Theme 3

Question 1

What is the definition of ECM (enterprise content management)

Answer 1

“The simplest definition of enterprise content
management (ECM) is the management of
information in all its forms across an
organisation.

Question 2

What does ECM aim to do?

Answer 2

This aims to capture, preserve
and deliver information as a corporate asset
in a consistent, natural and re-usable way,
so that an organisation can sustain,
enhance and tune its knowledge
investment…

Question 3

3 things about structured content?

Answer 3

1. Corporate finance records inside ERP or finance app
2. Employee data inside human resources planning application
3. Customer data inside CRM

Question 4

3 things about unstructured content

Answer 4

1. Incoming invoices
2. Resumes, tax documents
3. Emails and photos.

Question 5

ECM def in terms of unstructured and structured data?

Answer 5

Simply put, enterprise
content management
(ECM) digitizes, controls
and automates the flow of
unstructured information
within a company, which
is the messy information
that exists outside
structured database
environments.

Question 6

The scope of ECM?

Answer 6

1. Enterprise (Where, how)
2. Content (what)
3. Management (who,when,why)

Question 7

Explain the enterprise section?

Answer 7

The enterprise perspective describes all the
functions of distribution, application, publication,
acquisition, capture and access in a uniform and
pervasive nature without boundaries.It defines
where and how ECM takes effect.

Question 8

explain the content section?

Answer 8

The content describes all the rich components,
information, data (structured or unstructured),
records, rules, structures, topics and templates. It
defines what makes upECM.

Question 9

Explain the management discipline?

Answer 9

The management discipline brings together facets
of communication, processes, workflows,
collaboration, interaction and exchange with a
plethora of stakeholders.It describes who is
involved in ECM, and why and when they interact

Question 10

What are the 10 things ECM includes?

Answer 10

Document management
Records management
Business process management
Collaboration
Imaging
Portal
Knowledge management
Digital asset management
Digital rights management
Web content management

Question 11

Record/Record management system?

Answer 11

Record - in a business context a record is a by-product of the
business transaction
Record management: The field of management responsible
for the efficient and systematic control of the creation,
receipt, maintenance, use and disposition of records,
including the processes for capturing and maintaining
evidence of and information about business activities
and transactions in the form of records

Question 12

• Business process management

Answer 12

Workflow or business process
management (BPM) provides the
mechanism for managing the delivery
of objects used in the work between
editors or users. Over time ECM
evolved to encompass business process
management, to aid the management
and distribution of information.

Question 13

Collaboration

Answer 13

ECM also increasingly included
internet-based collaborative
environments. These allow users to
compile and create content in a secure
and regulated manner, and distribute it
pervasively

Question 14

• Imaging

Answer 14

• Imaging accommodates the need to scan paper
  documents and the need to view electronic
  documents. It covers both aspects of business
  document integration—capturing documents from various sources including scanners, faxes,
  email, and other office applications, and
  retrieving documents for users in many different
  environments, including in remote offices and via
  the Internet.

Question 15

Imaging

Answer 15

Imaging accommodates the need to scan paper
documents and the need to view electronic
documents. It covers both aspects of business
document integration—capturing documents from various sources including scanners, faxes,
email, and other office applications, and
retrieving documents for users in many different
environments, including in remote offices and via
the Internet.

Question 15

Portal

Answer 15

An Enterprise Portal is a framework for
aggregating and integrating information, people
and processes across the organization. Internet,
Intranet and Extranet sites can be enterprise
portals. Portals usually have specific audience
group (e.g. employees, customers, suppliers, etc)
and can be personalized. Enterprise Portals
provide a “gateway” to information and
documents, provide security (authentication &
authorization), and, have robust content
management system, which allows many users to
contribute and update the content. Portals can
improve organizational effectiveness, they can
accelerate/automate shared business processes,
and they can facilitate information sharing across
boundaries for better business insight.

Question 16

Knowledge management

Answer 16

ECM provides good knowledge management,
thus permitting an organisation to: * sustain and recognise the contributions of all
the stakeholders who add value to the
organisation;
* provide guidance from a number of key
perspectives for the organisation;
* supplement knowledge in the future and in
different scenarios;
* make information universally available, and
linguistically clear.

Question 17

Digital asset management

Answer 17

Many modern digital asset management
systems have a number of features that are
geared towards the storage of rich media
assets such as:
* AI-powered tagging that scans the contents of
an image upon upload and automatically
creates tags, which help to easily locate the
image at a later date
* An option to preview video files within the DAM
environment so you can play the video without
needing to download the file
* Editing functionalities such as cropping and
image resizing for use on social media platforms

Question 18

Digital rights management

Answer 18

Digital rights management (DRM) is
intended to enforce restrictions on the
use of digital content after it has been
delivered to its intended recipient. This
type of protection, which stays with the
content after delivery, is often referred to
as persistent protection. Note that
persistent protection is designed to
protect the content from unauthorized
actions by the legitimate recipient.

Question 19

Web content management

Answer 19

WCM is generally considered a subset of
ECM with the primary difference being
that WCM is focused more on web
content whereas an enterprise content
management system is integrated into
daily processes.

Question 20

ECM and the information lifecycle

Answer 20

Strategies, methods
and tools to capture,
manage, store,
preserve and deliver
content
* Specifically manages
organization’s
unstructured
information

Question 21

The content lifecycle:

Answer 21

Draw the figure:
The same outer circles as ECM but inner are acquisition storage delivery

Question 22

Acquisition ECM:

Answer 22

Enterprise:
* Central capture repository for dispersed acquisition systems from desktops,
internet, scanned documents, etc.
* Content:
* Acquired in various forms, paper or electronic transformed to agreed
organizational formats.
* Management
* Capture management set to bulk scan and cataloguing protocols and indexing
rules which includes metadata protocols.
* Initially everything is accepted into the system – reviewing content objects
gives clearer attributes and gives context to its inclusion.

Question 23

Storage ECM

Answer 23

Enterprise:
* Distributed, federal or virtual (cloud) or storage farms as repositories.
* Content:
* Content objects could be stored including different versions, review
attachments or overlays to capture the transition or change in an object.
* Management
* Uses process management to establish content version, control authorship
rights, distribute content to those nominated.
* Digital rights to protect amendment of content.
* Tools to extend storage capacity or manage retention life of content for
destroying at the correct time.

Question 24

Delivery ECM

Answer 24

• Enterprise:
• Delivery to browsers provide options for distributing information. Businesses
  will cost mechanism and make available per set criteria.
• Content:
• Information can be presented on the web page, encapsulated in
  downloadable electronic documents or provided in print.
• Management
• Search technology included through the mechanism of workflow or process
  business management to deliver work between editors and users