2 The Chaos of Content
List 3 sources of tension between IT and the user community, in terms of enterprise content management.
1. “We see it as a hybridization,” Theresa continues. “We have an even split when it comes to the instigator. There are plenty of business owners who have a content-related need, and come to us for an answer. We have an equal number of IT folks who are tired of the business managers coming to them saying, ‘we have a problem and you need to fix it for us.’ IT gets that a lot,”
2. It is generally held that these two groups should play better together, but the reality is far from it. It stands to reason: IT has imprinted into their DNA the primordial urge to “centralize,” “simplify” and “manage” information. Business owners are equally prone to “leverage,” “access” and “empower” themselves with any and all content they can get their mitts on. When these two forces are allowed to continue unabated, there is no other word for it than “chaos.” The Chaos of Content.
3. “When you see the business side get more savvy about IT, it’s because the IT group isn’t meeting the businessperson’s needs, and not moving quickly enough. The business side recognizes that IT has a huge challenge, so they (the business owners) decide to go out and get it done on their own. They then bring in their own things, and that just creates more chaos. We know some of the most innovative and forward-thinking companies that still have to deal with rogue applications that aren’t approved by IT. So even though the two sides absolutely need to work together, it’s not happening as quickly as most of us would like it to.”
4 Unlock the Value of Content to Maximize Online Business Performance
Getting the right content, to the right person, is a popular KM phrase.
How can better content enable enterprises to optimize the customer experience?
Strengthen customer loyalty.
Achieve unified brands, messages and corporate image.
Accelerate worldwide product launches and promotions.
Optimize customer process efficiencies.
Provide regulatory compliance and security.
That is why it is important for companies seeking to improve the customer experience to develop a strategy for managing content that can drive business growth.
6 Content Management vs. Knowledge Management
The article mentions some differences between CM and KM. Which of these terms describe CM, and which describe KM?
o Capture - Knowledge Management
o Create - Content Management
o Route - Knowledge Management
o Manage - Content Management
o Convert - Knowledge Management
o Publish - Content Management
Is CM or KM bigger in scope, i.e. does one belong under the other’s umbrella?
CM is bigger in scope and it is more about managing but KM takes care about details.
8.Managing Email Overload: The Smart, Secure and Legal Way
Name 3 drivers that dictate what an email management solution must do.
1. Email as a source of corporate records needed for regulatory compliance and legal discovery;
2. Email growth as an IT headache;
3. Email as a source of business-critical information.
Name 5 requirements of any email management solution.
1. Retain messages in compliance with regulations and corporate policies;
2. Provide a highly scalable repository able to keep pace with email volume growth and long retention periods to aggregate billions of email messages;
3. Facilitate searching as required for legal discovery;
4. Improve system performance and reliability;
5. Integrate email with other corporate records and content
What are some consequences of not having an email management system?
A robust email management solution delivers important benefits to the organization. Without one, you will: spend more on administration; overloaded servers will degrade the performance of your email system; and users will be burdened with mailbox limits. Further, you will be subject to the risks of non-compliance and/or spend millions of dollars and countless hours combing through voluminous files to produce messages required for legal discovery and regulatory requests. Finally, important information that could be shared and leveraged to the benefit of the organization may be lost.
10 Today's Search: All The Power. No Pain.
What are some criteria for evaluating an enterprise search solution?
- ease of installation
- time needed to learn how to build interfaces and put the server up
- ability to easily manipulate the user interface
11 The Emerging Role of SharePoint in ECM
Do you think SharePoint is a good choice for students to search a discussion forum on COLWeb? Why or why not?
In my opinion, Share Point is very good choice for students and other people. We can easily share documents, better searching, save time, easy access to information, better managing and nice interface. It is great idea.
1. Focus on your organization’s core business processes;
2. Improve service levels to clients and reduce transaction costs at the same time;
3. Faster and more secure implementation of compliance and discovery initiatives;
4. Providing near-term cost savings while avoiding technological obsolescence and.
5. Cost-effective disaster recovery.
Content management is more of a pursuit than a product. It’s something that you do rather than something that you build or buy.You know your organization, its needs and its appetite, and propensity for change. Finding a flexible, scalable solution that best aligns with a well-defined strategy is a logical goal. In my opinion it’s something that you do rather than something that you build or buy. Finding solution and strategy it is something that we do.
14 The Value of SharePoint-Based ECM Solutions
What are the key chunks of functionality that an enterprise content management system should have?
Core ECM transactional content functionality such as document scanning and imaging, report management and nterprise-class business process management (BPM).
15 How to Correct Your Organization’s Content Myopia
What is the best approach to transforming these business areas with Enterprise Content Management (ECM)?
o Accounts payable
Content-enabled solutions
for accounts payable streamline and
automate related processes—everything from
the receipt of invoices and supporting documents
through approval and archiving—while
ensuring compliance with government regulations
and company policies. To build a content-
enabled solution for AP, start by scanning,
classifying and indexing paper documents as
well as capturing electronic invoices. Save
time and improve accuracy using tools such as
queue-based workflows and automatic notification.
Integrate accounts payable information
with enterprise resource planning and other
line-of-business systems to ensure it gains the
widest possible currency.
o Contract management
Content-enabled
solutions for contract management control and
accelerate the contract process from authoring
and approvals to execution. To implement a
solution, begin by leveraging collaborative
workspaces to share documents, track deliverables
and hold threaded discussions. Enable
users to access associated content—office documents,
scanned images, email and more—
from a common content repository. Develop
electronic forms to streamline contract
requests and notify others about contract milestones
and obligations.
o Client engagement
Content-enabled
solutions for client engagement provide
secure, central,Web-based workspaces that
enable collaboration across projects and
around the globe. You’ll be able to track
milestones and resolve issues, give clients
visibility into processes from project
launch to completion, and track key metrics
across various projects. The benefit?
You’ll increase delivery throughput,
exceed client expectations and drive new
engagement opportunities.
o Compliance
Content-enabled solutions
for compliance enforce government
regulations and company policies enterprisewide
so content remains complete,
accurate and secure. Start by automating
the entire content lifecycle to protect content
from inappropriate use or disclosure
while ensuring its accessibility. Mitigate
risk of non-compliance by automatically
auditing content during any stage and
enforcing policies for retention and, as
appropriate, disposal.
o New product development
Contentenabled
solutions for new product development
support real-time decision making
and reduce time-to-market by facilitating
global collaboration. Imagine the ability to
manage distributed teams via virtual project
workspaces, a global content repository
and business process support to capture
and retain product data throughout the
development lifecycle. Create flexible
workspace templates to enforce best practices
and track progress across multiple
projects through enterprise database
rollups, dashboards and reporting tools.
o Enterprise marketing
Content-enabled
solutions for enterprise marketing overcome
the many challenges posed by today’s global
marketplace. With the right approach, you
can streamline the marketing process and
provide seamless access to marketing content.
Coordinate campaigns, product launches
and ongoing branding and marketing
communications. Keep projects on track,
reduce overall costs and exert greater control
over brand assets using media repositories,
creative workflows and virtual workspaces.
16 Widgets, Wizzbangs and Whoozits
New functionality on your web site should be in alignment with your business model.
Give an example of when a discussion forum might not be a good idea on a website.
It might not be a good idea on a website when you produce computers and people write complains or negative comments about youproducts.
17 Is On-Demand Content Management Right for You?
In a few paragraphs, explain when SaaS would be an appropriate alternative for content management?
It could be an appropriate alternative when your program doesn’t work correctly, there is no upgrade, when you don’t have IT support but you need to do your work, costs less money 15% per 5 years and SaaS upgrades are applied at the data center and available immediately to all users.
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