Enterprise Content Management - answers

Enterprise Content Management

2 The Chaos of Content

- IT staff tries to create new solutions while managers want to save money on new solutions.

- 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 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.



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



6 Content Management vs. Knowledge Management

- Capture - KM
- Create - CM
- Route - KM
- Manage - CM
- Convert - KM
- Publish - CM

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

Yes it's bigger because it covers whole project while KM is focused on detailed parts.


8 Managing Email Overload: The Smart, Secure and Legal Way

Name 3 drivers that dictate what an email management solution must do.

- Email as a source of corporate records needed for regulatory compliance and legal discovery
- Email growth as an IT headache
- Email as a source of business-critical information

Name 5 requirements of any email management solution.

- Retain messages in compliance with regulations and corporate policies
- Provide a highly scalable repository able to keep pace with email volume growth and long retention periods to aggregate billions of email

messages
- Facilitate searching as required for legal discovery
- Improve system performance and reliability
- 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?

based on ease of installation; time needed to learn how to build interfaces and put the server up; and 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?


It would be a good idea. It improves work since it provides excellent document management, forms management, Web content management and

email management services. Everything is in one place. And working with applications is more easier because there are all in one place.


12 Top Five Reasons to Outsource Document Capture
Name the “top five reasons to outsource your document capture project”.

- Focus on your organization’s core business processes;
- Improve service levels to clients and reduce transaction costs at the same time;
- Faster and more secure implementation of compliance and discovery initiatives;
- Providing near-term cost savings while avoiding technological obsolescence;
- 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. 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
(...)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.

o Client engagement
(..)Enables collaboration across projects and around the globe. Possibility 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
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
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 business model.

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

Broker website could be an example. Stock market is unsure and risky and if potential clients will read entries with complaints it can

discourage them to invest with our firm.


17 s On-Demand Content Management Right for You?
In a few paragraphs, explain when SaaS would be an appropriate alternative for content management?