Enterprise content management


Enterprise content management extends the concept of content management by adding a timeline for each content item and, possibly, enforcing processes for its creation, approval, and distribution. Systems using ECM generally provide a secure repository for managed items, analog or digital. They also include one methods for importing content to manage new items, and several presentation methods to make items available for use. Although ECM content may be protected by digital rights management, it is not required. ECM is distinguished from general content management by its cognizance of the processes and procedures of the enterprise for which it is created.

Definitions

  • Late 2005: The technology was used to capture, manage, store, preserve, and deliver content and documents related to organizational processes
  • Early 2006: ECM tools and strategies allowed the management of an organization's unstructured information, wherever that information exists.
  • Early 2008: The strategies, methods, and tools were used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allowed the management of an organization's unstructured information, wherever that information exists
  • Early 2010: The strategies, methods, and tools were used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM covered the management of information within the entire scope of an enterprise whether that information is in the form of a paper document, an electronic file, a database print stream, or even an email
  • March 2017: The Association for Information and Image Management proposed replacing "enterprise content management" with "intelligent information management". IIM is defined as "the strategies, methods, and tools used to create, capture, automate, deliver, secure, and analyze content and documents related to organizational processes. IIM refers to the management of content AND data, not just content itself."
The latest definition encompasses areas which have traditionally been addressed by records- and document-management systems. It implies the conversion of data to digital and traditional forms, including paper and microfilm.
ECM, as an umbrella term, covers document and web content management, search, collaboration, records management, digital asset management, workflow management, and capture and scanning. It manages the life cycle of information, from initial publication through archival and eventual disposal. It is delivered in four ways:
Benefits to an organization include improved efficiency, better control, and reduced costs. Banks have converted to storing copies of old cheques in ECM systems from the older method of keeping physical cheques in warehouses. Under the old system, a customer request for a copy of a cheque might take weeks; a bank employee had to contact the warehouse where the right box, file and cheque were located. The cheque would be pulled and a copy made and mailed to the bank, which would then mail it to the customer. With an ECM system in place, a bank employee could query the system for the customer's account number and the number of the requested cheque. When an image of the cheque appeared on-screen, the bank could mail a copy immediately to the customer; usually while the customer was still on the phone.

Scope

Enterprise content management, a form of content management, combines the capture, search and networking of documents with digital archiving, document management and workflow. It includes the challenges involved in using and preserving a company's internal information in all of its forms. Most ECM solutions focus on business-to-employee systems.
New ECM components have emerged. As content is checked in and out, each use generates new metadata. Information about how people use the content can allow the system to acquire new filtering, routing and search pathways, corporate taxonomies and semantic networks, and retention-rule decisions.
Solutions can provide intranet services to employees, and can include enterprise portals for business-to-business, business-to-government, government-to-business, or other business relationships. This category includes most former document-management groupware and workflow solutions that had not, by 2016, fully converted their architecture to ECM but provided a web interface. Digital asset management is a form of ECM involving digitally-stored content. Specialized Healthcare Content Management Systems meet the special regulatory requirements for medical devices and interoperability.

History

The technologies which encompassed ECM in 2016 descend from the electronic Document Management Systems of the late 1980s and early 1990s. The original DMS products were stand-alone, providing functionality in one of four areas: imaging, workflow, document management, and enterprise relationship management.
A typical early DMS user had a small-scale imaging and workflow system to improve a paper-intensive process and work towards a paperless office. The first stand-alone DMS technologies intended to save time by reducing paper handling and storage, reducing document loss and speeding access to information. DMS could provide online access to information formerly available only on paper, microfilm, or microfiche. By improving control over documents and their processes, DMS streamlined business practices. Their audit trail increased document security and measured productivity and efficiency.
DMS product categories were seen as complementary, and organizations wished to use several DMS products. A customer-service department could combine imaging, document management and workflow; an accounting department could access supplier invoices from an ERM system, purchase orders from an imaging system, and contracts from a document-management system. As organizations established an Internet presence, they wanted to manage web content. Organizations which had automated individual departments began to envision a broader deployment.
The movement toward integrated DMS systems reflected a common trend in the software industry: the integration of small systems into more comprehensive ones. Word processing, spreadsheet, and presentation software were standalone products until the early 1990s, when the market shifted toward integration.
Early developers offered multiple stand-alone DMS technologies as a single, packaged "suite", with little functional integration. Around 2001, the industry began to use the term "enterprise content management" for integrated systems.
In 2006, Microsoft and Oracle Corporation entered the low-cost ECM market. Open source ECM products are also available.
Government standards, including the Health Insurance Portability and Accountability Act, BS 7799 and ISO/IEC 27001, influence the development and use of ECM. In 2016, organizations could deploy a single ECM system to manage information in all departments.

Uses

Businesses adopt ECM to increase efficiency, improve information control, and reduce the overall cost of information management. ECM streamlines access to records with keyword and full-text searching, allowing employees to quickly obtain needed information from their desktops.
ECM facilitates organizational efficiency through the following capabilities:
  • Data/Document Capture – Capture, digitize, and index documents and data at their ingestion point, whether via email, invoice, paper form, or other.
  • Secure Content Repository – Hold documents and data in a central access point for easy retrieval, use, and version control.
  • Assign security and compliance controls — Protect sensitive data with user-assigned access controls and retention policy procedures.
  • Automated workflow delivery – Keep processes moving with automated approvals and document/data routing to workflow touchpoints.
The management systems can help businesses comply with government and industry regulations such as HIPAA, the Sarbanes–Oxley Act, the Payment Card Industry Data Security Standard, and the Federal Rules of Civil Procedure. Security at the user, function, and record levels protect sensitive data. Some information in a document can be redacted, so the remainder can be shared without compromising identity or key data. Every action in the system is tracked, and can be reported to demonstrate compliance with a wide variety of regulations.

Characteristics

In his Computerwoche article, Ulrich Kampffmeyer 2001 characterized ECM as:
  • Middleware, eliminating the restrictions of vertical applications and island architecture and transparent to users. ECM offers a third platform, in addition to conventional host and client-server systems. According to Kampffmeyer, enterprise application integration and service-oriented architecture will play important roles in ECM implementation.
  • Independent services, managing information without regard to the source or the required use and available from a variety of applications. For a given use, only one general service is available; this avoids the expense and maintenance of parallel functions. Standards for interfaces connecting different services will play an important role in ECM implementation.
  • A uniform repository for information, data and document warehouses combining company information. Information lifecycle management will also play an important role in the implementation of ECM.
ECM is working properly when it is invisible to users. It supports specialized applications as subordinate services. ECM is a multi-layer model which includes technology for handling, delivering, and managing structured data and unstructured information. It manages the information in a web content management system and archives as a universal repository.