Enterprise Content Management
We know the amount of data maintained by an organization is very large
. So, to make the working of organization hassle-free in terms of data management, the concept of Enterprise Content Management system was introduced.
Enterprise Content Management or ECM is the strategy, related to capture, manage, store, preserve and deliver the contents, using the ECM methods and tools for the organizational processes.
Two main features of ECM are:
It minimizes the efforts made in maintaining the paper printed jacketed files and replacing that with digital data, mostly used in organizations, which is much easier to manage.
It saves the resources and time of an organization, deployed in managing the hard data. Also there were always physical limits to the amount of data stored and retrieved.
With the ECM introduced, the amount of data that can be stored was improved considerably and the retrieval time of specific information from that huge pile of data was decreased.
AIIM defined the five components of ECM as:
Capture: Here the data is actually converted into an electronic format through scanning. Electronic data and information is collected into a consistent structure for management and creation of metadata for easy indexing of information into categories and for faster searching.
Manage: This category includes another five application areas:
oDocument management
oCollaboration
oWeb Content Management
oRecords Management
oBusiness Process Management
Store: This component, keeps the information temporarily but not permanently. Though the devices used can keep the data permanently, but it is always desired to keep the data temporarily.
Preserve: In this component, data is actually stored for long terms purposes. The data is archived as a static back up of data. The data here stored is unchanging and by unchanging we mean, data is updated in a very long duration, like half-yearly or yearly.
Deliver: The deliver component provides the data from the above explained components. And it may not be necessary that Deliver can only provide information, it may also contain functions that compress the data, change format of the data for transferring to other system etc.
Every ECM vendor must follows the above mentioned components in its system to consider itself as a ECM vendor. But including a single ECM system does not guarantee the management of all of the content of an organization. There are different ECM systems designed for different types of data.
The system managing the files and other textual data may not necessarily be capable of managing the multi-media data.
So different types of ECM systems are available regarding the need of the organization and the type of data to be managed.
Some of them are listed below:
Alfresco Enterprise: Its a cloud based and open source content management system, which allows it to use best open source technologies and contributions from open source communities to provide quality product at much lower cost.
Amaxus: Its a cross browser web CMS, that works efficiently on every web browser and is used to drive web-sites, intra-nets, web apps and mobile services.
Auctori: When its required to frequently update the web site from any part of the world at any time and have the Role-based permissions that limits the access to the content according to the role or authority, asking the service.
And, as the companies are keeping their cost for resources at the optimum level, cloud based CMS are the future. ECM vendors are providing the organizations with cloud based CMSs and as SaAS(Software as A Service), so whenever content managing components are required, they can be called as a service and not letting them utilize the resources of the network, when not in use, which reduces the excess consumption of resources.
by: christa joe
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