. The first stand-alone DMS technologies intended to save time or improve information access by reducing paper handling and storage, reducing document loss and speeding access to information.

DMS could provide online access to information formerly available only on paper, microfilm, or microfiche. By improving control over documents and their processes, DMS streamlined business practices.

Their audit trail increased document security and measured productivity and efficiency. DMS product categories were seen as complementary, and organizations wished to use several DMS products. A customer-service department could combine imaging, document management and workflow; an accounting department could access supplier invoices from an ERM system, purchase orders from an imaging system, and contracts from a document-management system.

As organizations established an Internet presence, they wanted to manage web content. Organizations which had automated individual departments began to envision a broader deployment.

The movement toward integrated DMS systems reflected a common trend in the software industry: the integration of small systems into more comprehensive ones. Word processing, spreadsheet, and presentation software were standalone products until the early s, when the market shifted toward integration.

Early developers offered multiple stand-alone DMS technologies as a single, packaged "suite", with little or no functional integration. Around , the industry began to use the term "enterprise content management" for integrated systems.

In , organizations could deploy a single ECM system to manage information in all departments. Businesses adopt ECM to increase efficiency, improve information control, and reduce the overall cost of information management.

ECM streamlines access to records with keyword and full-text searching, allowing employees to quickly obtain needed information from their desktops. Security at the user, function, and record levels protect sensitive data.

Some information in a document can be redacted , so the remainder can be shared without compromising identity or key data. Every action in the system is tracked, and can be reported to demonstrate compliance with a wide variety of regulations. ECM is working properly when it is invisible to users.

It supports specialized applications as subordinate services. ECM is a multi-layer model which includes technology for handling, delivering, and managing structured data and unstructured information. It manages the information in a web content management system and archives as a universal repository.

ECM combines components which can be used as stand-alone systems without being incorporated into an enterprise-wide system. Capture involves converting information from paper documents into an electronic format by scanning, and collects electronic files and information into a consistent structure for management. Capture technologies also encompass the creation of metadata , describing characteristics of a document for easy location through search technology.

A medical chart might include the patient ID, name, date of visit and procedure for medical personnel to locate the chart. Earlier document automation systems photographed documents for storage on microfilm or microfiche.

Image scanners make digital copies of paper documents. Documents already in digital form can be copied or linked to if they are available online.

Automatic or semi-automatic capture can use electronic data interchange EDI or XML documents, business and ERP applications, or specialized-application systems as sources. Recognition technologies to extract information from scanned documents and digital faxes include:. Image-cleanup features include rotation, straightening, color adjustment, transposition, zoom, aligning, page separation, annotations and noise reduction.

Forms processing has two groups of technology, although the information content and character of the documents may be identical. It is the capture of printed forms via scanning; recognition technologies are often used, since well-designed forms enable automatic processing. Automatic processing can capture electronic forms such as those submitted via webpages if the layout, structure, logic, and contents are known to the capturing system.

Enterprise report management ERM records reports and other documents on optical disks or other digital storage for ECM systems. The technology was originally used with laserDiscs. Data aggregation unifies documents from different applications and sources, forwarding them to storage and processing systems in a uniform structure and format.

Subject indexing improves searches, providing alternative ways of organizing information. Manual indexing assigns index database attributes to content by hand, and is typically used by a "manage" database for administration and access.

Automatic and manual attribute indexing can be facilitated with preset input-design profiles, which can describe document classes that limit the number of possible index values or automatically assign certain criteria.

Automatic classification programs can extract index, category, and transfer data autonomously. Based on the information contained in electronic information objects, it can evaluate information based on predefined criteria or in a self-learning process.

It connects the other components, which can be used in combination or separately. Document management, web content management, collaboration, workflow and business process management address the dynamic part of the information's life cycle.

Records management manages finalized documents in accordance with the organization's retention period , which must comply with government mandates and industry practices. Manage components incorporate databases and access-authorization systems. Document management systems control documents from creation to archiving.

They include:. Document management overlaps with other manage components, office applications like Microsoft Outlook and Exchange, or Lotus Notes and Domino , and library services which administer information storage. Collaboration components in an ECM system help users work together to develop and process content. Many of these components were developed from collaborative-software packages; ECM collaborative systems include elements of knowledge management.

They use information databases and processing methods which are designed to be used simultaneously by a number of users on the same content item. Collaboration uses skill-based knowledge, resources and background data for joint information processing. Administration components such as virtual whiteboards for brainstorming, appointment scheduling, and project management systems and communications applications such as video conferencing may be included. Collaborative ECM may also integrate information from other applications.

Unlike traditional electronic archival systems, file and archive management is the administration of records, important information, and data which companies are required to archive.

Independent of storage media, managed information does not need to be stored electronically. File and archive management includes:. The terms "workflow" and " business process management " BPM are often used interchangeably. Production workflow uses predefined sequences to control processes; in an ad-hoc workflow, the user determines the process sequence. Users interact in workflow solutions, and workflow engines are a background service controlling information and data flow.

Workflow management includes:. Store components temporarily store information which is not required, desired, or ready for long-term storage or preservation. Even if the store component uses media suitable for long-term archiving, it is still separate from "preserve. ECM repositories may be combined. Types include:.

Library services are ECM administrative components which handle access to information, taking in and storing information from the capture and manage components. They also manage the storage locations in dynamic storage, the store, and the long-term preserve archive. The storage location is determined by information characteristics and classification. The library service works with the manage components' database to provide search and retrieval.

It manages online storage direct access to data and documents , nearline storage data and documents on a medium which can be accessed quickly, such as data on an optical disc in a storage system's racks but not inserted in a drive that can read it , and offline storage data and documents on a medium which is not quickly available.

It generates an audit trail, logs of information usage and editing.

Enterprise Content Management Market Forecast Report, 2020 - 2030

Get updates on the latest posts and more from Analytics Steps straight to your inbox. Enterprise Content Management basically involves efficiently managing the entire life cycle of content an organization deals with on a regular basis. These set of strategies and procedures enable an organization to keep their critical information stored in a much more effective manner. Conventionally, Enterprise Content Management was considered as a random or an unstructured process to be dealt with particularly back office. However, with the fourth digital revolution in the age of unprecedented technology content is floating everywhere. With the evolution of new and latest forms of content at an exponential rate, Enterprise Content Management has gained immense prominence, making businesses more interactive and effective.

ECM, Enterprise content management

ECM Software for success. A company without an enterprise content management software is like clockwork with a missing cog. Close the gap and drive your business forward with digital transformation. Enterprise Content Management ECM represents an overall concept that enables uniform management, processing and archiving of all corporate information. It combines various software solutions into a holistic strategy and management concept and supports your business processes with digital functions. Analog and unstructured digital solutions have one thing in common: they take time. In contrast, an enterprise content management system offers a significant reduction in processing times. Information can be found more quickly, tedious work steps can be easily automated, and waiting times can be used to complete tasks. Conversely, you gain time that you can use as productive time and your growth phase begins.

What is Enterprise Content Management?

Patricia C. Canvas Information: Courses will be available beginning August 21, 6 a. Pacific unless you are taking an intensive or a one-unit or two-unit class that starts on a different day. In that case, the class will open on the first day that the class meets. The course ends December 12 9, , p.

A Framework to Manage Quality of Enterprise Content Management Systems

Enterprise content management ECM extends the concept of content management by adding a timeline for each content item and, possibly, enforcing processes for its creation, approval and distribution. Systems using ECM generally provide a secure repository for managed items, analog or digital. They also include one or more methods for importing content to bring manage new items, and several presentation methods to make items available for use. ECM is distinguished from general content management by its cognizance of the processes and procedures of the enterprise for which it is created. The latest definition encompasses areas which have traditionally been addressed by records- and document-management systems. It implies the conversion of data to digital and traditional forms, including paper and microfilm.

Enterprise Content Management: Introduction

Manuel Escalante 2. Leonardo Sampedro 3. Eduardo Zurek 6. This paper presents a system of recommendations for an enterprise content manager ECM based on ontological models. In many occasions the results of a search are not accurate enough, so the user of the ECM system must check them and discard those not related to the search.

Enterprise Content Management in Information Systems Research

It is delivered in a visual format to help communicate the scope and journey of good content management. Develop an Enterprise Content Management Strategy and Roadmap is designed for ECM strategy and project leads to deliver a modern and practical content management program to users across the organization to enhance findability and compliance. It is essential for organizations to structure and architect their information sets, as well as establish clear guidelines and collaborative groups to tackle the significant time and risk in struggling with file chaos.

Traditionally, Enterprise Content Management ECM was confined to the back office, kept as an unstructured - albeit centralized - way to manage a myriad of content. However, over the past few years, ECM has seen a shift towards a more interactive role in the business. Paper is nearing extinction as digitization becomes the new normal. Machine learning, cloud technology, and mobile capability present new opportunities for the business, and there are new types of content - video, audio, social - that blur the lines of traditional ECM. The resulting shift has left many industry thought leaders wondering, is it time to rethink how we are defining ECM?

With enterprises going online with their businesses, the need for content management has increased during the COVID pandemic. Moreover, enterpries are more inclined towards attractinng consumers through social media sites which is propelling the demand for enterprise content management system market during the COVID pandemic. Enterprise content management system incorporates a comprehensive range of services, solutions, and techniques, which store, capture, manage, and preserve the data utilized to optimize the business workflow. Furthermore, there is an increase in demand for enterprise content management system, owing to its features, including securing the stress content and integration of content with business intelligence and business analytics application. Moreover, constant development of the e-commerce industry fuels the demand for enterprise content management systems to store, manage, create, and distribute digital content through online channels. In addition, increase in adoption of cloud-based enterprise content management system is expected to boost the enterprise content management system market growth in the future. However, high initial costs of implementation and lack of awareness to implement the right solution for the specific needs among small and medium-sized enterprises SMEs hinder the growth of enterprise content management system industry.

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