- A Pragmatic Strategy for Oracle Enterprise Content Management
A Pragmatic Strategy for Oracle Enterprise Content Management
Same as my other presentation along these lines, but this one has a Bezzotech skin
- 1. Brian Bex Huff Chief Software Architect, Bezzotech Andy MacMillan VP ECM Product Management, Oracle A Pragmatic Strategy For Oracle Enterprise Content Management
- Intro to pragmatic Enterprise Content Management
- Its more than just technology
- Seven steps of a pragmatic strategy
- Gather a team, analyze current state
- Consolidate, federate, secure
- Bring strategies together
- ECM focuses on unstructured information
- Emails, Microsoft Office documents, videos, web sites
- Covers the entire life cycle
- Capture it, define it, tag it
- Find it, convert it, deliver it
- Use it, re-use it, enrich it
- Secure it, retain it, destroy it
What is Enterprise Content Management?
- Improves communication efficiency
- 4. Automate Content Lifecycle Management Publish Retain Filter Search Create Capture Version Index Cleanse Archive
- Movement beyond point solutions
- Avoid department-centric solutions
- Think strategically about enterprise interoperability
- Act tactically to address specific needs
- Its not just about technology
- Its about a culture of information sharing.
- Its about dedication to a single source of truth
What is Pragmatic ECM?
- Its about making content manageable!
- Used for Active, Transactional, and Historical data
- Makes one specific department better at one thing
- Remember: these exist for a very good reason!
Strategic vs Tactical ECM
- A pragmatic strategy must support both
- Create a Center of Excellence
- Consolidate content into strategic repositories
- Federate control to tactical repositories
- Secure information wherever it exists
Steps in Pragmatic ECM
- Bring structured and unstructured strategies together
- Stay close to the needs of the users.
- Requires support from senior executives.
- Information sharing is a political mine field
- There is job security in hoarding information.
- People do not want to change their habits, or lose control of their data.
- Necessary for enterprise-wide initiatives
1) Create a Center of Excellence
- Without executive buy-in, ECM will not be widely adopted.
- 9. Center of Excellence Breakdown Project 1 Project 2 Project 3 Executive Steering Committee Program Mgmt. Office
- Enterprise, Infrastructure, Solution, and Information Architects
- Determine number of unstructured systems
- Could number in the hundreds!
- Label as strategic, tactical, or replaceable
- Shared file systems and FTP servers
- Department specific content / collaboration systems
- Legacy websites and web applications
- Enterprise Apps: Siebel, Lotus Notes
2) Assess Your Environment
- Hosted systems: Salesforce.com, Gmail, Facebook
- ECM systems with the features you need
- Insufficient for a strategic infrastructure.
- Not cost-effective to re-implement required features.
Label Existing Systems
- Not many features: low cost, low complexity
- 12. Consolidation ROI Ease of Consolidation High Low Low High Tactical Replaceable Shared File Systems Legacy Imaging ERP Doc Store Email System Web Applications CRM Doc Store Departmental Repositories Web Content Mgmt. Legacy Doc. Mgmt. Media Library
- Migrate from replaceable into strategic system
- High-value content in one central repository for easy re-use
- Significantly reduces cost and complexity
- Extend strategic repository to other applications
- Active: Web applications, portals
- Transactional: Imaging and process management
3) Consolidate Strategic Repositories
- Historical: email archives, digital archives
- 14. ERP System CRM System Email Servers Web Applications Enterprise Applications Infrastructure Content Applications Media Library Imaging System Web Content Enterprise Service Bus (core services) Universal Content Management (UCM) Universal Online Archive (UOA) Imaging & Process Management (I/PM) Document Archive Document Management E-Mail Archive Web Content Management BPM Document Capture Oracle Strategic ECM System Direct SOA for Specialized Services Oracle Database
- Server to server orchestration with BPEL workflows
- Open Web Content Management (OpenWCM)
- Embed in-context editing in portals / app servers
- Standards-compliant ECM interfaces
- CMIS, JSR 170, RSS, WebDAV
- SOAP, Archiving Services, Java API
- Tactical systems exist for a reason!
- Helps one department do their tasks more efficiently
- Too useful to eliminate, too expensive to consolidate
- Pragmatic ECM does not punish tactical systems
- It offers federation tools to extend the repository
- Helps makes your content manageable
- Get control over content, wherever it is
4) Federate to Tactical Repositories
- Centralized policies, federated repositories
- 17. Oracle Federated ECM Services Multiple Instances Desktops and Loose Files Tactical Systems Content Repository Multiple Instances SharePoint MS SQL DB Universal Records Management (URM) Information Rights Management (IRM) Secure Enterprise Search (SES)
- Universal Records Managements
- Custom adapters run in remote systems
- Enforces retention and destruction policies
- Single, secure place to search for content anywhere
- Group and display results differently, depending on the user
- ALUI Ensemble (Oracle WebCenter Services)
- Embeds any web app inside any other web app
- Helps manage application proliferation
- Security Paradox: Information is only secure when you are not using it!
- Removed from the repository for viewing? Unsafe.
- Add more layers of security.
- Make a defensible content security strategy.
- An ECM should store content, not users
5) Secure Information Where It Exists
- Integrate with best-of-breed identity management systems
- Information Rights Management
- Must request temporary key to view content
- Centralized policy management, monitoring, and reporting
- Remove Track Changes and invisible content from documents
- Dynamic Watermarks on PDFs
- Embed user name and access date
- 21. Information Rights Management Lifecycle
- Blurred line: unstructured vs. structured content
- Unstructured apps need structured content
- Should consume structured services
- Structured apps need unstructured content
- Should consume unstructured content services
- Extract structure from unstructured content
6) Unify Your Strategies
- Keywords, metadata, taxonomy, controlled thesaurus
- Imaging and Process Management
- Brings scanned images to enterprise apps
- Business Intelligence Publisher
- Generate reports, put into ECM, then on web sites
- Business Analytics and Data Mining Tools
- Imagine data mining your email archives
- Real Time Decisions and Next Best Activity
- Based on users history, what are the likely to want to see?
- Customer communication Management (SkyWire)
- Extract keywords, metadata, and thesaurus terms
- Determine which content items are similar
- Embed easily extracted structure in documents
- Need 3-year plans for ECM
- Technology is changing rapidly
- New tools, new integrations, new migrations
- Consolidation may be a better option in the future.
- Content is being created faster and faster
- Need to frequently assess storage and findability
7) Plan for the Future
- Think strategically, implement tactically
- 26. Now Available
- A Pragmatic Strategy for Oracle Enterprise Content Management