Content Management in Content Management in Enterprise Portals Enterprise Portals Michael Mackey President, ADV Documents Systems, Inc. www.advdoc.com
Agenda Agenda • Portals and Content Management Portals and Content Management - - • definitions & details definitions & details • Document and Records Management Document and Records Management • • Database Content Database Content • • Maturing Content and Knowledge Maturing Content and Knowledge • Management Technologies Management Technologies
Portals are coming! Portals are coming! • Portals are coming and will soon be Portals are coming and will soon be • common common • Content management is key Content management is key • • New thinking about content management New thinking about content management • will be required will be required
Portals Portals • The Yahoo model The Yahoo model • • Browser Browser- -accessible single point of access (SPOA) accessible single point of access (SPOA) • • Access to everything Access to everything • • Search engine + categories Search engine + categories • • Personalizable Personalizable • • Adapting from internet to enterprise Adapting from internet to enterprise •
Enterprise Portal Functions Enterprise Portal Functions • Information access Information access • • Unified corporate desktop with personalized view of Unified corporate desktop with personalized view of • organizational information organizational information • Collaboration environment conducive to sharing Collaboration environment conducive to sharing • information information • Universal in Universal in- -box box • • Horizontal or vertical Horizontal or vertical • • Application set for managing and delivering content Application set for managing and delivering content •
Enterprise Portal Capabilities Enterprise Portal Capabilities • Access to structured business intelligence and Access to structured business intelligence and • unstructured document- -based information based information unstructured document • Ability to search across all organizational Ability to search across all organizational • information sources information sources • Allow users to publish and share information Allow users to publish and share information • • Control user access to information Control user access to information • • Integration with applications Integration with applications • • Workflow/business process support Workflow/business process support •
Enterprise Portal Layers Enterprise Portal Layers • Presentation • Presentation • Personalization • Personalization • Collaboration • Collaboration • Process • Process • • Publishing and Distribution Publishing and Distribution • Search • Search • Categorization • Categorization • • Integration Integration
Enterprise Portal Benefits Enterprise Portal Benefits • Access to relevant information • Access to relevant information • Save users time • Save users time • Increase user productivity • Increase user productivity • Enable better, faster decision- -making making • Enable better, faster decision • • Enable more efficient communication with employees Enable more efficient communication with employees • Create and maintain competitive advantage • Create and maintain competitive advantage
Enterprise Portal Definition Enterprise Portal Definition The Big Rock Candy Mountain The Big Rock Candy Mountain
Content Management Content Management • “Traditionally” automates the presentation of “Traditionally” automates the presentation of • information on a web site. information on a web site. • Versioning Versioning • • External source or entered in CM application External source or entered in CM application • • Metadata in standard database Metadata in standard database • • Creates and manages Creates and manages TOC’s TOC’s, indexes, and links , indexes, and links • • Review and authorization process Review and authorization process •
Document Management Document Management • Usage tracking and audit trail of access Usage tracking and audit trail of access • • Security Security • • Version control Version control • • Metadata Metadata • • Excellent search capability Excellent search capability • • People People- -powered powered •
Document Management Document Management • An essential component for highly secure, highly • An essential component for highly secure, highly managed document- -based content based content managed document • A good basis for publication procedures, especially • A good basis for publication procedures, especially if routing/workflow services are availablel availablel if routing/workflow services are • Enterprises that have deployed document • Enterprises that have deployed document management can easily leverage the investment for management can easily leverage the investment for portal content management portal content management • DM metadata extremely useful in portal deployment DM metadata extremely useful in portal deployment •
Records Management Records Management • Records are a special category of documents Records are a special category of documents • • Records constitute the corporate memory of Records constitute the corporate memory of • actions, transactions, decisions actions, transactions, decisions • Created to support daily business operations in Created to support daily business operations in • anticipation of disputes anticipation of disputes • Essential for protection and support in litigation Essential for protection and support in litigation • • Retained to meet legal, regulatory, and tax Retained to meet legal, regulatory, and tax • requirements requirements
Records Management Records Management • Records have specific life • Records have specific life- -cycle requirements cycle requirements • Destruction of records may be as important as Destruction of records may be as important as • retention retention • Well Well- -managed and documented record managed and documented record • management may be of trememdous management may be of trememdous value in legal value in legal discovery process discovery process • Impetus for RM deployment may be from legal • Impetus for RM deployment may be from legal department department
Records Management Records Management • Documents become records according to specific Documents become records according to specific • criteria criteria • Ownership is transferred from the author or Ownership is transferred from the author or • submitter to the organization submitter to the organization • Records are assigned to a well Records are assigned to a well- -defined file plan defined file plan • specifying and documenting its life- -cycle cycle specifying and documenting its life • Records must remain accessible, but protected from Records must remain accessible, but protected from • change, as reliable proof of what happened change, as reliable proof of what happened
Records Management Records Management • Formal records management may be a largely Formal records management may be a largely • paper- -based process based process paper • Electronic records management is increasingly Electronic records management is increasingly • being adopted to deal with the expanding volume being adopted to deal with the expanding volume of paperless documents of paperless documents • Imaging technologies are often an essential Imaging technologies are often an essential • component of records management component of records management
Database Content Database Content • Access to information in data warehouses, data Access to information in data warehouses, data • marts, and RDBMS systems is increasingly marts, and RDBMS systems is increasingly important, and often easy to deploy important, and often easy to deploy • Query and reporting applications turn data into Query and reporting applications turn data into • content content • Often referred to as Business Intelligence Often referred to as Business Intelligence • • BI solutions meet the needs of most users. Few BI solutions meet the needs of most users. Few • users actually enter the world of OLAP users actually enter the world of OLAP
The Problem: The Problem:
Making it Matter Matter Making it • Providing access to information is just the Providing access to information is just the • beginning beginning • It’s important to adapt to how people look for It’s important to adapt to how people look for • things things • Keyword, or full Keyword, or full- -text, searching is necessary, but text, searching is necessary, but • not sufficient. not sufficient. • People need categories People need categories •
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