Enterprise content management: Difference between revisions

'''Enterprise content management''' ('''ECM''') extends the concept of [[content management]] by adding a timeline for each [[content (media)|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 (or more) methods for importing content to bring manage new items, and several presentation methods to make items available for use. Although ECM content may be protected by [[digital rights management]] (DRM), 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.<ref name="AIIM whatis">{{Cite web

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* 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 allowallowed the management of an organization's [[unstructured information]], wherever that information exists.

* Early 2008: The [[strategy|strategies]], methods, and tools were used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allowallowed the [[management]] of an [[organization]]'s unstructured information, wherever that information exists<ref name="AIIM whatis"/>

* Early 2010: The strategies, methods, and tools were used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM coverscovered 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<ref name="AIIM whatis"/>

* March 2017: The [[Association for Information and Image Management]] (AIIM) 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."<ref>{{cite web|last1=Mancini|first1=John|title=The Next Wave: Moving from ECM to Intelligent Information Management|url=https://cdn2.hubspot.net/hubfs/332414/AIIM_Blog/Intel-info-Next-Wave-2017-updated.pdf|website=AIIM|publisher=AIIM}}</ref>

* [[On-premises software]] (installed on an organization's network)

* [[Software as a service]] (SaaS): Web access to information stored on a software manufacturer's system

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.

Enterprise content management, a form of [[content management]], combines the capture, search and networking of documents with [[digital archiving]], document management and [[workflow]].<ref>{{Cite journal|last=Katuu|first=Shadrack|date=2012-01-01|title=Enterprise content management (ECM) implementation in South Africa|url=https://doi.org/10.1108/09565691211222081|journal=Records Management Journal|volume=22|issue=1|pages=37–56|doi=10.1108/09565691211222081|issn=0956-5698}}</ref> It includes the challenges involved in using and preserving a company's internal (often unstructured) information in all of its forms. Most ECM solutions focus on [[business-to-employee]] (B2E) systems.

New ECM components have emerged. As content is checked in and out, each use generates new [[metadata]] (automatically, to some extent). Information about how (and when) people use the content can allow the system to acquire new filtering, routing and search pathways, [[corporate taxonomies]] and [[semantic network]]s, and retention-rule decisions.

Government standards, including the [[Health Insurance Portability and Accountability Act]] (HIPAA), [[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.<ref>{{Cite journal|last=Katuu|first=Shadrack|date=2016-01-01|title=Assessing the functionality of the enterprise content management maturity model|url=https://doi.org/10.1108/RMJ-08-2015-0030|journal=Records Management Journal|volume=26|issue=2|pages=218–238|doi=10.1108/RMJ-08-2015-0030|issn=0956-5698}}</ref>

ECM combines components which can be used as stand-alone systems without being incorporated into an enterprise-wide system.<ref name="SER-ECM-whitepaper">''Trends in Records, Document and Enterprise Content Management''. Whitepaper. S.E.R. conference, Visegrád, September 28th, 2004 [http://www.project-consult.net/Files/ECM_Handout_english_SER.pdf PDF] original source of this Wikipedia article by the German consulting company Project Consult Unternehmensberatung</ref> The five ECM components were defined by the [[Association for Information and Image Management]] (AIIM) as:

According to the [[Association for Information and Image Management|AIIM]], BPM is a way of looking at (and controlling) organizational processes.

[[Enterprise output management]] presents information from the manage, store, and preserve components. Its [[Association for Information and Image Management]] model for ECM is function-based; the deliver components may enter information into other systems (such as transferring information to portable media or generating output files) or prepare information for storage and preservation.

Before 2003, the ECM market was dominated by medium-sized independent vendors which fell into two categories: those who originated as document-management companies ([[Laserfiche]], Saros, [[Documentum]], docStar, and [[OpenText]]) and began adding the management of other business content, and those who started as web content management providers ([[Interwoven]], [[Vignette Corporation|Vignette]], and [[Stellent]])who tried to branch out into managing business documents and rich media.

In 2002, Documentum added collaboration capabilities with its acquisition of [[eRoom]]; Interwoven and Vignette countered with their acquisitions of iManage and Intraspect. Documentum purchased Bulldog for its digital asset management (DAM) capabilities; Interwoven and OpenText countered with acquisitions of MediaBin and [[Artesia Digital Media Group|Artesia]]. OpenText also acquired the European software companies IXOS and Red Dot. In October 2003, EMC Corporation acquired Documentum. [[IBM]] purchased FileNet and Oracle purchased Stellent in 2006; OpenText also purchased [[Hummingbird Ltd.]] that year. [[Hewlett-Packard]] (HP) acquired the Australian company Tower Software in 2008. In March 2009, [[Autonomy Corporation|Autonomy]] purchased Interwoven; OpenText acquired Vignette in July of that year and MetaStorm in February 2011. OpenText acquired Global 360 in July 2011,<ref>{{cite web

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| url = http://www.project-consult.decom/filesFiles/ECM_Enterprise_Content_Management_eBook_Ulrich_Kampffmeyer_2006ECM_White%20Paper_kff_2006.pdf