Enterprise Content Management system-revolution for
Data ware housing


By

Dr. Parimalendu Bandhyopadhya
Sr. Lecturer
Department of Business Administration
Bengal College of Engineering & Technology
Durgapur

Joydeep Chowdhury
Former Lecturer
Department of Computer Application
B.B. College
Asansol
 


Why Business document need to managed.

During the era of 1980's, as our business world was growing, people had to deal with lots of information about the organization business and out side the organization. It became very difficult and hectic to handle such a vast repository of information according to people need.

Consider, for e.g., Accounts department need information about particular account and its work progress .On the other hand depending on the customers need and client requirement we need to give them information about business, organization, product, market etc. 

The problems had arisen in many sectors. It sector is one of the sector which had been vastly affected by the delay of information providing and flow to outside as well as inside the organization. These were affecting business.

What Enterprise Document Management System (EDMS).

That time we need one software that could manage these problems. We had already got the concept of "portals". By using that concept software appeared. Its had been named as Enterprise Document Management System (EDMS).

The original EDMS products were developed as stand-alone technologies, and these products provided functionality in one of four areas: imaging, workflow, document management, or COLD/ERM

Drawbacks:

As time passed, and more organizations had achieved "pockets" of productivity with the use of these technologies, it became clear that the various EDMS product categories were in fact complementary for many businesses. The problems it had shown were:

Lack of leveraging capability according to the need:

Organizations increasingly wanted to be able to leverage the capabilities of multiple EDMS products. Consider, for example, the needs of a customer service department, where imaging, document management, and workflow functionality could be brought together to allow agents to access any information needed to resolve a customer inquiry. Likewise, an accounting department could access supplier invoices from a COLD/ERM system, purchase orders from an imaging system, and contracts from a document management system as part of an approval workflow.

Business documents could not spread between multiple departments and processes.

Organizations established an Internet presence, they wanted to present certain portions of this information via the web, which required the capabilities to manage web content.

Beginning in approximately 2001, the industry began to use the term "enterprise content management" to refer to those software solutions that provide the full complement of EDMS technologies, reflecting the truly "enterprise" nature of their products.

What is Enterprise Content Management System?

The Enterprise Content Management reduced the legacy problem domains that have traditionally been addressed by records management and document management. It also includes all of the additional problems involved in converting to and from digital content, to and from the traditional media of those problem domains (such as physical and computerized filing and retrieval systems, often involving paper and microforms). Finally ECM is a new problem domain in its own right, as it has employed the technologies and strategies of (digital) content management to address business process issues, such as records and auditing, knowledge sharing, personalization and standardization of content, and so on.


Dig. Representation of ECM with its components

Enterprise content management systems combine a wide variety of technologies and components, some of which can also be used as stand-alone systems without being incorporated into an enterprise-wide system. Some of them are:

1. Different components of ECM system:

1.1 Capture: The "Capture" category contains functionalities and components for generating, capturing, preparing and processing analog and electronic information. Capture components are often also called "Input" components. There are several levels and technologies, from simple information capture to complex information preparation using automatic classification. They are as follows:


1.2 Manage: this is for the management, processing, and use of information. It use inter-process communication with others components. They incorporate:
  • Databases for administration and retrieval, and
  • Access authorization systems.

The goal of a closed ECM system is to provide these two components just once as services for all "Manage" solutions such as Document Management, Collaboration, Web Content Management, Records Management and Workflow / Business Process Management. The components are:


1.3 Store: Store components are used for the temporary storage of information which it is not required or desired to archive. Even if it uses media that are suitable for long-term archiving, Store" is still separate from "Preserve." The store components are:


Flow of data/queries from user to repository and information to user

1.4 Deliver: It used to present information from the "Manage," "Store". They also contain functions used to enter information in systems or for readying information for the "Store" components. Since the component model is function-based and not to be regarded as architecture, we can assign these and other components here. The functionality in the "Deliver" category is also known as "output" and summarized under the term "Output Management." .The component used here are:

Transformation technologies: Transformations should always be controlled and tractable. This is done by background services which the end user generally does not see. Here the information from repository convert to other format and delivered to either user or other media.

Security: When "transformation" going on we must remember that information should be safe.

Distribution: All of the above technologies basically serve to provide the various contents of an ECM to target users by various routes.

Market value and conclusion:

More recently, the ECM market has seen the entry of Microsoft and Oracle Corporation, two of the largest and most pervasive providers of software, at the value end of the market. These companies have each taken steps to develop solutions for content management – Microsoft with its various offerings in the Share Point product family in recent years, and Oracle in 2006 with its Oracle Content Management product. These two software companies look to provide software solutions with the basic ECM functionality that will address the functional requirements commonly required by the majority of organizations. The result is likely to be a stratification of the current ECM market, based on the level of content services that different organizations require.

The day is not very far when we can see people are intended to use the ECM system for their own business as well as n home also. And, it will save our time to manage, retrieve the require data. We can get required information at a glance and it will assure full security of data. In, one word it will be a outstanding " DATABASE & INFORMATION GENERATING SYSTEM".

Reference:  

1.  Microsoft launched it's ECM strategy with MOSS 2007, Oracle with 10g and the acquisition of Stellent, both late 2006.

2. Evolving Electronic Document Management Solutions: The Doculabs Report, Third Edition. Chicago: Doculabs, 2002.

3. Trends in Records, Document and Enterprise Content Management. Whitepaper. S.E.R. conference, Visegrád, September 28th, 2004 ;article by the German consulting company Project Consult Unternehmensberatung

4. Loh, Tee Chiat; Lenny Koh Siau Ching (September 2004). "Critical elements for a successful ERP implementation in SMEs". International Journal of Production Research

5. Head, Simon (2005). The New Ruthless Economy. Work and Power in the Digital Age. Oxford UP.

6. Waldner, Jean-Baptiste (1992). Principles of Computer Integrated Manufacturing. Chichester: John Wiley & Sons Ltd.
 


Dr. Parimalendu Bandhyopadhya
Sr. Lecturer
Department of Business Administration
Bengal College of Engineering & Technology
Durgapur

Joydeep Chowdhury
Former Lecturer
Department of Computer Application
B.B. College
Asansol
 

Source: E-mail May 27, 2008

          

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