Enterprise Content Management - answers.

2 The Chaos of Content

List 3 sources of tension between IT and the user community, in terms of enterprise content management.
1. IT own a Content Management. Business owners wants more power and control, and they have money to do that. So by the end of all there will be a partnership between them.
2. Because of IT group didn’t meet with businessperson’s needs, and it’s not moving fast enough, the business sides get’s more savvy about IT.
3. Because of IT has a huge challenge in front of them, the business side have to go out and get it done by their own. And that’s how the chaos is created.

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?

1. Strengthen customer loyalty
2. Achieve unified brands, messages and corporate image
3. Accelerate worldwide product launches and promotions
4. Optimize customer process efficiencies
5. Provide regulatory compliance and security.

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 – KM
o Create – CM
o Route – KM
o Manage – CM
o Convert – KM
o Publish – CM

Is CM or KM bigger in scope, i.e. does one belong under the other’s umbrella?

CM is bigger in scope than KM because it is more about creation, publishing, managing. KM belong under the CM umbrella.

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?

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

10 Today's Search: All The Power. No Pain.

What are some criteria for evaluating an enterprise search solution?

1. ease of installation;
2. time needed to learn how to build interfaces and put the server up;
3. the 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?

Yes, I think that any software/platform that I can integrate with other software makes my work with applications much more easier. When there occur a need of re-installing the system I don’t need to be warred that I’ll have to spend hours on connecting all my applications with the OS. So that’s why I thing that SharePoint is a brilliant thing.

12 Top Five Reasons to Outsource Document Capture

Name the “top five reasons to outsource your document capture project”.

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;
5. Cost-effective disaster recovery.

13 Will Your Next CMS Scale to Meet Your Demands?

Is content management something you buy, or something you do? Explain.

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.

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 enterprise-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
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
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 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.
o Compliance
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
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
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 company’s model.

Give an example of when a discussion forum might not be a good idea on a website.

Air lines website can be an example. Air travels are still expensive services and if potential clients face some 'bad content', it is sure that they will resign and go to the competition.

17 s On-Demand Content Management Right for You?

In a few paragraphs, explain when SaaS would be an appropriate alternative for content management?

By integrating multiple technologies once and distributing the cost among all users, SaaS delivers broader, more cost-effective functionality than other options.
SaaS solutions are configured rather than programmed, meaning customization involves days or weeks, not months.
To further increase time-to-productivity, SaaS solutions are specifically designed to require minimal end-user training. Tutorials guide them through many tasks—adoption is rapid and does not require costly training.
In addition to lower total cost of owner-ship, the SaaS model drastically reduces risk. Most implementations are licensed annually, and if the product does not live up to its promise, or if your needs change, your risk is capped at that commitment. A SaaS solution can provide the functionality you want without the economic risk.
SaaS eliminates this frustration because upgrades are applied at the data center and immediately available to all users. And because there is no software to install at each client site, software upgrades are made more frequently, often quarterly. The entire user community accesses the same core application, so new ideas and feedback benefit the whole community.
Ultimately, it is a tradeoff between the incremental benefit of an extensively customized solution and the cost, deployment, risk reduction and evolution advantages of a SaaS solution.