Enterprise Content Management, Enterprise Information Management and Records Management are three distinct views of the same general problem, that of dealing with the ever increasing amount of data within the organization. Both the volume of content and the types of content are increasing, no longer the sole domain of the back office working with Word and Excel files, important data to your organization exists in many different formats and produced by both front office and back office employees.
Letters, invoices, sales receipts, emails, voice mails, videos, instant messages, blog posts, tweets, status updates along with designs, reports, memos, logs, databases … the list seems endless and volume increases both in raw data (storage) as well as the information contained within the data (content).
Enterprise Content Management is the discipline that works to help organizations find the specific content each employee needs to perform their job in an efficient, secure, and auditable fashion. ECM is usually within the Information Technology domain as speaks to the technology and processes involved in information management. In this course you'll learn about the major components, functions, tools, and nomenclature of a typical ECM deployment and how they interact with various roles within your organization.
Enterprise Information Management is the discipline that looks to the business use of all that content. It identifies and defines the corporate metadata that should be applied to and used with the content within the organizations. EIM must understand what your business is and how your business works and as such is typically run by upper management. In this course you'll learn about the typical types of activities, design criteria and organizational considerations the EIM team must perform to prepare for and maintain a corporate information program.
Records Management is the discipline of compliance. Whether laws, regulations, or simply risk mitigation activities, RM defines the policies that the organization must follow to assure compliance. It speaks to whether specific content should be kept or allowed to be deleted. In this course you'll learn the language of RM as well as the challenges faced by the RM team and how they typically go about determining what it means to be compliant.
This course will not provide you with the skills required to be an expert in any of the three disciplines, however it will provide you with the base knowledge of all three disciplines. This knowledge will help your organization to design and maintain a successful information program that brings a positive Return on Investment by lowering Information Technology costs, lowering the costs of litigation defense and improving productivity of most employees.
Why should you attend: You are tasked to be a part of an organizational information planning, design, or ongoing support for Enterprise Content Management program, an Enterprise Information Management program, and/or Records Management program for your organization. You want to assure you understand your role and how your role relates to other roles, This course will introduce the participants with a working knowledge of all three disciplines.
ECM is usually a topic handled by IT. It is about specific applications and how they implement the various forms of content management (e.g. - email, office integration, workflows, search, etc.)
EIM is a topic that should be managed at and by top management. It requires an in-depth knowledge of the business activities of each department and how they interrelate.
RM is a specialized field often connected to the legal department. It is about enforcement of EIM standards, legal regulations and other compliance issues. Its main role is in organizational risk avoidance and mitigation.
If ECM is chosen and built without the knowledge of EIM strategy then the chosen technology may not be able to implement the organizational wishes as laid out in that strategy. The tool may even actively fight against organizational goals. If the ECM tools are deployed in isolation of RM input then it is possible that the implementation makes it difficult or impossible to comply with Records Management guidelines.
If EIM is discussed in isolation of the tools used to manage information it is easily possible for EIM policy direction to be difficult or impossible to meet. The EIM specialists need to both understand and, ideally, be part of the choosing the ECM technology. If the EIM experts are not involved and aware of what the Records Management experts require then inefficiencies can be introduced through duplication and redundant metadata collection.
The best overall information management program comes from planning that includes all three disciplines and all three should have a working knowledge of the other two.
Areas Covered in the Session:
- ECM technology functional description including:
- Document Management
- Knowledge Management
- Email Management
- Records Management
- Business Process Management (workflows)
- Key ECM vendors and platforms
- EIM nomenclature and policies
- Business Process discovery and mapping
- Creating and utilizing Master Metadata
- Records Management nomenclature
- Cost avoidance through content reduction
- Cost avoidance through proactive identification
- Risk mitigation
- Integrating ECM, EIM and RM - an Organizational Information Program
Who Will Benefit:
- System Analysts
- Information Architects
- Records Managers
- Records Officers
- Members of the CIO office
- Information Technology Professionals