Enterprise Content Management

Transcription

1 Enterprise Content ment Timo Itälä T Contents What and Why is Enterprise Content ment ECM components ECM characteristics Case 1: Canter Case 2: Timo Itälä

2 Content ment SCOPE (CONTEXTUAL) Planner ENTERPRISE (CONCEPTUAL) Owner SYSTEM (LOGICAL) Designer TECHNOLOGY (PHYSICAL) Builder DETAILED REPRESEN- TATIONS (OUT-OF- CONTEXT) ENTERPRISE ARCHITECTURE - A FRAMEWORK DATA What FUNCTION How NETWORK Where PEOPLE Who When MOTIVATION Why List of Things Important to the Business ENTITY = Class of Business Thing e.g. Semantic Model Ent = Business Entity Reln = Business Relationship e.g. Logical Data Model Ent = Data Entity Reln = Data Relationship e.g. Physical Data Model Ent = Segment/Table/etc. Reln = Pointer/Key/etc. e.g. Data Definition List of Processes the Business Performs Function = Class of Business Process e.g. Business Process Model Proc. = Business Process I/O = Business Resources e.g. Application Architecture Proc.= Application Function I/O = User Views e.g. System Design Proc.= Computer Function I/O = Data Elements/Sets e.g. Program List of Locations in which the Business Operates Node = Major Business Location e.g. Business Logistics System Node = Business Location Link = Business Linkage e.g. Distributed System Architecture Node = I/S Function (Processor, Storage, etc) Link = Line Characteristics e.g. Technology Architecture Node = Hardware/System Software Link = Line Specifications e.g. Network Architecture List of Organizations Important to the Business People = Major Organizations e.g. Work Flow Model People = Organization Unit Work = Work Product e.g. Human Interface Architecture People = Role Work = able e.g. Presentation Architecture People = User Work = Screen Format e.g. Security Architecture TIME List of Events Significant to the Business Time = Major Business Event e.g. Master Schedule Time = Business Event Cycle = Business Cycle e.g. Processing Structure Time = System Event Cycle = Processing Cycle e.g. Control Structure Time = Execute Cycle = Component Cycle e.g. Timing Definition TM List of Business Goals/Strat Ends/Means=Major Bus. Goal/ Critical Success Factor e.g. Business Plan End = Business Objective Means = Business Strategy e.g., Business Rule Model End = Structural Assertion Means =Action Assertion e.g. Rule Design End = Condition Means = Action e.g. Rule Specification SCOPE (CONTEXTUAL) Planner ENTERPRISE (CONCEPTUAL) Owner SYSTEM (LOGICAL) Designer TECHNOLOGY (PHYSICAL) Builder DETAILED REPRESEN- TATIONS (OUT-OF CONTEXT) We produce content We consume content We need to manage content Ent = Field Reln = Address Proc.= Language Stmt I/O = Control Block Node = Addresses Link = Protocols People = Identity Work = Job Time = Interrupt Cycle = Machine Cycle End = Sub-condition Means = Step Sub- Contractor Sub- Contractor FUNCTIONING ENTERPRISE e.g. DATA e.g. FUNCTION e.g. NETWORK e.g. ORGANIZATION e.g. SCHEDULE e.g. STRATEGY FUNCTIONING ENTERPRISE John A. Zachman, Zachman International (810) Timo Itälä Knowledge intensive organizations use 16% of working time to search for information use % of the income of the organization to create, manage and distribute documents use 60 % of working time to handle documents A case study: Average amount of documents received and send per day: Organization A: 92 pages Organization B: 74 pages Organization X: 200+ pages (information intensive) Source: Pasi Tyrväinen, University of Timo Itälä

3 Content within the enterprise Multiple content creators within the organization Marketing/Communications HR Engineering/Product development Technical publications/product support Training Customer support Creating numerous information products Brochures, product information sheets, proposals, press releases, speeches, presentations, annual reports Employee training materials, policies and procedures User guides, online help, reference documents, application guides Product specifications, design documents, test plans Regulatory materials FAQs, customer support materials Classroom or web-based training For multi-channel delivery Paper Web Wireless For multiple content users Customers Suppliers Channel partners Timo Itälä Content management problems Searching and finding the right content Search -> result set Minimizing the result set Free text search vs. keyword search Keeping track of different versions How to coordinate multiple updates Re-usability How to use the same content for different Timo Itälä

4 Enterprise content management Enterprise Content ment (ECM) is the technologies used to capture, manage, store, preserve and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization s unstructured information, wherever that information exists. AIIM is the international authority on Enterprise Content ment (ECM): Founded in 1943 as the National Microfilm Association. Later became the Association for Information and Image Timo Itälä Two basic roles Content consumer need to accomplish a task need to take a decision need to be informed about important events Need: Get the right information at the right time in the right format Content creator creates content for someone creates contents for some purpose Need: Make the content Timo Itälä

5 Basic questions Content consumer Who Why (what purpose) What When How Where Content creator What Who When Where How Why ENTERPRISE ARCHITECTURE - A FRAMEWORK DATA What FUNCTION How NETWORK Where PEOPLE Who When MOTIVATION Why List of Things Important List of Processes the List of Locations in which to the Business Business Performs the Business Operates ENTITY = Class of Function = Class of Node = Major Business Business Thing Business Process Location e.g. Semantic Model e.g. Business Process Model e.g. Business Logistics System Ent = Business Entity Proc. = Business Process Node = Business Location Reln = Business Relationship I/O = Business Resources Link = Business Linkage e.g. Logical Data Model e.g. Application Architecture e.g. Distributed System Architecture Node = I/S Function Ent = Data Entity Proc.= Application Function (Processor, Storage, etc) Reln = Data Relationship I/O = User Views Link = Line Characteristics e.g. Physical Data Model e.g. System Design e.g. Technology Architecture Node = Hardware/System Ent = Segment/Table/etc. Proc.= Computer Function Software Reln = Pointer/Key/etc. I/O = Data Elements/Sets Link = Line Specifications e.g. Data Definition e.g. Program e.g. Network Architecture Ent = Field Proc.= Language Stmt Node = Addresses Reln = Address I/O = Control Block Link = Protocols e.g. DATA e.g. FUNCTION e.g. NETWORK e.g. ORGANIZATION e.g. SCHEDULE e.g. STRATEGY John A. Zachman, Zachman International (810) Timo Itälä TIME List of Organizations List of Events Significant List of Business Goals/Strat Important to the Business to the Business Ends/Means=Major Bus. Goal/ People = Major Organizations Time = Major Business Event Critical Success Factor e.g. Work Flow Model e.g. Master Schedule e.g. Business Plan People = Organization Unit Time = Business Event End = Business Objective Work = Work Product Cycle = Business Cycle Means = Business Strategy e.g. Human Interface e.g. Processing Structure e.g., Business Rule Model Architecture People = Role Time = System Event End = Structural Assertion Work = able Cycle = Processing Cycle Means =Action Assertion e.g. Presentation Architecture e.g. Control Structure e.g. Rule Design People = User Time = Execute Work = Screen Format Cycle = Component Cycle e.g. Security Architecture e.g. Timing Definition People = Identity Time = Interrupt Work = Job Cycle = Machine Cycle TM SCOPE (CONTEXTUAL) Planner ENTERPRISE (CONCEPTUAL) SYSTEM (LOGICAL) Designer TECHNOLOGY (PHYSICAL) Builder End = Condition Means = Action e.g. Rule Specification DETAILED REPRESEN- TATIONS (OUT-OF CONTEXT) End = Sub-condition Means = Step Owner SCOPE (CONTEXTUAL) Planner ENTERPRISE (CONCEPTUAL) Owner SYSTEM (LOGICAL) Designer TECHNOLOGY (PHYSICAL) Builder DETAILED REPRESEN- TATIONS (OUT-OF- CONTEXT) Sub- Contractor FUNCTIONING ENTERPRISE Sub- Contractor FUNCTIONING ENTERPRISE ECM components (AIIM definition) Create Use Applications Document ment Workflow/Business Process ment Records ment Web Content ment Timo Itälä

6 ECM components (Extended) Design of content Modularization Reusability Formats Create Content lifecycle management Create Update Delete Access Publish Refresh Use Metadata Modularization Reusability Formats User ment Authentication Authorization Personalization Content Timo Itälä Content Content is information in structured, weakly structured, and unstructured forms held for use in an electronic system Content is not simply another word for document. Information objects comprise content, layout, and Timo Itälä

7 Content Structured content is data delivered in a standardized layout from database-supported systems (e.g. formatted data sets from a database) Weakly structured content is information and documents that may include layout and metadata, but are not standardized (e.g. word processor files) Unstructured content is any kind of information objects whose contents cannot be directly referenced and which lack separation of content, layout, and metadata (images, GIF s, video, language, faxes Timo Itälä content Create Content Binary file File name and format Human created content Office documents Form filling Application created content ERP, C, BI XML, PDF Metadata of the content Description Classification Lifecycle management parameters Version Timo Itälä

8 Content metadata Create Classification Human entered Automated Classification schemas Existing one: Dublin Core etc. Enterprise s own one: Agreement on and implementation of common classifications and how to use Timo Itälä Document management Document management includes functions like: Check in/check out For checking stored information for consistency Version management To keep track of different versions of the same information with their revisions and renditions (same information in a different format) Search and navigation For finding information and its associated contexts Visualizing For showing information in structures like virtual files, folders, and Timo Itälä

9 oration oration includes the following functions: Jointly usable information databases Joint, simultaneous, controlled information processing Knowledge based on skills, resources and background data for joint information processing Administration components such as whiteboards for brainstorming, appointment scheduling, project management etc. Communication application such as video conferencing Integration of information from other applications in the context of joint information Timo Itälä Web Content ment Web Content ment includes the following functions, among others: Creation of new or editing of existing information in a controlled generation and publishing process y and administration of information for the web presentation Automatic conversion for various display formats, personalized display and versions Secure separation of access to public and non-public information Visualization for Internet presentation (browser, HTML, XML Timo Itälä

10 Records ment (file and archive management) Records ment functions are among others: Imaging of file plans and other structured indexes for the orderly storage of information Unambiguous indexing of information, supported by thesauri or controlled wordlists ment of record retention schedules and deletion schedules Protection of information in accordance with its characteristics, sometimes down to individual content components in documents Use of international, industry-specific or at least company-wide standardized metadata for the unambiguous identification and description of stored Timo Itälä Wf Workflow / Business Process ment There are different types of Workflow, for example: ProductionWorkflow which uses predefined sequences to guide and control processes Ad-Hoc Workflow in which the user determines the process sequence on the fly. Workflow solutions can be implemented as: Workflow solutions with autonomous clients which users mostly work with, or as Workflow Engines which act as a background service controlling the information and data flow, without requiring an own client for Timo Itälä

11 Wf Workflow / Business Process ment Workflow ment includes the following functions, among others: Imaging of process and organization structures, administration, visualization, and delivery of grouped information with its associated documents or data Incorporation of data processing tools (such as specific applications) and documents (such as office products) Parallel and sequential processing of procedures including simultaneous saving Reminders, deadlines, delegation and other administration functionalities Monitoring and documentation of process status, routing, and outcomes Tools for designing and displaying Timo Itälä Wf Workflow / Business Process ment Among s functions are: Complete workflow functionality Process and data monitoring at the server level EAI or Enterprise Application Integration, to link different applications BI or Business Intelligence, with rule structures, integration of information warehouses, and utilities that assist users in their work. goes a step further than Workflow, aiming at the complete integration of all affected applications within an enterprise, with monitoring of processes and assembling of all required Timo Itälä

12 Repositories Library services Storage Timo Itälä Repositories File System Directory tree and file names Content ment System ment of metadata associated with the content files Databases Metadata, content and access Data Warehouses Historical data from applications. Document or Information Timo Itälä

13 Library services Search Retrieval ment of storage Online storage (direct access to data and documents) Nearline storage (data and documents on a medium that the drive can access, but for which robotics or something similar must first be set up) Offline storage (data and documents on a medium that is removed from system access) Version management to control the status of information Check-in/Check-out, for controlled information provision Generation of logs and journals on information usage and edits, called an audit Timo Itälä Storage Technologies Read and Write Magnetic Online Media This includes hard drives as RAID (Redundant Array of Independent Disks) server drive subsystems, SAN (Storage Area Networks) as storage infrastructures and NAS (Network Attached Storage) as directly accessible network storage areas. Magnetic Tape In automated storage units like Libraries or Silos with robotics for access, used like DAT in smaller environments for backup but not online access. Digital Optical Media CD (CD-R for write-once, read-only Compact Disk, CD/RW for read-and-write Compact Disk), DVD (Digital Versatile Disk), MO (Magneto Optical), and other formats can be used for storage and distribution, or in jukeboxes for online Timo Itälä

14 Consideration: Continuous Migration Among the components are: WO (Write Once Read Many) rotating digital optical storage media, like WO CD, as well as CD-R and DVD-R. WO-Tape (magnetic tape with WO characteristics) Used in special drives with specially secured tapes. CAS (Content Addressed Storage) magnetic hard drive storage With special software protection against overwriting, erasure, and editing NAS/SAN (Network Attached Storage / Storage Area Networks) Can also be used if they meet the requirements of edit-proof auditing acceptability with unchangeable storage, protection against manipulation and erasure, etc. Microfilm Can be used to backup information that is no longer in use and does not require machine processing. Paper Still has applications as a long-term storage medium, since it does not require migration, and can be read without any technical Timo Itälä For Output two functions are of primary importance: Layout/Design With tools for layouting and formatting output, and Publishing Applications for presenting Information for distribution and Timo Itälä

15 Among the components are: Transformation Technologies Security Technologies Timo Itälä Transformation technologies Among the transformation technologies are: COLD / E Computer Output on Laser Disk /Enterprise Reporting ment Personalization Personalization gives the user just those functions and information that he or she needs. XML (extensible Markup Language) A description language that allows description of interfaces, structures, metadata, and documents. PDF (Printable Document Format) An intelligent print and distribution format that enables the platform-independent presentation of information. PDFs permit content searches, the addition of metadata, and the embedding of electronic Timo Itälä

16 Transformation technologies Continued transformation technologies: Converters and Viewers Serve to reformat information to generate uniform formats, and also to display and output information from different formats. Compression Used to reduce the storage space needed for pictorial information. The ITU process (CCITT) is used for b/w for TIFFs, and JPEG2000 for color images. ZIP softwares allow the compression of any kind of data for transfer. Syndication Used for presenting content in different formats, selections and forms in the context of Content ment. Syndication allows the same content to be used multiple times in different forms for different Timo Itälä Security technologies Among the security technologies are: Electronic signatures PKI (Private Key Infrastructure) Three forms of electronic signatures, of different quality and security: simple, advanced, and qualified. Digital Rights ment/ Watermarking. Used in Content Syndication and in MAM (Media Asset ment) for managing and securing intellectual property rights and Timo Itälä

17 Distribution Active components , data media, memos Passive publication on websites and portals Possible output and distribution media are: Internet, extranet and intranet E-business portals and fax Data transfer by EDI, XML or other formats Mobile devices like mobile phones, communicators and others Data media like CDs and DVDs Digital TV and other multimedia services Timo Itälä GCM Global Content ment What is needed? Metadata support for country-language pairs Parent-child relationships to describe interlanguage dependencies Workflow hand-offs to and from a translation process The ability to alert concerned parties to changes in source content that require attention in dependent Timo Itälä

18 ECM Characteristics In his article in ComputerWoche (September 2001), Ulrich Kampffmeyer concentrated the claimed benefit of an enterprise content management system to three key ideas that distinguish such solutions from Web content management: "Enterprise Content ment as integrative middleware ECM is used to overcome the restrictions of former vertical applications and island architectures. The user is basically unaware of using an ECM solution. ECM offers the requisite infrastructure for the new world of web-based IT, which is establishing itself as a kind of third platform alongside conventional host and client/server systems. Therefore, EAI Enterprise Application Integration and SOA Service Oriented Architecture will play an important role in the implementation and use of Timo Itälä ECM Characteristics Enterprise Content ment components as independent services ECM is used to manage Information without regard to the source or the required use. The functionality is provided as a service that can be used from all kinds of applications. The advantage of a service concept is that for any given functionality only one general service is available, thus avoiding redundant, expensive and difficult to maintain parallel functions. Therefore, standards for interfaces connecting different services will play an important role in the implementation of Timo Itälä

19 ECM Characteristics Enterprise Content ment as an uniform repository for all types of information ECM is used as a content warehouse (both data warehouse and document warehouse) that combines company information in a repository with a uniform structure. Expensive redundancies and associated problems with information consistency are eliminated. All applications deliver their content to a single repository, which in turn provides needed information to all applications. Therefore, Content Integration and ILM Information Lifecycle ment will play an important role in the implementation and use of Timo Itälä ECM summary Recent trends in business and government indicate that ECM is becoming a core investment for organizations of all sizes, more immediately tied to organizational goals than in the past: increasingly more central to what an enterprise does, and how it accomplishes its mission. (AIIM Industry Watch: State of the ECM Industry 2006 AIIM "The ECM Association Moving from Why? To How?: The Maturing of ECM Timo Itälä

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