Enterprise Content Management solutions provided by ISB empowers you to create business value from content without compromising compliance and security needs. ECM aims to manage information throughout its lifecycle, improve business productivity, mitigate risk, and control costs of growing volumes of content.

From information capture to classification, management, storage, distribution, archiving and disposition, ECM helps you manage the flow of information across the organization. Fast and seamless access from multiple environments – web, desktop, mobile, within business process and applications – improves user productivity and organizational efficiency.

ECM aims to make the management of corporate information easier through simplifying storage, security, version control, process routing, and retention. The benefits to an organization include improved efficiency, better control, and reduced costs. For example, many banks have converted to storing copies of old checks within ECM systems versus the older method of keeping physical checks in massive paper warehouses.

Capture

  • Involves converting information from paper documents into an electronic format through scanning.
  • Capture is also used to collect electronic files and information into a consistent structure for management.
  • Capture technologies also encompass the creation of metadata (index values) that describe characteristics
            of a document for easy location through search technology.

Capture Technologies

  • Unstructured content enters an organization's IT infrastructure from a variety of sources. Regardless of how a piece of content enters, it has a lifecycle. Follow a document through its lifecycle as viewed through the use of ECM technology.

    Electronic Unstructured Data: email, instant message, text document, spreadsheet, etc.

    Electronic Forms

    Paper Documents/Forms

  • Paper generally enters the organization through a scanner, or sometimes, a multifunction device.

    In centralized scan operations, large volumes of paper are put into the system by dedicated workers. In distributed operations, smaller volumes of documents are captured with lower volume scanners or multifunction devices closer to their point of creation.

  • Software captures the image of the paper document. Increasingly, electronic document images have the same legal status as a paper document.

  • Business forms are ingested into the system. Most forms today are "structured"-the location of the form elements is known. The ability to process unstructured forms, those without a pre-defined form template, is improving.

  • Technologies that allow paper information to be translated to electronic data without manual data input.

    Recognition technologies have progressive capabilities from optical character recognition (OCR) to intelligent character recognitions (ICR) and are important for converting large amounts of forms or unstructured data to usable information in a content management system.

  • Taxonomy provides a formal structure for information, based on the individual needs of a business.

    Categorization tools automate the placement of content (document images, email, text documents, i.e., all electronic content) for future retrieval based on the taxonomy. Users can also manually categorize documents. Critical step to ensure that content is properly stored.

  • An essential part of the capture process, creates metadata from scanned documents (customer ID number, for example) so the document can be found. Indexing can be based on keywords or full-text.

Manage

The Manage category includes five traditional application areas which can be used in combination or separately (which are referred to as ECM Technologies).

ECM Technologies

  • Document management

    Document management technology helps organizations better manage the creation, revision, approval, and consumption of electronic documents. It provides key features such as library services, document profiling, searching, check-in, check-out, version control, revision history, and document security.

    Document management, in this context, refers to document management systems in the narrow sense of controlling documents from creation to archiving. Document management includes functions like:

    Check in/check out : For checking stored information for consistency.

    Version management: To keep track of different versions of the same information with revisions and renditions (same information in a different format).

    Search and navigation: For finding information and its associated contexts.

    Organizing documents: In structures like files, folders, and overviews.
  • Collaboration

    Collaboration components in an ECM system help users work with each other to develop and process content. Many of these components were developed from collaborative software, or groupware, packages; ECM collaborative systems go much further, and include elements of knowledge management.

    ECM systems facilitate collaboration by using information databases and processing methods that are designed to be used simultaneously by multiple users, even when those users are working on the same content item. They make use of knowledge based on skills, resources and background data for joint information processing. Administration components, such as virtual whiteboards for brainstorming, appointment scheduling and project management systems, communications application such as video conferencing, etc., may be included.

    Collaborative ECM may also integrate information from other applications, permitting joint information processing.

  • Web Content Management

    Web Content Management technology addresses the content creation, review, approval, and publishing processes of Web-based content. Key features include creation and authoring tools or integrations, input and presentation template design and management, content re-use management, and dynamic publishing capabilities.

    The scope of Enterprise content management integrates web content management systems. WCM as ECM component is used to present information already existing and managed in the ECM repository.

    However, information presented via Web technologies - on the Internet, an extranet, or on a portal — uses the workflow, access control, versioning, delivery and authorization modules of the WCM instead of own integrated ECM functionality. There are only few examples of successful implementations whereby a shared repository for documents and web content are managed together.

  • Record Management

    Content of long-term business value are deemed records and managed according to a retention schedule that determines how long a record is kept based on either outside regulations or internal business practices. Any piece of content can be designated a record.

    Records management is independent of storage media; managed information does not necessarily need to be stored electronically, but can be on traditional physical media as well. Some of the functions of records management are:

    Visualization of file plans and other structured indexes for the orderly storage of information

    Unambiguous indexing of information, supported by thesauri or controlled word lists

    Management of record retention schedules and deletion schedules
    Protection of information in accordance with its characteristics, sometimes down to individual content components in documents
  • Workflow and Business Process Management

    Workflow can be implemented as workflow solutions with which users interact, or as workflow engines, which act as a background service controlling the information and data flow. It handles approvals and prioritizes the order documents are presented. In the case of exceptions, workflow also escalates decisions based on pre-defined rules developed by system owners. Workflow management includes the following functions:

    Visualization of process and organization structures
    Capture, administration, visualization, and delivery of grouped information with its associated documents or data
    Reminders, deadlines, delegation and other administration functionalities
     Monitoring and documentation of process status, routing, and outcomes
    Tools for designing and displaying process

    Business process management (BPM) goes a step further than workflow. Although the words are often used interchangeably, BPM aims to completely integrate all of the affected applications within an enterprise, monitoring processes and assembling all required information.

Store

Store components temporarily store information that isn't required, desired, or ready for long-term storage or preservation. Even if the Store component uses media that are suitable for long-term archiving, "Store" is still separate from "Preserve".

Preserve

Preserve involves the long-term, safe storage and backup of static, unchanging information. Preservation is typically accomplished by record management features of an ECM system and many are designed to help companies comply with government and industry regulations.

Eventually, content ceases to change and becomes static. The Preserve components of ECM handle the long-term, safe storage and backup of static information, as well as the temporary storage of information that does not need to be archived

The Preserve components contain special viewers, conversion and migration tools and long term storage media.

Deliver (Output management)

The Deliver components of ECM present information from the Manage, Store, and Preserve components. The AIIM component model for ECM is function-based, and doesn't impose a strict hierarchy; the Deliver components may contain functions used to enter information into other systems (such as transferring information to portable media, or generating formatted output files); or for readying information, such as by converting its format or compressing it, for the "Store" and "Preserve" components.
Laserfiche Rio enterprise content management for large organizations unites the most powerful functionality, simplifies purchasing and planning while speeding enterprise deployment.
Avante helps you capture, manage, distribute and work with information in diverse working environments, offering a simple and affordable pricing structure for small to medium organizations.
SharePoint makes Enterprise Content Management (ECM) easy for everyone. Combining traditional content management, social capabilities, and powerful search, it is as natural to manage as it is to use. With its simple, “behind-the-scenes” administration, you can quickly set up compliance policies, while its familiar interface lets your people work just as they would in Microsoft Office. The result is well-managed information that is easy to find, share, and use.