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A Pragmatic Strategy For Oracle Enterprise Content Management
Brian “Bex” Huff Chief Software Architect, BezzotechAndy MacMillan VP ECM Product Management, Oracle
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Intro to pragmatic Enterprise Content Management• Its more than just technology
Seven steps of a pragmatic strategy• Gather a team, analyze current state• Consolidate, federate, secure• Bring strategies together• Plan for the future
Questions
Agenda
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ECM focuses on “unstructured” information• Emails, Microsoft Office documents, videos, web sites
Covers the entire life cycle• Capture it, define it, tag it• Find it, convert it, deliver it• Use it, re-use it, enrich it• Secure it, retain it, destroy it
Improves communication efficiency
What is Enterprise Content Management?
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PublishRetain
Filter
Search
Create
Capture
VersionIndex
Cleanse
Archive
Automate Content Lifecycle Management
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Movement beyond “point solutions” • Avoid department-centric solutions• Think strategically about enterprise interoperability• Act tactically to address specific needs
Its not just about technology• Its about a culture of information sharing.• It’s about dedication to a “single source of truth”
Its about making content manageable!
What is Pragmatic ECM?
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Strategic ECM systems• Enterprise-wide• Infrastructure level• Used for Active, Transactional, and Historical data
Tactical ECM systems• Makes one specific department better at one thing• Leads to content silos• Remember: these exist for a very good reason!
A pragmatic strategy must support both
Strategic vs Tactical ECM
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1. Create a “Center of Excellence”
2. Asses your environment
3. Consolidate content into strategic repositories
4. Federate control to tactical repositories
5. Secure information wherever it exists
6. Bring structured and unstructured strategies together
7. Plan for the future
Steps in Pragmatic ECM
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Multi-departmental group• Stay close to the needs of the users.• Requires support from senior executives.
Information sharing is a political mine field• There is job security in hoarding information.• People do not want to change their habits, or lose control of their
data.
Necessary for enterprise-wide initiatives• Without executive buy-in, ECM will not be widely adopted.
1) Create a “Center of Excellence”
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Project 1 Project 2 Project 3
Executive Steering Committee
Program Mgmt. Office
Business Analysts Developers
Program ManagerEnterprise, Infrastructure,
Solution, and Information Architects
Records Managers
Business Analysts Developers
Business Analysts Developers
Center of Excellence Breakdown
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Determine number of unstructured systems• Could number in the hundreds!• Label as strategic, tactical, or replaceable
Examples:• Shared file systems and FTP servers• Digital Archives• Department specific content / collaboration systems• Legacy websites and web applications• Enterprise Apps: Siebel, Lotus Notes• Hosted systems: Salesforce.com, Gmail, Facebook
2) Assess Your Environment
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Strategic:• ECM systems with the features you need• Easy interoperability
Tactical:• Insufficient for a strategic infrastructure.• Too useful to replace.• Not cost-effective to re-implement required features.
Replaceable:• Not many features: low cost, low complexity
Label Existing Systems
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Consolidation ROI
Ea
se o
f C
on
so
lidat
ion
Shared File Systems
Legacy Imaging
HighLow
Low
High
ERP Doc Store
Email System
Web Applications
CRM Doc Store
DepartmentalRepositories
Web Content Mgmt.
Tactical
Replaceable
Legacy Doc. Mgmt.
Media Library
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Migrate from replaceable into strategic system• High-value content in one central repository for easy re-use• Significantly reduces cost and complexity
Extend strategic repository to other applications• Active: Web applications, portals• Transactional: Imaging and process management• Historical: email archives, digital archives
3) Consolidate Strategic Repositories
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ERP SystemERP SystemERP SystemERP System
CRM SystemCRM SystemCRM SystemCRM System
Email ServersEmail ServersEmail ServersEmail Servers
Web ApplicationsWeb ApplicationsWeb ApplicationsWeb Applications
Enterprise Applications Infrastructure Content Applications
Media LibraryMedia LibraryMedia LibraryMedia Library
Imaging SystemImaging SystemImaging SystemImaging System Web ContentWeb ContentWeb ContentWeb Content
Enterprise Service Bus (core services)
Universal ContentManagement (UCM)
Universal OnlineArchive (UOA)
Imaging & Process Management (I/PM)
Document Archive
Document Archive
DocumentManagement
DocumentManagement
E-MailArchiveE-Mail
ArchiveWeb ContentManagementWeb ContentManagement
BPM Document Capture
Oracle Strategic ECM System
Direct SOA forSpecializedServices
Oracle Database
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Enterprise Service Bus• Server to server orchestration with BPEL workflows
Open Web Content Management (OpenWCM)• Embed in-context editing in portals / app servers
Standards-compliant ECM interfaces • CMIS, JSR 170, RSS, WebDAV
Custom Integrations• SOAP, Archiving Services, Java API
Consolidation Tools
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Tactical systems exist for a reason!• Helps one department do their tasks more efficiently• Too useful to eliminate, too expensive to consolidate
Pragmatic ECM does not punish tactical systems• It offers federation tools to extend the repository• Helps makes your content manageable
Get control over content, wherever it is• Centralized policies, federated repositories
4) Federate to Tactical Repositories
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Oracle Federated ECM Services
SharePointSharePointSharePointSharePoint
MS SQL DBMS SQL DB
Multiple InstancesDesktops and Loose Files
Tactical SystemsTactical SystemsTactical SystemsTactical Systems
ContentContentRepositoryRepository
Multiple Instances
Universal RecordsManagement (URM)
Information RightsManagement (IRM)
Secure EnterpriseSearch (SES)
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Universal Records Managements• Custom “adapters” run in remote systems• Enforces retention and destruction policies
Secure Enterprise Search• Single, secure place to search for content anywhere• Group and display results differently, depending on the user
ALUI Ensemble (Oracle WebCenter Services)• Embeds any web app inside any other web app• Helps manage application proliferation
Federation Tools
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Security Paradox: Information is only secure when you are not using it!• In a repository? Safe.• Removed from the repository for viewing? Unsafe.
Can we do better?• Add more layers of security.• Make a “defensible” content security strategy.
An ECM should store content, not users• Integrate with best-of-breed identity management systems
5) Secure Information Where It Exists
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Information Rights Management• Encrypts documents• Must request temporary key to view content• Centralized policy management, monitoring, and reporting
Content Cleansing• Remove “Track Changes” and “invisible” content from documents
Dynamic Watermarks on PDFs• Embed user name and access date
Security Tools
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Information Rights Management Lifecycle
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Blurred line: unstructured vs. structured content
Unstructured apps need structured content• Should consume structured services
Structured apps need unstructured content• Should consume unstructured content services
Extract structure from unstructured content• Keywords, metadata, taxonomy, controlled thesaurus
6) Unify Your Strategies
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Imaging and Process Management• Brings scanned images to enterprise apps
Business Intelligence Publisher• Generate reports, put into ECM, then on web sites
Siebel Files Replacement
Business Analytics and Data Mining Tools• Imagine data mining your email archives…
Unification Tools
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Real Time Decisions and “Next Best Activity”• Based on user’s history, what are the likely to want to see?
Customer communication Management (SkyWire)
Auto Categorization• Extract keywords, metadata, and thesaurus terms• Determine which content items are similar
Microformats• Embed easily extracted structure in documents
Unification Tools
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Need 3-year plans for ECM
Technology is changing rapidly• New tools, new integrations, new migrations• Consolidation may be a better option in the future.
Content is being created faster and faster• Need to frequently assess storage and findability
Think strategically, implement tactically
7) Plan for the Future
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Now Available…
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A Pragmatic Strategy for Oracle Enterprise Content Management
Presenters:
Brian “Bex” Huff
Andrew MacMillan
Thank you!
Questions?
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