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Towards a Business Process-Oriented Approach to Enterprise Content Management (ECM): The ECM-Blueprinting Framework
Abstract and Figures
In today's digital information age, companies are struggling with an immense overloadof mainly unstructured data. Reducing search times, fulfilling compliance requirements, andmaintaining information quality represent only three of the associated challenges for all sectors ofindustry. A promising approach to address these challenges is called Enterprise ContentManagement (ECM). However, there are various obstacles organisations face when adoptingECM, since the key challenges of ECM are organisational rather than technological. In this article,we claim that in particular the consideration of an organisation's business process structure iscrucial for ECM success. As a result, we introduce a process-oriented, conceptual frameworkreferred to as ECM-Blueprinting that systemises the major steps of an ECM adoption, such ascontent and ECM software (ECMS) analysis. Our research leads us to conclude that ECM andBusiness Process Management (BPM) represent two strongly related fields of research.
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... An explanatory on a case was conducted to show the practicality of the research methods on the process of developing a social content management framework as explained in the next subsection. [6], [9], [10] • Survey [6] • Preliminary interview is used to motivate the research [11]. Besides that, it is conducted to identify the real problem occurs in the working environment and to support the problem from the academic view [12]. ...
... • Develop a proof of concept [6] • Analytical and descriptive evaluation methods [7], [8] • Case study [9], [10] • Delphi Technique is a suitable technique to validate the framework [13], [14]. The Delphi technique is also flexible to use in incomplete study instrument concerning on knowledge of problems and phenomena that require expert opinion [15]. ...
Appropriate methodology and research methods are essential to obtain the results of a study and to ensure the results are in response to the research questions raised. In information system discipline, Design Science Research Methodology (DSRM) is one of the methodologies, adopted by researchers to conduct their research. However, there are no specific research methods proposed for each DSRM phase. In this regard, this article articulates the research methods that are relevant to the phases in DSRM. Case analysis is conducted, namely in the process of developing a social content management framework, to show the practicality of the proposed research methods. With the details of the research methods, it is hoped to assist the academicians and novice researchers to understand more about DSRM and its relevant research methods for each phase.
... The present world is being digitized quickly and various sorts of colossal measure of information are being created from different sorts of heterogeneous information sources, which influence the various elements of the common public like individuals, association and businesses in a different way, for instance, different internet business exchanges and rating administrations, banking and ATM exchanges [2], clients mentality through different online networking stages, nonstop sound video accounts, and sensor-produced information. What's more, to use this enormous measure of crude information for advantages of the business, we should need to comprehend the information that is vital for tracking activities that could build the item deals, recognize the different patterns in the market and diminishes the business misfortunes and in this manner making more choices accessible for the chiefs of the business [1] [3]. ...
Around 2.5 quintillion bytes of data have been created online: out of which most of the data has been generated in the last two years. To generate this huge amount of data from different sources, many devices are being utilized such as sensors to get the data about climate information, social networking sites, banking records, e-commerce records, etc. This data is known as Big Data. It mainly consists of three 3v’s volumes, velocity, and variety. Variety of data discusses about different formats of data originating from various data foundations. Hence, the big data variety’s issue is significant in explaining some genuine challenges. The semantic Web is utilized as an Integrator to join information from different sorts of data foundations like web services, social databases, and spreadsheets and so on and in various formats. The semantic Web is an all-encompassing type of the present web that gives simpler methods to look, reuse, join and offer the data. In this manner, it is along these lines seen as a combiner transversely over different things, information applications, and systems. This paper is an effort to uncover the nature of big data and a brief survey on the use of various semantic web-based methods and tools to add value to today’s big data. In addition, it discusses a case study on performing various machine learning functionalities on news articles and proposes a web-based framework for classification and integration of news articles big data using ontologies.
... Research studies on ECM systems established key capabilities related to business strategy development, process and deployment using workflow systems [21]- [23]. Also, many studies have argued that BPM analysis has provided a suitable basis for identifying content and its users along with the different systems in which content resides as ECM systems implementation affects an organisation's workflow activities. ...
Organisations need to measure enterprise content management (ECM) workflow systems performance to achieve their mission and objectives. This requires an exploration of the business environment where ECM workflow systems operate using an appropriate decision-making method and business process management (BPM) values. This paper describes the Delphi method as an appropriate methodology and identifies CERT values as appropriate BPM values with the support from experts and experienced professionals to measure ECM workflow systems performance. CERT values are Customer orientation (C), Excellence (E), Responsibility (R) and Teamwork (T). The purpose of this paper is to explain how the Delphi method can be used to measure ECM workflow systems performance. Further, CERT values are described to drive the business processes through the Delphi method to measure workflow system performance. The paper examines the academic literature on Delphi studies, ECM and CERT values and the benefits of this combination of ideas are revealed. The Delphi method strengths are identified to measure ECM workflow systems performance. Overall, this study focuses on the Delphi rounds as decision-making criteria to formulate a methodology in combination with CERT values to evaluate ECM workflow systems performance.
... While the impact of tools like intranets and knowledge management systems on organizational efficiency has been shown , ECMS' impact on organizational efficiency remains uncertain. Typical characteristics of organizational efficiency that we encountered in the context of ECM in our literature study include reducing costs (e.g., Munkvold et al., 2006, search times (e.g., Vom Brocke et al., 2011b), and the time and effort required for content-related activities like reporting and publishing (e.g., Scott et al., 2004, Sprehe, 2005, and improving the use of organizational content , Smith and Mckeen, 2003. ...
Purpose
The purpose of this paper is to gain a deeper comprehension of the nature of enterprise content management systems (ECMS) success by exploring factors that are important in the context of ECMS success, i.e. how these factors can be measured, and how they are interrelated.
Design/methodology/approach
The paper develops a success model specific to the enterprise content management (ECM) domain that builds on the DeLone and McLean information systems (IS) success model. The model is empirically tested by means of structural equation modeling applying the partial least squares approach and using data collected in an online survey.
Findings
The results show that ECMS positively affects organizational content management in terms of efficiency, collaboration and compliance. It also provides evidence that the use of the ECMS alone does not provide impact to the organization, but needs to be moderated either by the impact of the ECMS on the user or the users’ satisfaction of the ECMS.
Practical implications
For practitioners, the model identifies the factors that influence the success of ECMS. Practitioners can monitor these factors as performance indicators to improve users’ satisfaction with the ECMS and, thus, the success of their ECMS. Furthermore, the results can support practitioners in understanding the multiple facets of ECMS success to improve how they plan and prepare for ECM investments.
Originality/value
The study’s results contribute to theory by extending and empirically testing the D&M IS success model in a new domain and system context. The presented research is the first to empirically validate a comprehensive ECMS success model that extends knowledge related to ECM by examining the relationship between the quality dimensions and the success measures.
... Information systems are used to understand an organisation's information flow and solve business issues using BPM framework [12], [13]. Information systems and BPM frameworks together build the organisation's workflow information system (WIS). ...
Information systems are used to manage an organisation’s business process management (BPM), its operations and performance. Thus, organisations will benefit from systematic processes for evaluating their business information systems with the aim of developing BPM and business information systems performance. The Delphi Study Technique (DST) is a structured business study technique that can be used as a systematic and interactive assessment process based on controlled feedback from business experts, professionals, or others with relevant experience. The Delphi study technique (also known as the Delphi method) has produced significant achievements in evaluating and improving BPM through identifying BPM values to be used as key indicators. This paper describes the essential stages for measuring the performance of an information system by combining the Delphi method and BPM values to improve an organisation’s business performance. The paper provides examples of the use of DST and discusses empirical results from the published literature.
Content is simply information that is put to
use through the process of repackaging and is then published
for a specific purpose (i.e. text, image, 3D data,
video, etc.). Organisations deal with various information
assets, also known as ‘content’, to run their business
operations and make important decisions. Managing content
is always a challenge for an organisation. More content,
particularly in digital form, that goes beyond the control
of organisations is being produced. Enterprise Content
Management (ECM) was initiated to help organisations
manage their information assets. Over a period of 25
years, ECM has intermittently been the focus of attention
due to difficulties in setting a solid research framework
and the vagueness of the term ECM. Therefore, this research
aims to provide a comprehensive analysis of the
ECM literature to identify the current state of knowledge
and future research directions. An ECM research framework
is proposed to guide the literature review analysis.
Based on the analysis, several important observations
are highlighted and practical implications for further research
are proposed.
Facing an unprecedented explosion of digital content, many organisations have been left with a large repository of unstructured information. Huge volumes of electronic content have been captured and stored within organisations’ repositories, depriving organisations of the ability to analyse this data properly. As a result, many organisations are facing crucial problems, such as (1) employees wasting 30% of their time looking for relevant information; (2) operational and maintenance cost increases to handle large amounts of data; and (3) loss of opportunities to gain a strategic advantage through proper analysis of organisational data. To overcome these problems, the Enterprise Content Management System (ECMS) was introduced in the early 2000s. Having been researched for a period of 25 years, most prior studies on ECMS focus on a bottom-up approach with the intention of achieving immediate benefits such as cost-reduction, meaningful knowledge work and re-use of previous content. A top-down approach that aims to improve decision-making, resource allocation and competitive intelligence are ignored due to a lack of awareness about the importance of such benefits. Therefore, this research will explore the relationship between ECMS and how it can facilitate decision-making processes. Grounded on previous literature, the contributions of this paper are as follows: first, the paper provides insight into the research from the perspective of ECMS; second, the paper proposes a research model for further exploration of the topic; finally, implications and future directions for research is outlined.
Digital contents are incrementing at an exceptional pace. The world has never been the same again since the explosion of the Internet gateway. People accessing and creating information at every corner of the world. The jobs that usually reserved to a technical person called ‘webmaster’ are no longer own that privileged. Anyone at any part of the world may create new content with just a single click. These inabilities of the organization to efficiently manage their digital content has led to the exploration of a new field in Information System (IS) research. Enterprise Content Management (ECM) is the strategies, tools, process and skills that enable the organization to manage their digital contents throughout its entire lifecycle. With the new challenges of cloud computing and big data, academics and practitioners argue about the relevancies of this field to sustain its existence for further studies. Is ECM a worthy discipline for further research? By answering this question, this paper aims to revitalizing and introduce new ideas to the ECM researchers and analysing the current state of ECM literature.
The presentation defines Enterprise Content Managment (ECM) and outlines essential elements of ECM applications. It also describes some of the ECM standards and best practice guidelines as well as the phases of ECM implementation. It discusses the gap in ECM implementation standards and best practice guidelines and suggests the ECM Maturity model as a possible opportunity to fill the gaps.
Purpose
Enterprise content management (ECM) is an important topic in information management, but researchers have long had difficulty developing a consistent definition. The purpose of this paper is to analyze ECM case reports from practice to identify ECM’s objectives, processes and technologies and to provide a foundation on which ECM can be conceptualized and defined.
Design/methodology/approach
This paper assembles more than 1,200 case reports on industrial ECM implementations in order to characterize the ECM concept from a practitioner’s viewpoint. The paper provides a descriptive overview and historical examination of ECM implementations over time and across countries and industries, grounded in a structured content analysis.
Findings
Even though the case reports share some commonalities, their ECM projects differ considerably in terms of their objectives, processes and technologies, and vary widely across countries and industries. In addition, ECM implementations are much broader today than they once were, so the scope and boundaries of the ECM concept are increasingly blurred in practice.
Originality/value
While several researchers have characterized the ECM concept based on literature reviews, only a few have approached the definition problem from a practical viewpoint. This paper provides a foundation from which to evaluate how well researchers’ conceptualizations of ECM match current business practice.
Information Technology (IT) training is undergoing rapid changes around the world, creating inter-institutional partnerships between IT training centers as well as software and hardware vendors to promote new products and training to users. Online training has resulted in an increasing enrolment of a wider spectrum of learners with more diverse technical skills and needs that must be served. Enterprise content management (ECM) enables IT training centers to deliver education beyond company walls, supporting a range of tools to improve information dissemination, communication, and creating collaborative virtual classrooms. In this article, the authors propose a learning platform with both Web 2.0 and mobile interfaces that supports IT training for nourishing busy workers with the latest IT technology knowledge and skills. Alerts are used as a mechanism to facilitate communications among students, instructors, and administrators. It also reminds students to keep track on their learning progress. The content flow management (such as content editing, content approval, use of content, perform training exercise, practical tests, and examination) as well as external access control for the Web portal can be easily controlled through the e-platform. Besides, the authors also demonstrated how to systematically specify document classifications and tagging of training materials by using the modular design of an integrated IT Training Enterprise Content Management System (ITTECMS) together with ontologies from the Semantic Web. Watermarking technology will be deployed for further protection of the training materials, both online and offline. It also allows the flexibility to create match-making of training content according to user interests. Not only users can retrieve matched contents effectively, vendors can also obtain multi-dimensional analysis of user problems and comments to form a comprehensive knowledgebase and achieve cross-sale of education products to target customers.
The paper motivates, presents, demonstrates in use, and evaluates a methodology for conducting design science (DS) research in information systems (IS). DS is of importance in a discipline oriented to the creation of successful artifacts. Several researchers have pioneered DS research in IS, yet over the past 15 years, little DS research has been done within the discipline. The lack of a methodology to serve as a commonly accepted framework for DS research and of a template for its presentation may have contributed to its slow adoption. The design science research methodology (DSRM) presented here incorporates principles, practices, and procedures required to carry out such research and meets three objectives: it is consistent with prior literature, it provides a nominal process model for doing DS research, and it provides a mental model for presenting and evaluating DS research in IS. The DS process includes six steps: problem identification and motivation, definition of the objectives for a solution, design and development, demonstration, evaluation, and communication. We demonstrate and evaluate the methodology by presenting four case studies in terms of the DSRM, including cases that present the design of a database to support health assessment methods, a software reuse measure, an Internet video telephony application, and an IS planning method. The designed methodology effectively satisfies the three objectives and has the potential to help aid the acceptance of DS research in the IS discipline.
The terms electronic government (e-government) and digital government are used to refer to the utilization of the Internet and other information and communication technologies (ICT) effectively in public sectors. In e-government development activities, the concern is often in building new means to support and strengthen democracy (e.g., Watson, Alselsen, Evjemo, & Aarsæther, 1999). In other cases, the main concern may be in supporting the work of people in public sectors (e.g., Mustajärvi, 2003), or in building new kinds of services for citizens (e.g., Lyytikäinen, Tiitinen, & Salminen, 2000). Common to most development activities is the need to have the content of public sector information repositories available on information networks, including the Internet, extranets, and intranets of particular organizations. The content production practices have a major effect to what extent digital content is accessible and how well the content supports e-government goals. In planning new kinds of e-government solutions, it is important to understand the different alternatives for producing information assets and the consequences of the solutions. In the digital era, the actors on public sector have to update continuingly their content production strategies and practices for effective ICT utilization. In this article, we will introduce three strategies for content production and discuss the practices related to the strategies. We will also evaluate the benefits and challenges of each of the strategies. We will demonstrate the strategies and practices by examples from the Finnish legislative environment. Data about the case environment has been collected during long-term collaboration of researchers at the University of Jyväskylä with the Finnish Parliament and ministries (Salminen, 2003).
The terms electronic government (e-government) and digital government are used to refer to the utilization of the Internet and other information and communication technologies (ICT) effectively in public sectors. In e-government development activities, the concern is often in building new means to support and strengthen democracy (e.g., Watson, Alselsen, Evjemo, & Aarsæther, 1999). In other cases, the main concern may be in supporting the work of people in public sectors (e.g., Mustajärvi, 2003), or in building new kinds of services for citizens (e.g., Lyytikäinen, Tiitinen, & Salminen, 2000). Common to most development activities is the need to have the content of public sector information repositories available on information networks, including the Internet, extranets, and intranets of particular organizations. The content production practices have a major effect to what extent digital content is accessible and how well the content supports e-government goals. In planning new kinds of e-government solutions, it is important to understand the different alternatives for producing information assets and the consequences of the solutions. In the digital era, the actors on public sector have to update continuingly their content production strategies and practices for effective ICT utilization. In this article, we will introduce three strategies for content production and discuss the practices related to the strategies. We will also evaluate the benefits and challenges of each of the strategies. We will demonstrate the strategies and practices by examples from the Finnish legislative environment. Data about the case environment has been collected during long-term collaboration of researchers at the University of Jyväskylä with the Finnish Parliament and ministries (Salminen, 2003).
From the Publisher:
The definitive primer on knowledge management, this book will establish the enduring vocabulary and concepts and serve as the hands-on resource of choice for fast companies that recognize knowledge as the only sustainable source of competitive advantage. Drawing on their work with more than 30 knowledge-rich firms, the authors-experienced consultants with a track record of success-examine how all types of companies can effectively understand, analyze, measure, and manage their intellectual assets, turning corporate knowledge into market value. They consider such questions as: What key cultural and behavioral issues must managers address to use knowledge effectively?; What are the best ways to incorporate technology into knowledge work?; What does a successful knowledge project look like-and how do you know when it has succeeded? In the end, say the authors, the human qualities of knowledge-experience, intuition, and beliefs-are the most valuable and the most difficult to manage. Applying the insights of Working Knowledge is every manager's first step on that rewarding road to long-term success. A Library Journal Best Business Book of the Year. "For an entire company...to have knowledge, that information must be coordinated and made accessible. Thomas H. Davenport...and Laurence Prusak... offer an elegantly simple overview of the 'knowledge market' aimed at fulfilling that goal.... Working Knowledge provides practical advice about implementing a knowledge-management system....A solid dose of common sense for any company looking to acquire -- or maintain -- a competitive edge."--Upside, June 1998
The potential consequences of DRM for user privacy which warrant for greater attention from policymakers and systems designers, is discussed. The questions that law- and policymakers must confront are whether the privacy invasions caused by DRM restrictions should be legally cognizable and, if so, whether they may legitimately be imposed under contract, regardless of their invasiveness. DRM developers and standards bodies should be encouraged to address the privacy interests of users by incorporating privacy protections into their systems and standards. DRM controls can be designed to be 'leaky', allowing users greater flexibility to access and use information goods within private spaces.