ECM answers

2 The Chaos of Content
List 3 sources of tension between IT and the user community, in terms of enterprise content management.

Centralization – there is a temptation for IT to use one ECM system in all possible cases.
Empowerment - business community wants to have information for their purposes, to gain more power, not controlled by IT.
No partnership between IT and users.
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?

First of all, better content leads to reduction of cost by eliminating inefficient and redundant processes which effect in inconsistent results.
What is more, it allows segmentation and analytics which make easier to categorize, target and deliver relevant, personalized content in right place and right time.
Finally, the real-time content optimization can take through multivariable testing of web pages’ visitors’ behaviors.
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 - both
o Route - KM
o Manage - both
o Convert - KM
o Publish - both

Is CM or KM bigger in scope, i.e. does one belong under the other’s umbrella?
In my opinion, the KM scope exceeds CM scope, but it is impossible to say that CM belong under KM. There are different purposes for them to be used, so they have different features.

8 Managing Email Overload: The Smart, Secure and Legal Way
Name 3 drivers that dictate what an email management solution must do.
- regulatory compliance and legal discovery
- growth of quantity of emails
- source of business-critical information

Name 5 requirements of any email management solution.
- retain emails
- high scalable database able to cope with email volume growth
- searching feature required for legal discovery
- improve system performance and reliability
- integrate email with other corporate content
What are some consequences of not having an email management system?
- time wasted on administration and legal discovery
- overloaded servers
- limits for users
- loss of a source of knowledge to be shared within corporation

10 Today's Search: All The Power. No Pain.
What are some criteria for evaluating an enterprise search solution?
- ease of use
- time necessary to startup the system
- ease of manipulation the UI
- serve number of documents in different formats

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?

It probably would be as students are a part of some organization that can share its knowledge. Since COLWeb is a mechanics used to share content like documents, recorded lectures, why not to integrate ECM in it.
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.

CM is rather something you do, since to use it properly you have to learn your company’s needs and changing abilities. Furthermore, it is necessary to find a good flexible and scalable solution that would be the best for your strategy of content management.

14 The Value of SharePoint-Based ECM Solutions
What are the key chunks of functionality that an enterprise content management system should have?
- documents managemen,
- forms management
- web content management
- email management services
- documents scanning
- reports management
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
Scan invoices, work with electronic invoices, use automatic notifications, integrate AP with ERP.
o Contract management
Share documents, track deliverables and hold threaded discussions. Enable
users to access associated content. Develop electronic forms to streamline contract requests and notify others about contract milestones and obligations.
o Client engagement
Track milestones and resolve issues. Give clients visibility into processes from project launch to completion and track key metrics across various projects.
o Compliance
Automate 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
Facilitate global collaboration. 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
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

business model .

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

There is no need to embed a discussion forum on a web site of a company that sells goods or services, because it could be a place to share negative opinions about a company or its products or services. If the company would censure the forum, it would probably lose reliability.
17 Is On-Demand Content Management Right for You?
In a few paragraphs, explain when SaaS would be an appropriate alternative for content management?

There are few things that make SaaS a good alternative for deployed systems. Firstly, SaaS solutions often contain much functionality that may be useful for the particular companies. Unlike deployed systems where it is hard to find a product with all expected features, SaaS enables to use only desired features.
SaaS solutions are systems that are configured and given to user rather than build for them. There is also no need to spend lots of money for trainings or tech support. What is more, the provider is responsible for updates.
All things I have mentioned have a very large impact on financial point of view. Like I stated before, trainings and tech support is cheaper comparing to deployed systems. There is also a difference in investment while deploying own system. With SaaS the company is aware only of monthly fees, which decrees your profit what finally means the lower taxes to pay.