Enterprise Content Management Research Articles

THE ROADMAP FOR USING SHAREPOINT TO ENHANCE ORGANIZATION AND MANAGEMENT FUNCTIONS: HEALTHCARE ORGANIZATION- CASE STUDY

The optimum utilization of data usually requires powerful information solutions that will support the decision making, transfer the knowledge and improve the overall performance. Enterprise Content Management (ECM) is a powerful management tool designed to manage information better. Microsoft SharePoint, in particular, can solve multiple problems, start with losing data, repeated processes that consume time, low quality, poor communication among team members especially in remote locations, low accountability and in some cases fluctuating overall performance. OBJECTIVES: To provide an empirical roadmap for utilizing SharePoint for data capturing, saving (categorizing, finding), data manipulating, and information delivering. METHODS: Data was collected from multiple sources including an online survey and phone interviews, as a preliminary phase. then, a model presented by researchers to demonstrate real activities, relationships, and performance. RESULTS: a road map proposed to utilize the available features of SharePoint. The case study has focused on three (3) major features: 1) Document Management and 2) SharePoint Workflow, and 3) Business Intelligence (Status Indicator KPIs list and Dashboards). CONCLUSION: Enterprise Content Management representative by SharePoint can promote the healthcare administration activities to some extent, and to move forward the collaboration and accountability work environment. Keywords: Enterprise Content Management, SharePoint, Administrative Policy and Procedure (APP), Organization Chart, Key Performance Indicators, Workflow, Business Intelligence. Normal 0 21 false false false RO X-NONE X-NONE /* Style Definitions */ table.MsoNormalTable {mso-style-name:Table Normal; mso-tstyle-rowband-size:0; mso-tstyle-colband-size:0; mso-style-noshow:yes; mso-style-priority:99; mso-style-parent:; mso-padding-alt:0cm 5.4pt 0cm 5.4pt; mso-para-margin-top:0cm; mso-para-margin-right:0cm; mso-para-margin-bottom:10.0pt; mso-para-margin-left:0cm; line-height:115%; mso-pagination:widow-orphan; font-size:11.0pt; font-family:Calibri,sans-serif; mso-ascii-font-family:Calibri; mso-ascii-theme-font:minor-latin; mso-hansi-font-family:Calibri; mso-hansi-theme-font:minor-latin; mso-bidi-font-family:Times New Roman; mso-bidi-theme-font:minor-bidi; mso-fareast-language:EN-US;}

Enterprise Content Risk Management: A Conceptual Framework for Digital Asset Risk Management

ABSTRACT Growth of data is exponential and as the organization's information needs for internal decision making expands from data in traditional systems to a variety of new sources both within the organizational boundaries and extended to external sources, the need for governance of these new digital assets is imperative. This paper proposes the Enterprise Content Risk Management (ECRM) framework. ECRM is a synthesis of COSO-ERM and Enterprise Content Management (ECM) frameworks. The ECRM leverages the strengths of the COSO-ERM overarching framework while focusing on the data lifecycle perspective of the Enterprise Content Management for organizational governance and compliance of digital assets. The proposed ECRM approach provides a framework for organizations to mitigate the risk associated with the rapid growth and inappropriate use of both structured and unstructured data.

Smart ways to ensure a glitch-free live video streaming experience

Users today expect a live town hall streaming video session to offer the same viewing experience as an online soccer match. The reality, however, can be quite different. The inherent complexity of hosting a live video streaming session behind a corporate firewall with a single path to the internet is considerable. If the network is not architected properly, potential problems can multiply exponentially. Despite the well publicised streaming problems suffered by high-profile organisations, most companies neglect to optimise networks for live events. This paper examines the pain points that hinder an organisation's ability to provide a consistent, reliable and secure user experience, as well as common causes of failure, including: planning and assessment of network, audience, capacity and purpose; insight into best practices that detail what works and why; strategies for content recording, archiving and tracking; and aligning user needs with organisational, industry compliance requirements. Using quantifiable data, objective industry analysis, third-party expert commentary and real-world examples of failures and successes, the author makes the case for enterprise content management and distribution solutions. These platforms serve as a mechanism to manage networks and user experience on the day of the event, mitigate streaming lapses, as well as enable tracking and postevent archiving.

A Social Content Management Model based on the DART Model

Web 2.0 has increased the volume of unstructured content which gives rise to the need for a Social Content Management (SCM) model. A review of the literature reveals that research specific in SCM is broad and fragmented. It also highlights the need for a comprehensive SCM model. Due to the specific nature of social content, existing Enterprise Content Management (ECM) models are not directly amenable for managing social content. However, existing ECMs could be the basis on which the model could be built upon. Hence, this paper proposes a comprehensive SCM model that is suitable for researcher and practitioner, to assist organizations to manage the social content. In this study, the basis for a comprehensive SCM model could be obtained by drawing insights from the existing ECM models which consist of four elements: capture content and interaction; manage content and access; content analysis and reflexivity; and maintain content. In order to operationalize these elements and to make the model suitable for practical applications, the concept of value co-creation via the DART model is incorporated into the comprehensive SCM model. The proposed model is then validated by the experts.

The Modern Records Management Program: An Overview of Electronic Records Management Standards

EDITOR'S SUMMARYStandardization is fundamental for bringing a vast variety of electronic records under control. It enables capturing and preserving original records as well as evidence of any access or change to the records. Creating standards within and across organizations is an extreme challenge that must be met. The 2011 Presidential Memorandum on Managing Government Records and subsequent 2012 Directive established values and strategic direction for managing federal electronic records without creating strict standards. The Battelle Record Management Office relies on a Defense Department standard for enterprise content management systems to be secure, searchable and capable of preserving contextual relationships and on the Code of Federal Regulations regarding equivalence of electronic records and signatures to paper. The result demonstrates a record's integrity and authenticity and enables it to be discovered and accessed. Defined access permissions and an audit trail add further assurances. Interoperability through application program interface layers is another requirement, being addressed through advanced platform development, which may provide the solution for authenticity and contextual preservation.

A museum goes meta: Initiating enterprise content management at the Minneapolis Institute of Art

In the 21st century, cultural heritage organisations' reliance on digital content has grown exponentially. The Minneapolis Institute of Art (Mia) is hard at work building practical capacity for the full range of digital media created by its staff. Recently, with the support of grant funding, Mia developed new conceptual models and a new metadata specification that is driven by standards, which it is actively sharing with the field. This paper will describe Mia's enterprise content management project, its efforts to improve digital content management in order both to maximise the resources being channelled into content creation and to provide the deep level of engagement with museum collections that digital resources can deliver. It will explain the project outputs: a metadata specification, a new open source digital asset management system and a federated search interface, and will share some lessons learned along the way.

Определение надежности системы электронного документооборота DIRECTUM по результатам эксплуатации

Определение надежности системы электронного документооборота DIRECTUM по результатам эксплуатации

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 System for IT Training

Information Technology (IT) training is undergoing rapid changes around the world, creating inter-institutional partnerships between IT training centers as well as software and hardware vendors to promote new products and training to users. Online training has resulted in an increasing enrolment of a wider spectrum of learners with more diverse technical skills and needs that must be served. Enterprise content management (ECM) enables IT training centers to deliver education beyond company walls, supporting a range of tools to improve information dissemination, communication, and creating collaborative virtual classrooms. In this article, the authors propose a learning platform with both Web 2.0 and mobile interfaces that supports IT training for nourishing busy workers with the latest IT technology knowledge and skills. Alerts are used as a mechanism to facilitate communications among students, instructors, and administrators. It also reminds students to keep track on their learning progress. The content flow management (such as content editing, content approval, use of content, perform training exercise, practical tests, and examination) as well as external access control for the Web portal can be easily controlled through the e-platform. Besides, the authors also demonstrated how to systematically specify document classifications and tagging of training materials by using the modular design of an integrated IT Training Enterprise Content Management System (ITTECMS) together with ontologies from the Semantic Web. Watermarking technology will be deployed for further protection of the training materials, both online and offline. It also allows the flexibility to create match-making of training content according to user interests. Not only users can retrieve matched contents effectively, vendors can also obtain multi-dimensional analysis of user problems and comments to form a comprehensive knowledgebase and achieve cross-sale of education products to target customers.

Revising a Content-Management Course for a Content Strategy World

Background: This teaching case describes the evolution of a course on content strategy aimed at advanced undergraduates and graduate students in the digital and professional writing programs at Michigan State University. The course has gone through three major shifts to reflect corresponding shifts in focus among professional and technical communicators: from developing content for the World Wide Web (original focus) to single sourcing; from single-sourcing to Enterprise Content Management Systems (ECMS), and from ECMS to content strategy. The case primarily focuses on the most recent shift. Research questions: How can a course on content strategy be useful to both advanced undergraduates preparing to enter the job market in industry and graduate students interested in learning theories in technical communication? In turn, how can a course on content strategy reflect current practices in industry while maintaining grounding for the course in academic research? Situating the case: Three emerging themes relevant to teaching content strategy emerge in the literature. The first is the role of the content strategist as an Editor-in-Chief, who creates a repeatable system for designing and managing all aspects of a website [1, 2, 3]. The second is the need to develop strategies for addressing stakeholders, especially clients and users, whose goals are to learn more about why they should invest in an organization and its broader vision. The third is adapting content for reuse, which involves designing content that can be easily accessed through various platforms and formats. How the case was studied: This is an experience report by the four faculty members who, together, have taught every section of the course in the last 15 years. Two of the instructors also participated in the course as students. About the case: The most recent version of the course is a one-term course that teaches theory and best practices for managing dynamic and distributed web content, while also incorporating assignments that help students practice content strategies with real clients. It addressed these issues with the previous version that focused on content management by collaborating with industry practitioners to help students understand the real-world implications of developing strategies for and creating web content with clients and organizations. It specifically addresses three themes identified from the literature—emphasizing the role of the content strategist as an Editor-in-Chief, differentiating the needs of clients and users, and designing for reuse. Course assignments include a landscape analysis of content-management systems and strategies used by various companies, designing content templates for specific clients, and developing a content strategy for a client selected by student groups. Key issues to address when developing the most recent version of the course included creating a course that was useful to graduate and undergraduate students aiming to enter content strategy professions, developing a balance between theory and practice in course readings and assignments, and revising a course to reflect current industry demands for skills in content strategy. Results: Anecdotal evidence from students is that the course was successful and acts as a defacto capstone for the program. Through their course evaluations and unsolicited follow-up emails, students exiting the most recent version of this course became valuable assets who help organizations develop big-picture strategies for adaptable content to be shared through various platforms. Conclusion: A course on content strategy that incorporates current industry perspectives helps graduate and undergraduate professional writing students become more adequately prepared for their future professions working with organizations.

Managing digital records in a global environment

Purpose This paper aims to widen as well as deepen the discussion on standards and good practice guidelines beyond just local or regional efforts and include international developments. Design/methodology/approach An extensive review of literature was used to develop an outline of existing standards and good practice guidelines that are used by records management professionals to manage digital records. Findings The analysis reveals that there has been a long tradition in standards and good practice guidelines development dating back to the 1980s. The study also reveals that there are two broad categories of standards and good practice guidelines, those with assessment mechanisms and those without such mechanisms. The choice of whether to have an assessment mechanism depends on the purpose for which a standard or good practice guideline is developed. Originality/value The paper explores an extensive array of standards and good practice guidelines, their utility and their geographical coverage. It demonstrates how different terms such as Electronic Records Management Systems, Electronic Document Management Systems, Electronic Document and Records Management Systems and Enterprise Content Management have been used without much clarity on how these terms relate to each other, and proposes a clarification framework.

A Step-by-Step Implementation of a Corporate Social Network

Purpose: This paper demonstrate a step-by-step implementation of a corporate social network involving employees, partners and customers considering cultural changes. It also demonstrates the Corporate SNS evolution to a Daily Collaborative Work Platform incorporating Corporate SNS and other tools as Enterprise Content Management (ECM), Business Process Management (BPM), Enterprise Resource Planning (ERP), Mall (APP Store), Enterprise Service Bus (ESB), Web Content Management (WCM), Identity Management (IDM), Analytics Tools, Portals like Human Resources and Demand Management providing a single experience to their users. Design / Methodology / Approach: This paper is a case study carried on in the biggest developer of Enterprise Resource Planning (ERP) in Latin America. Results: The use of a Corporate Social Network starts as a project but in order to continually being productive and generating results it should be necessary for this tool to become a routine activity in all company. Originality / Value: Social Network Sites (SNS) revolutionized human relationship in personal, academic and professional ways, extending the range of connections bringing new forms of communication. New technologies bring new opportunities but also bring challenges. The first companies to learn about SNS use will enjoy a great competitive advantage, improving how to do business and coordinate internal and external relationships and activities. A corporate social network implementation is a good start to obtain the advantages of this new technology but, for the companies to conquer a collaborative form of work, a cultural base for the proper use of the platform is crucial.

A system architecture based on open source enterprise content management systems for supporting educational institutions

As academic institutions produce large amounts of information in their teaching/research and administrative activities and this information should flow smoothly between departments, there appears the need to organize and manage this information thoroughly. In order to avoid information overlapping, this should happen considering the other internal existing systems. Nevertheless, because not all institutions afford to spend a lot on various systems, open source software is an appropriate solution for both educational and administrative services. Our aim is to prove the utility of Enterprise Content Management (ECM) in context of academic organizations. The first part makes an introduction to the concepts of ECM and open source software, as means to enhance process management. The second part regards the components of ECM systems and makes an analysis of their potential use in academic institutions. A system architecture based on ECM, by means of which ECM is usefully connected to other systems operating in educational establishments is proposed. A case study, discussing the implementation of an open source ECM in a large Romanian university, showing its efficacy and focusing on features related to document workflow, is analyzed.

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.

EVOLUCIÓN DE LOS SISTEMAS DE GESTIÓN DE CONTENIDOS: HACIA UN ENFOQUE HOLÍSTICO

Este artículo hace una revisión bibliográfica de los sistemas de gestión decontenidos (CMS) desde sus inicios, cuando se centraban en gestionar la información departamental, hasta abarcar toda la organización, donde se puede hablar de gestión de contenidos empresariales (ECM) enfocados en el aprendizaje organizacional y la gestión del conocimiento. Se presenta un modelo con cuatro dimensiones para un mejor entendimiento de las implicaciones de este tipo de proyectos, contrastando los problemas encontrados en cada dimensión con las mejores prácticas en la implementación de CMS propuestas por diversos autores. Finalmente, se enfatiza que es crítico tener en cuenta no solo la tecnología y el contenido, sino también los procesos y la empresa en la cual la solución es implantada, para tener una visión holística de las dimensiones y asegurar que no se escape ningún detalle para maximizar las probabilidades de éxito de dicho proyecto.

Electronic Medical Records in low to middle income countries: The case of Khayelitsha Hospital, South Africa.

IntroductionElectronic Medical Records (EMRs) have shown benefit for clinical, organisational, and societal outcomes. In low-to-middle-income countries, the desire for EMRs will continue to rise as increasing trauma and infectious disease rates necessitate adequate record keeping for effective follow-up. 114 nations are currently working on national EMRs, with some using both a full EMR (Clinicom) and a paper-based system scanned to an online Enterprise Content Management (ECM) database.MethodsThe authors sought to evaluate the ability and completeness of the EMR at Khayelitsha Hospital (KH) to capture all Emergency Centre (EC) encounters classified as trauma. Based on the high trauma rates in the Khayelitsha area and equally high referral rates from KH to higher-level trauma centres, an assumption was made that its rates would mirror nationwide estimates of 40% of EC visits. Records from July 2012 to June 2013 were examined.Results3488 patients visited the EC in the month of July 2012. 10% were noted as trauma on Clinicom and within their records were multiple sections with missing information. The remaining months of Aug 2012–June 2013 had an average trauma load of 8%. On further investigation, stacks of un-scanned patient folders were identified in the records department, contributing to the unavailability of records from January 2013 to the time of study (June 2013) on ECM.ConclusionThe results highlight difficulties with implementing a dual record system, as neither the full EMR nor ECM was able to accurately capture the estimated trauma load. Hospitals looking to employ such a system should ensure that sufficient funds are in place for adequate support, from supervision and training of staff to investment in infrastructure for efficient transfer of information. In the long run, efforts should be made to convert to a complete EMR to avoid the many pitfalls associated with handling paper records.

Enterprise Content Management Systems as a Knowledge Infrastructure

The rise of the knowledge-based economy has significantly transformed the economies of developed countries from managed economies into entrepreneurial economies, which deal with knowledge as both input and output. Consequently, knowledge has become a key asset for organizations and knowledge management is one of the driving forces of business success. One of the most important challenges faced by enterprises today is to manage both knowledge assets and the e-collaboration process between knowledge workers. Critical business knowledge and information is often contained in mostly unstructured documents in content management systems. Therefore, content management based on knowledge perspectives is crucial for organizations, especially knowledge-intensive organizations. Enterprise Content Management has evolved as an integrated approach to managing documents and content on an enterprise-wide scale. This approach must be enhanced in order to build a robust foundation to support knowledge development and the collaboration process. This paper presents the KBCM (Knowledge-Based Content Management) framework for constructing a knowledge infrastructure based on the perspective of knowledge components that could help enterprises create more business value by classifying content formally and enabling its transformation into valuable knowledge assets.

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.

Interoperable Enterprise Content Management Services

This study intended towards rational and understandable development on the field of aplication of the interoperability and enterprise content management (ECM) rules and standarts; on the purpose of creating user satisfaction and providing integrated public services. Turkey’s the Interoperability Rules Guide, which is the standart of interoperability and ECM, European Union’s Frameworks compared with Content Management Interoperability Services (CMIS) Specification , which is created by ECM sectors’ leader organisations, so inadequate and further development aspects have been ascertained. Especially, requirements for components’ identification, execution of storage services at data modeling area and keep tracking current developments of information technologies at configuring connection have been determined and leveragable solutions has been proposed.