Convert, Combine & Enhance

Continuing from some of my earlier posts let me reinforce that every organization, especially within enterprise and SMB space is not only developing but struggling to manage large volumes of content. I am not going to centre this write-up on big data – we will keep that discussion for some other time.  For the purposes of this writing, I want to discuss the primary drivers for management of content at a higher level. Let’s look at them;

  1. Storage
  2. Search
  3. Manage
  4. Analyze

Now what does this mean? For organizations, content/data to be effective, the plan on of these 4 pillars will drive what they do with it. Let me explain it.

Step1: Whether you have large or moderate volumes of content (inter-changeably referred to data), you need to have a storage plan. This is where the enterprise storage vendors come into play. Now, I hope you agree with me that we’re not talking about physical storage vendors, rather digital storage – be it on-premise or cloud storage providers. To store documents, there are few best practises and challenges that you should be aware of. E.g. volume of storage, future document volume growth in next 5-10 years, document retention and disposition policies etc. Check this brochure for some cool stats on document volume and growth

Step 2: Now that you have developed a plan to digitally store your content, you’ll want or need to search it for variety of reasons. These could vary from marketing needs to regulatory requirements, and from compliance to pure quality or corporate governance. Your intent will be to be able to find relevant documents with very high degree of accuracy in the shortest possible time. This is where you need to work with vendors who provide advanced rendering capabilities such as full text search capability in most repositories. This feature can free you from the shackles of taxonomy of your content.

Step 3: When all is said and done, you would want to do some reporting and tracking of your content. But the best part is you would like to analyze your results to develop ROI and other KPI’s.

Step 4: With your content now stored with search capabilities, you need to develop content management rules, policies and strategy. Now with your requirements in place you can go ahead and start selecting a vendor – be it an ECM, a DAM, RMS or file management system. Your choice could be 1, 2 or multiple solutions combined together.

To take this discussion a level deeper on this topic, we hosted a Live seminar in Toronto with the theme Automating Document Conversion in ECM. If you’re unable to attend this event, watch the recorded video of the panel discussion with expert commentary by Eric Riz of Concatenate Inc and Mukul Krishna from Frost & Sullivan.

Adlib table Mukul Krishna

Stay tuned, I will be writing more on this topic in the next few days to continue this story…..