The challenge is continual content effectiveness and efficiency balanced with cost and risk. How do companies tackle this quandary within the current business model?
One approach is to conduct an assessment with the key goal of discovering the information that supports the ‘what, why, how, where, and when’ of the organization’s current and future enterprise content handling and process-based decision-making activities.
Key enterprise content handling questions that require study and answers include:
1. Are content business and technical requirements identified, coherent, and accepted by stakeholders?
2. Is vital content systematized within a structured taxonomy, owned and managed, and accessed with a security and permissions scheme?
3. Are content vendor product capabilities, under consideration, been identified and understood?
4. Have content vendor / product selection criteria been developed?
5. Is there a business justification for employing a tiered content strategy with multiple vendors?
6. Is there an appreciation for the potential risks and changes for implementing and supporting a tiered content infrastructure?
Content Analysis and Planning Approach
An effective content analysis and planning approach typically include the below elements.
1. Conduct holistic review of the current (As-is) business environment:
• Establish current content handling policies, processes, and activities
• Identify content handling ‘points of pain’ and critical business impacts
• Identify critical decisions that require content support
2. Determine key user, functional and technical ECM requirements.
3. Design or redesign content handling infrastructure:
• Evaluate with industry ECM best practices
• Identify Gaps and mitigations
4. Develop strategy: acquisition, development, integration, deployment, and support of an ECM solution.
• Identify future ECM governance policies, guidelines, and procedures
5. Establish ECM strategic business case, potential risk factors and probable organizational and cultural changes.
• Identify quantitative value and benefits
• Identify qualitative value and benefits
• Identify risk and exposures
• Identify change to existing infrastructure and impacts
6. Determine content acquisition, migration and population plans.
7. Construct next steps and timeline.
The Bottom Line
An ECM Assessment provides a consensus-based strategy and roadmap for designing, developing and implementing an integrated enterprise content management system.
Key deliverables from a successful content management assessment project include:
1. Concept of Operations
• User Content Requirements
• Functional and System Content Specifications
• Redesigned Content Environment
• ECM Strategy & Governance Plan
2. ECM Blueprint
• Logical Architecture
• Information Architecture
• Content, Conversion & Migration Plan
• Implementation Plan
3. Supporting Analyses
• ROI – Return on Investment
• CDB – Cost of Doing Business Analysis
• Risk and Change Analysis
• Best Practice Gap Analysis