Keys to a Successful ECM Solution

An ECM solution could be the answer to your organizational needs in terms of archiving, auditing and collaborating but there are challenges that hinder a successful ECM solution rollout.

User acceptance is very important as the ECM solution is for the end user. They need to buy into the idea, therefore the ECM needs to be something simple for them. The ECM is to improve the way they work and to help with their daily tasks and shouldn't burden them even further. The learning curve and training should also be very minimal. User acceptance will be fastest if users actually recognize the ECM solution as making their personal work life more efficient and streamlined.

Unified solution will tip the scale on the success of the ECM solution. The ECM solution should provide for many of the functionalities that are required within the requirement. Most of the time multiple applications which are not standardized put the users off. The organization will definately have diversified needs as each departments / individuals focus could be different but working towards a common goal. Therefore the ECM solution needs to be able to meet these needs with robust and customizable ECM solution.

Users should have the power to manage their own solutions. Therefore this will minimize the involvement and burden of IT on the ECM. This is essential to involve the IT administrators as little as possible as they already have much at hand. The ECM solution needs to cater for different users to be able to manage their own areas. The only involvement of IT is to manage the ECM solution in a centralized manner and the granular details can be handled by users.

Questions for Document Management Analysis

Sometimes I find it hard to actually get a conversation started with clients. So I remember 5 simple and easy questions to help myself gage some of the problems customers face with document management.

1. What are the hardcopy / manual process that are currently in place?
2. In these processes, what are the top 3/4/5 pain issues that you face?
3. How many people are involved and how do they communicate with one another?
4. How are the documents distributed and are there remote locations, what is the cost incurred?
5. Once the process has been completed, what are the plans on storing or preserving the document?

Some questions to get the conversation started and to build a foundation for further analysis.

Components of ECM

Gartner defines 6 core components for an Enterprise Content Management system.

1. Document Management
2. Web Content Management
3. Records Management
4. Document Capture
5. Document Imaging
6. Document Centric Collaboration & Workflow

Ubiquitous Computing

"... many enterprise employees are disconnected from the company information systems for long periods of time. They cannot communicate business-critical information promptly, or react to changing business priorities quickly"

reference: Gartner, 2002

Microsoft Office 2007 suite of products, especially with Groove and SharePoint 2007 we'll see more collaboration and communication between information / knowledge workers.

VMware Free Download

I'm a firm supporter of virtual machines. I've been using Microsoft's Virtual PC. It's been working well for me.

Apparently VMware, who has a similar product to the Microsoft one offers a free download. Below is the link. Honestly, I haven't tested it yet.

http://www.vmware.com/download/server/

Solving the ECM Puzzle

Recently I've dived into the world of documents/content which led me to an interest in Enterprise Content Management (ECM) solutions. Through my findings and discovery, a little insight into ECM and if ECM is for you and your organization. five key components of the ECM.

1. Capture - How would you move documents (hardcopy/softcopy) into the repository for reuse, distribution and storage?
2. Manage - What are the tools and techniques for moving content around an organization and monitoring this tools' performance?
3. Store - Where do you put the content and how'd you find it again?
4. Deliver - How do you get the right content to the right audience on the right device?
5. Preserve - What are the options for long term archival and storage of your company's essential content?

references: AIIM