Enterprise Content Management Implementation Research Articles

Enterprise Content Management system implementation: Insights from the National Library and Archives of UAE

This study aims to elucidate the key elements that contribute to the successful execution of an Enterprise Content Management (ECM) system. The insights provided are based on the experiences of professionals at the National Library and Archives of the United Arab Emirates (UAE) during their ECM implementation. An interpretive philosophical model, along with qualitative methodologies such as interviews and focus group discussions were employed for data collection. The participants included professionals from the UAE's National Library and Archives who played a significant role in the ECM system's implementation. A thorough review of relevant literature was also carried out to validate and reinforce the viewpoints obtained from the interviewees and focus group participants. The study discovered that comprehensive business needs assessment, detailed research, system compatibility, clarity of policies, and effective change management are vital for the successful roll-out of an ECM system. However, it's worth noting that the proposed implementation model offered in this study may not be all-encompassing. The insights shared are limited to the experiences of one archival institution, and the literature consulted may not cover all existing viewpoints. Despite these limitations, this research provides essential guidance, particularly to national archival institutions contemplating the adoption of ECM systems. It underlines the importance of ECM in effectively managing an organization's structured and unstructured data and emphasizes the need for due diligence during ECM implementation. Further research is recommended to explore the advantages arising from the successful implementation of an ECM system.

Implementing Enterprise Content Management Services with an Agile Approach

Every organisation needs access to fast online data in order to meet increasing customer demands. As a result, the information architecture of a company, how it is designed, and how information is managed are very important. Because the amount of content is growing at a precipitous rate, in order to manage it with the greatest efficacy, an online content management system is recommended. The challenge for organisations is to implement and manage a dynamic content management system that is responsive to changing requirements, while providing a structure that contributes to organisational efficiencies. How a content management system is designed and implemented (e.g. with Office 365, SharePoint, G Suite, or SAP OpenText) determines its success. This paper discusses using Agile approaches for business content management systems, to ensure that they will be used to their full potential.This conceptual research paper looks into the current context of Enterprise Content Management (ECM) and the desirable qualities of an Agile approach. First, the literature review explores the definitions, elements, benefits, and recent trends around ECM. Then, the paper discusses Agile project management (APM) with some major characteristics and typical features. Thirdly, the paper describes how an Agile ECM system should be (e.g., takes advantage of the growing Internet, cloud services, and mobile computing). An Agile ECM can be developed with an APM or a hybrid approach (i.e. using an Agile software development process to create an Agile end product).This paper covers possible methodologies based on traditional and Agile software development approaches. These encourage a flexible development approach to ECM implementation, and promoting end user involvement and their needs. An ECM system should be dynamic enough to meet the demands of future organisational growth and the business environment. It should allow integration with other new software, including those in the organisation and those in the Cloud. Two methodologies (Scrum and MIKE2.0) are explained, along with their strengths and weaknesses. The recommendation is to synthesize them so that future implementations may take advantage of techniques from both. MIKE2.0 can ensure good information governance, while Scrum can provide an innovative team-based approach and user empowerment, which are highly useful for implementing Content Services rapidly.

Assessing the functionality of the enterprise content management maturity model

Purpose The implementation of enterprise content management (ECM) software applications has been a subject of extensive discussion. Although a number of ECM scholars have provided guidance on ECM implementation, there is a gap in how to assess benefits accruing from the implementation. One of the approaches of assessment is the use of maturity models. This paper aims to examine the utility of other ECM maturity model (ECM3) as an assessment tool. Design/methodology/approach The study was undertaken based on two related research questions, the first explored ECM3 assessment within a South African context and the second explored the utility of other maturity models for ECM implementation and lessons learnt to improve ECM3. Findings The results show that all the South African institutions assessed using ECM3 had a low level of maturity and there are a number of maturity models comparable to ECM3, and the global survey provides the closest parallel to the survey conducted in South Africa. Originality/value The study offers a unique discussion on the possible utility of ECM3 as a maturity model for assessing ECM implementation. This was done by comparing it with maturity models developed or used by records professionals and through assessing the results of two surveys, one conducted amongst South African institutions and another conducted by the Real Story Group.

Enterprise Content Management Implementation and Risk

Enterprise Content Management (ECM) solutions are commonly used in many areas such as document management, record management, digital asset management, etc. Key features of ECM systems are capturing, indexing, preserving and retrieving of digital information. The state-of-the- art ECM solution can help revolutionize document management and further automated business processes which can lead to better decisions and competitive advantage. Risk management can reduce project failure and that is why controlling risk in ECM implementation projects is considered to be a major contributor to project success. To manage software risk, the first step is to identify a list of ECM projects’ risks. The present paper provides an overview of ECM implementation risks and contains findings from a small survey on experience of ECM implementation and risk in Czech enterprises. Risk of implementation in the public sector is discussed more deeply with case study examples.

Integrated approach to enterprise content management

Enterprise content management (ECM) includes numerous software developers, consultants and information management professionals around growing market potential. Though, there are only few extended reports concerning ECM implementation results. This article examines the practice-oriented, case summaries of ECM projects and major problems structures. The main areas that make up the structure are: ECM-related purposes, enterprise model, content model, technological infrastructure, administrational resources and change management problems. Issues that have been defined in this structure facilitate ECM development from enterprise viewpoint. Comparing the ECM concept to related researches in information resources management, document automation and knowledge management areas prove that ECM can represent modern integrated approach regarding information management.

Factors Impacting the Implementation of Enterprise Content Management Systems

Enterprise content management (ECM) is a new and fast growing area. It is still undergoing the same defining process as predecessor systems such as decision support and enterprise resource systems. A qualitative case study was conducted to identify key factors that impact the success of ECM systems implementations. A theoretical framework was developed from the information systems (ISs) literature resulting in a research model defining five categories of factors that impact ECM implementation success with these questions: Are there managerial, user, task, technological and content related factors that impact ECM implementation success? The research model was tested using a mix methods approach. Content analysis of the project documentations and interviews of 15 team leads and members that implemented ECM systems within their departments in their organization. The results included 12 factors that were supported by the interview data as well as the content analysis of related project documents.

Enterprise Content Management solutions—Roadmap strategy and implementation challenges

Enterprise Content Management (ECM) solutions provide robust functionality to control and analyze information. ECM solutions help reduce search times, manage data, and enable institutions with regulatory compliance. The correlation between impact on a business process through ECM implementation stage is demonstrated and been shown to follow reported hypothesis by Reimer (2002). The objective of this article is to provide (1) a typical architecture of an ECM, (2) identify key challenges in implementation and (3) implementation road map strategy.

Decision support capabilities of enterprise content management systems: An empirical investigation

Enterprise content management (ECM) systems help organizations cope with the increasing complexity and volume of data and information. Despite the growing popularity of ECM, published literature indicates that organizations primarily use ECM for operational benefits, while the strategic decision making capabilities are rarely considered. Thus, the most significant rewards of ECM implementation may be largely forgone. This study investigates the potential of ECM technology for decision support. A research model is proposed and validated via an empirical investigation. The results show that ECM positively influences problem identification and definition, decision making speed and analysis, decision quality, and decision makers' satisfaction.

The implementation of enterprise content management systems in SMEs

PurposeA literature review revealed that none of the few longitudinal studies of enterprise content management (ECM) implementations focus on small and medium‐sized enterprises (SMEs). To contribute to this area, the purpose of this paper is to generate insights in relation to how SMEs can successfully promote implementation of ECM solutions.Design/methodology/approachThe paper presents and analyses a longitudinal study of an ECM project.FindingsThe findings of the paper include a definition of a process model for ECM implementation in SMEs, identification of ten success factors related to ECM system implementation, and a definition of a new pattern for ECM technology development, compared to existing case studies.Research limitations/implicationsSince it appears to be the first detailed study of ECM system implementation in SMEs, this paper provides a point of departure for future research in the use of ECM technology in SMEs.Practical implicationsPractitioners in SMEs preparing to engage in ECM projects may utilize the findings of the paper in relation to managing the implementation process and understanding various benefits that ECM systems can produce.Originality/valueThe paper represents a contribution to the sparse literature on ECM implementation. In fact, the case seems to be the first longitudinal study of ECM implementation in SMEs.

Enterprise content management (ECM) implementation in South Africa

PurposeThis article aims to assess how enterprise content management (ECM) has been implemented in South Africa.Design/methodology/approachThe article is a five‐part analysis of the concept of ECM. The first part outlines a perspective to ECM based on predecessor and related terms such as EDMS and ERMS. The second part reviews literature generated in South Africa on electronic records and document management over the last decade as well as a discussion on value added resellers in the country. The third part provides the results of the survey of ten South African institutions. This section includes an outline on the research methodology used as well as analysis of the data and a brief discussion of the research implications. The fourth part provides concluding remarks and the fifth part is a list of references.FindingsA literature review conducted by the author reveals that there have been few published sources on institutional experiences related to implementing electronic document and records management in South Africa. However, the survey published in this article reveals that South African institutions have as much as eight years of ECM implementation experience, a majority using ECM applications from one company and the most common ECM applications modules installed within the organizations being records management, document management and imaging. These survey results suggest additional research is needed to assess proprietary vs non‐proprietary applications as well as the impact of value‐added resellers to ECM implementation.Originality/valueAs the literature review has shown, ECM implementation in South Africa has received minimal attention beyond graduate level research. This article provides an analysis of empirical data on ECM implementation in South Africa and serves as a baseline for more comprehensive studies in the future.

Managing electronic documents and work flows: Enterprise content management at work in nonprofit organizations

AbstractWeb management and knowledge management systems have made significant technological advances, culminating in large information management systems such as enterprise content management (ECM). ECM is a Web‐based publishing system that manages large numbers of electronic documents and other Web assets intended for publication to Web portals and other complex Web sites. Work in nonprofit organizations can benefit from adopting new communication technologies that promote collaboration and enterprisewide knowledge management. The unique characteristics of ECM are enumerated and analyzed from a knowledge management perspective. We identify three stages of document life cycles in ECM implementations—content, reification, and commodification/process—as the content management model. We present the model as a mechanism for decision makers and scholars to use in evaluating the organizational impacts of systems such as ECM. We also argue that decision makers in nonprofit organizations should take care to avoid overly commodifying business processes in the final stage, where participation may be more beneficial than efficiency.

Implementing enterprise content management: from evolution through strategy to contradictions out-of-the-box

This study examines a strategic development and implementation process of enterprise content management (ECM) in a large oil company. In view of the framework of four motors of development and change in organizations, this study represents a revelatory case of a hybrid development approach to ECM that involves the teleological, life-cycle, and dialectical motors of development. This is in contrast to the evolutionary development motor, which has prevailed in the hitherto reported content management research. The case study also complements process-based research on enterprise system implementations in general. We suggest that research and practice on large-scale ECM implementations should acknowledge all the four motors of change.