Problems and Solutions

This section contains the common symptoms, problems and resolutions, all verified by real life client cases, relating to content management deployments. This is where a small change can have an enormous payback and an even smaller oversight can have considerably serious implications.

Which of the following Symptoms apply to your organization?

Multiple business needs, and systems, affecting decision-making and productivity?
Paying for keeping multiple, and perhaps different, copies of the same content in many places?
Are your images, video and audio files, easy to find and re-use?
Up-to-date Records Management, Compliance and Content Retention systems?
Over burdened by maintaining multiple Intranet or Internet properties?

Below, please find more information on the real-life business challenges that are typical of today's enterprises; complete with useful and proven solutions. Enjoy.

1. Multiple business needs, and systems, affecting decision-making and productivity?

Today, massive volumes of content can be found in huge repositories of documents, email, images, invoices, forms and records. Applications such as PeopleSoft, Oracle Financials, SAP, SharePoint and Oracle WebCenter Suite generate this content. It is tough for business folks find what they looking for in a reasonable timeframe....

Typical business challenges

Maintaining multiple content management solutions that support various line of business applications; expensive with respect to software cost you a fortune - in licenses and maintenance
Supporting new business goals in the areas of enterprise social computing and collaboration (blogs, wikis, digital whiteboards, online meetings, and instant messaging)
Pressure to provide tools and solutions to manage content more easily in a multitude of channels (online, video and mobile)
Excessive dependence on IT staff to create, upload, modify, or retire content
Regulatory compliance concerns, including electronic preservation and discovery of information for legal use
Managing an organization's unstructured content despite diversity of format and location
Business continuity and disaster recovery
Increasing cost of ownership for storage and networking infrastructure

ECM Solutions can help

ECM Solutions utilizes a proven system of design patterns and solutions for content control and delivering business value.. ECM Solutions can help your organization move toward a content solution that takes into account not just what's new or next in software, but also what has been done before. Prioritizing needs and turns content 'dead-ends' into dynamic systems that produce real business value.

ECM Solutions will help your business consolidate and refine the content tools, providing a complete and integrated platform to address your current compliance standards.

2. Paying for keeping multiple, and perhaps different, copies of the same content in many places?

Now that everyone in your organization is producing content, multiple versions of many similar items spread throughout the enterprise. How does your company organize and manage content, that seems to live everywhere? Or perhaps nowhere?

Typical business challenges

Multiple silos of content stored throughout your organization with no unified governance or centralized management strategy
Users don't know where relevant content is located
Users don't know what version of a document is the ‘official’ version they are required to use
A sense of urgency to provide tools and solutions that manage content in a multitude of channels (online, video and mobile)

Certain clients have had their organization's electronic assets increase at exponential rates and outgrow the systems that are supposed to manage them. Other have had their numerous ‘solutions’ multiplied almost as much as the content, leaving an organization with redundant methods and multiple repositories, that have systematically ‘sprung up’ within the corporation.

The overall design flaw in these independent systems include no standardized governance structure, such as an approved workflow process of creation, review, approval, and publication, and no standardized way of finding these assets. Worse, your organization may have several ‘standards’ and ‘repositories’, none of which interact with each other, leaving your organization with multiple silos of information. This content maze results in increased inefficiency and high costs.

ECM Solutions can help

ECM Solutions' expert consultants can quickly help your business and technical teams to organize your electronic assets into a unified, secure, searchable architecture.

Our proven methodology rapidly identifies and prioritizes functional and non-functional requirements, formulates a solution leveraging industry leading content management technologies, and provides a thorough, step-by-step phased implementation plan.

We follow our methodology with a rigorous cycle of design, development, and implementation, harnessing your content to create a content lifecycle that works for your business.

3. Are your images, video and audio files, easy to find and re-use?

Today's corporate content is no longer just MS Word, Excel, PowerPoint and PDF files. Does your company utilize video and imagery to support electronic communication, online training, and operations? Are Best Practices required to store, and manage your Digital Assets effectively?

Typical business challenges

Searching for multi-media content including images, audio and video
Storing multi-media files in traditional file storage systems, making them hard to manage, manipulate and maintain
Handling the massive volume of multi-media content and the increasing use of electronic newsletters, training materials and video through various communication channels
Having a single repository inclusive of the "approved" assets for all of your organization's multi-media needs

ECM Solutions can help

ECM Solutions helps optimize data storage and provides visual browse capabilities (ie. dynamic thumbnails and story boards). Other capabilities include one-stop source management of multi-rendition content, that in many cases is included in your current WebCenter Content license.

4. Up-to-date Records Management, Compliance and Content Retention systems?

Records Management has moved far beyond just safe storage. To stay within legal compliance, managing each asset's lifecycle, from creation to deletion, is critical. This includes ensuring exactly when data should be archived, deleted, moved, and tagged with updated security access.

Implementing scheduled content preservation and elimination can also produce major savings in reduced use of facilities and storage space.

Typical business challenges

Electronic and/or physical records retention is piecemeal, unorganized, or out of control
Not fully compliant with Federal, HIPAA, Sarbanes-Oxley or other mandated regulations
Don't know exactly what information should be retained or for how long
Electronic information needs to retire, but it's intermingled with new content
What to do with old content – delete it? Ignore it? Keep it for old time's sake?

ECM Solutions can help

ECM Solutions helps take control of your content life cycle, from creation to deletion, whether starting at ground zero or dealing with an outgrown legacy system.

ECM Solutions leverages industry-leading DoD 5015.2 compliant, including Chapter 4, Enterprise Records Management solutions. - Good News, the software license may already be included with your Oracle WebCenter.

These tools can help your organization quickly implement a thorough records and retention management solution, including auditing, freezing and planned content elimination; to keep both your physical and electronic records in compliance with regulations.

Don't let your content ‘unofficially retire’ by simply letting it get old. ECM Solutions- can design a structured way to retire content according to plan.

5. Over-burdened by maintaining multiple Intranet or Internet properties?

Still using a ‘homegrown’ web solution that worked great once, but has not evolved ever since? Chances are that your group is spending time maintaining half-a-solution, while an end-to-end and fully-supported solution may only take a few short weeks to implement.

Typical business challenges

Contributors are unhappy with how they have to manage content, it's too complicated, hard to remember, or they pass it off to someone in IT
It's difficult to serve up content via multiple web channels, intranet, extranet, internet and mobile
Site changes get funneled through your IT staff due to ineffective content administration capabilities
Content is managed via a home-grown system that doesn't meet current needs
All the knowledge needed to support your system is contained with one person who is becoming virtually irreplaceable

ECM Solutions can help

ECM Solutions will quickly design a fully supported web architecture; complete with front-to-back interaction with your data repositories. We can design, develop and train your staff to use the feature-rich functionality that comes included with Oracle WebCenter Content, Portal, Sites and Spaces products.

ECM Solutions will also deliver an easy way to safely grow and maintain your various web channels, without IT assistance, putting the power back in your User's hands.

Let ECM Solutions show your organization how easy it is to get the most of today's industry leading solutions and significantly improve the content management experience.