Codes to Lay Down an Efficient ECM Strategy By Muruga J, Director, Product Development & Technology, codeMantra

Codes to Lay Down an Efficient ECM Strategy

Muruga J, Director, Product Development & Technology, codeMantra | Thursday, 28 December 2017, 04:56 IST

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Today’s world demands for a highly scalable, Cloud-based Enterprise Content Management (ECM) platform that would simplify content creation, storing, and collaboration and manage approval workflows. Cloud computing has technological and economical potential, and so Cloud ECM could enable the content to be systematically managed, enhancing the collaboration and increasing compliance with workspaces.

Another problem to be solved is managing the unstructured content that grows exponentially within corporate environments and making it easy to find and repurpose across organization processes. The stakeholder engagement is key for the success of an ECM, and the platform has to act as a unified communication hub to improve team engagement and have different roles to perform their defined tasks in a secure environment. Business content originates within the Enterprise platform and helps workers complete day-to-day tasks and share ideas. Business content management includes familiar formats, such as office documents, presentations, spreadsheets, and multimedia.

The metadata and file management must be seamlessly integrated with customizable workflow solution that makes creating, editing, and sharing content to simple process backed up by business rules to set alerts, escalations, and notifications to ensure timely publication. Enterprise ECM will act as a powerful document management system that allows documents to be modified and managed with distinct features to check in/check-out and lock the document, including the version control and archival techniques.

ECM System aims to combine the functionalities of the Web and Content Management and to systematically incorporate not only traditional publishing activities but also e-mail, financial documents, human resource, research documents, etc. for an entire organization. Organizations are adopting the ECM System as a strategic investment, with the intention of improving the supporting activities of their business processes.

Enterprise information is increasingly growing, and such distinctions among various forms of data are becoming obvious and irrelevant. In response to these problems, ECM seeks to manage organization information in a more effective manner.

Emerging content collaboration tools are disrupting the management of organization information in a unified corporate environment, and some end users adopt self-service content collaboration technologies available in Cloud technology and share information between colleagues and partner. This goes beyond the preview of corporate security controls and content management framework, which leaves organization difficult to track and manage content produced as part of their workflows.

It is more important than ever to be in compliance with global regulations. Accessibility should be in top of mind when considering the platform for ECM; laws mandate that organizations offer documents in accessible formats for their blind, partially sighted, and cognitively disabled customers. The most common requirements for websites and applications are meeting the WCAG 2.0 Level AA compliance (Web Content Accessibility Guidelines). However, WCAG is primarily aimed at websites and services, and it is also used as standard for mobile accessibility and other applications. There is a large amount of information available at https://www.

One of the most time-consuming tasks while providing accessible documents is the setup - tagging documents to create each accessible format. Content solution providers are working on solutions and products that would provide high-fidelity and compliant accessibility documents in various formats. This enables wider implementation of accessibility standards without making a big dent in the budget of the content creators.

ECM successful design and implementation follows a well-defined, repeatable process; some of the recommended building blocks are outlined below.

ECM Strategy and Roadmap: The purpose of ECM Strategy is to optimize the value of ECM technologies. Business processes must support the ECM strategy. The roadmap will help progress in organizational culture, process, and governance.

Information Governance: A Formal Information Governance framework establishes chains of responsibility, authority, and communication. It describes the roles of people involved in the production cycle of content, their responsibilities, the ways in which they interact, and the general rules and policies regarding the production of content. This includes the effective retention and archiving of information to meet regulatory or legislative obligations and the defensible disposition of information to lower both cost and risk.

Enterprise Information Architecture: The main purpose of an Enterprise Information Architecture (EIA) is to establish the decision-making principles and standards for the use of information as a business resource. The EIA defines the fundamental specification that connects the flow of information (i.e., documents, emails, records) throughout its lifecycle and enables process automation. Governing metadata could be the most important thing to getting to a true ECM model, where users across the enterprise can truly share information. Define Security Model will be supported across the enterprise.

Organizational Change Management: ECM requires a change and people management approach that will support every business group and require managed business process changes and large-scale adoption of the technical solutions.

Requirements at an enterprise level: Develop Use Cases related to the business functions that the ECM solution will support and describe how the ECM components will be utilized by end users and how they will interact with related systems. Use holistic technology agnostic process.

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