Enterprise Content Management (ECM) Strategies

Introduction:

Companies are increasingly striving for a paperless office, recognizing that information is their true intellectual property. As a result, many focus on implementing Enterprise Content Management (ECM) solutions. When done professionally, ECM implementations can place a company well ahead of its competitors; however, if not executed properly, they can lead to significant setbacks.

The success or failure of an ECM project often hinges on human factors such as user acceptance, adequate training, stakeholder involvement, and careful planning.

Business users often seek an ECM solution, assuming the IT department will handle it, without realizing that such solutions need to be applied across all departments, not just within individual ones.

However, handling content is only one aspect; it must also be done in compliance with legal, auditing, and security requirements. Document management based on international standards like ISO 9001:2008 Quality Management System Requirements, ISO 15489-1 Records Management – Part 1: General, and ISO 27001 Information Technology Security Techniques is essential.

This ECM course incorporates key elements from ISO standards and addresses the principles and implementation strategies required for the proper deployment of an ECM solution in any organization.

Objectives:

By the end of this ECM Enterprise Content Management course, participants will be able to:

• Understand legal requirements related to content management, including standards and industry best practices.
• Create comprehensive information documentation policies, procedures, and requirements.
• Grasp the structures, architecture, and organizational aspects of ECM teams.
• Effectively use metadata and business classification schemas in ECM implementation.
• Understand the requirements outlined in ISO 15489 Records Management and ISO 27001 Information Security.
• Identify GDPR implications for the use of ECM systems.
• Prepare for ECM implementation with a specific emphasis on the content lifecycle.
• Comprehend the role of eDiscovery in content management.
• Create a maturity assessment model customized for an enterprise.
• Familiarize themselves with existing ECM software solutions.
• Prepare for ECM change management and future trends.

Training Methodology:

• Cooperative group projects
• Individual assignments
• Virtual lab environments
• Guided troubleshooting sessions
• Panel discussions with industry experts
• Ongoing assessment and feedback
• Case study-based learning
• Interactive online modules
• Knowledge-sharing sessions

Course Outline:

Unit 1: Enterprise Content Management Project Cycle

• Definition of Enterprise Content Management (ECM)
• ECM Cost/Benefit Analysis
• ECM Storage and Delivery
• ECM Audit
• The Need for ECM

Unit 2: ECM Related Standards

• ISO 15489-1:2001 Information and documentation – Records Management – Part 1: General
• ISO/IEC 27001:2013 Information technology — Security techniques — Information security management systems — Requirements
• ISO 9000-3:1997 Quality management and quality assurance standards – Part 3: Guidelines for the application of ISO 9001 to the development, supply, installation, and maintenance of software
• Scanning Legal Issues
• Archiving Retention Requirements
• Digital Signatures & Digital Rights Management

Unit 3: ECM Project Planning

• Developing an ECM Business Case
• ECM Project Plan
• Managing Change in an ECM Environment
• Determining Tangible & Intangible Benefits of ECM
• Creating a Roadmap for Implementing Enterprise Content Management Systems
• Cross-Functional Team Roles in Implementing ECM

Unit 4: ECM Content Control

• Content Management
• Security
• Repository
• Document vs. Record
• File/Document Management System Software
• Digital Records/Archives Management Programs and Systems
• Content Consistency
• Browsing & Navigation through an Electronic File Cabinet (EFC)
• Viewing, Editing, and Updating Files within EFCs
• Preservation of Content Stores in ERM (Electronic Records Management)

Unit 5: ECM Present and Future

• Cloud Computing, Big Data, IoT, and AI
• Intent-Based Networking
• Compliance, Controls, and Security
• Legislation, Standards, and Regulation
• Business Classification Modeling/Schema & Taxonomy