20 Feb

Tool to make Custom Model in Alfresco

In one of the ECM implementation - Alfresco - we need to implement content type and document metadata that have been designed previously.

There are about 24 types of documents, and there are about 100 metadata that need to be built in Alfresco. Of the 100 about metadata, there are several properties that are shared properties. If calculated, each document type on average has 15 metadata.

If using conventional methods, we estimate it will take about 1 week to make it. Then we try to find a way or tool that can be used to shorten the construction time, and we found SIDE-Labs. Sidelabs is an IDE that can be used developers to design custom models, and even workflow in Alfresco. By using the SIDE-Labs, we will save much time on custom model development.

Finally it only take 1 day to make 24 content types and approximately 100 metadata. For comparison, a web-client-config-custom.xml have around 1700 lines of code, and customModel.xml has about 2300 codes. Imagine if developers have to do it conventionally.

So if you plan to do in-house development with Alfresco, and you have a lot of types of documents, we strongly recommend to use the SIDE-Labs as a tool.
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12 Nov

Change Management for Enterprise Content Management Implementation - Softbless

Enterprise Content Management (ECM) System Implementation is different with software implementation. For software, we can simply provide training to End Users.
For the system, in addition to training, there is a need to have Change Management done to achieve the successful implementation of the system, namely:
  • Socialization to the End User
  • Encourage early involvement from End User
  • Build a user-oriented ECM
  • Reward Socialization to End Users.

    Socialization needs to be done so that users have the correct expectations of system. And User can imagine how the activities to be conducted in later date. Basically, human beings tend to be reluctant to change in everything, including the day-to-day office activities.
    Socialization could reduce rejection from End Users. Socialization can be done through :

    Forum that is attended by the management, to provide a signal that implementation of this system is supported by the management. Top-Down Approach is tend to be more successful in system implementation. In this forum do not discuss technically about the ECM system, but rather to emphasize the benefits of this ECM
    Besides forum, then it could be done through a notification via company magazine or company newsletter

    Encourage early involvement from End User
    From the kick off the project, the End User must always be involved.
    They can be questioned useful inputs for them. In this way, End User have a sense of belonging to this system. Their inputs may not possible to be all fulfilled, but at least by involving them, they will more have an interest in this system.

    A User-Oriented ECM

    The majority of ECM can be customized according to need. However, the most important is how to make a more user friendly ECM system. Starting from little things like
    What information must be displayed on the frontpage, when the user first login
    Folder structure for the division in the ECM must be adapted to the structure an existing folder on the computer each End User.

    Reward

    To further motivate the End User, we could also use rewards, such as : the first division that use full ECM
    for office activities, will get a reward eg shopping vouchers with a specific value for each staff.
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27 Mar

The Benefit from ECM Implementation

What are the benefits for implementing Enterprise Content Management (ECM)?


Efficiency

 

  • Reduce the amount of paper used will reduce storage needs, and reduce the cost space, printing, copying, filing and distribution.
  • The number of documents that are exchanged will decrease, and eventually can increase the speed of business processes.
  • A centralized document storage will allow a user to perform collaboration, reduce copies of documents, and reduce kebutuhand disk space.
  • The ability to have easy search and speed up document searches.



Reduce Storage
Scanning of documents in the form of paper, can reduce the need for storage space.

Document retrieval is more flexible
The time required to retrieve documents would be less, without leaving the desk. And storing the  documents in electronic form would reduce the risk of data loss.

Flexible Indexing
Document and image content can be stored in the ECM and can be full text indexed for searching.

Search functions more complete, fast and flexible
ECM can search for content or documents by using the word or phrase in the document or the content (better known as full text search). ECM can also do the classification for every content and documents.


Controlling Documents Distribution
Document Imaging facilitate electronic distribution of documents with colleagues and clients through a network. In document imaging, the cost can be reduced because the distribution of documents need not be done with paper, and reducing office activities such as printing and shipping paper documents.

Improve Security
ECM provides flexible control and better, especially for confidential documents. ECM provides access rights that can be arranged at the folder level, document level, group level, divisional level and individual level.

Disaster Recovery
ECM provides an easy way to backup documents in off site storage. Using ECM also reduce the risk caused by natural disasters that may occur.

No Lost Files
Loss of important documents could have a major impact and can spend lots of time to replace it. With ECM, the document remains stored centrally, so nothing is lost or misplaced. Even if one puts in the ECM, the document can still be found quickly and easily through full text searching mechanism.

Digital Archiving

 

Sumber :

www.contentmanager.eu.com/dmsbens.htm

 

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27 Mar

What is ECM (Enterprise Content Management)?

Enterprise Content Management (ECM)? is a set of tools and methods that allows a corporation, agency or organization to obtain, organize, store and deliver information crucial to its operation. The fundamental objectives of

Enterprise Content Management (ECM) are to streamline access, eliminate bottlenecks, optimize security, maintain integrity and minimize overhead.


According to the Association for Information and Image Management (AIIM), ECM can be broken down into five major components called capture, manage, store, preserve and deliver. The purpose of each component can be briefly defined as follows:

  • Capture: Create, obtain and organize information.
  • Manage: Process, modify and employ information.
  • Store: Temporarily back up frequently changing information in the short term.
  • Preserve: Back up infrequently changing information in the medium and long term.
  • Deliver: Provide clients and end users with requested information.

Reference : http://www.aiim.org
 

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27 Mar

ECM (Enteprise Content Management) Functionalities

Some functionalities that ECM covers :

  • Document management - check-in/checkout control, version control, security and library services for business documents
  • Web Content Management - ability to remove the webmaster bottleneck, managing dynamic content and content authoring, general ease of use
  • Records management - ability to comply with legal or regulatory purposes, long-term archiving and automation of retention and compliance policies such as admissibility
  • Document capture and document imaging for capturing and managing paper documents - entire scanning process from paper to electronic format
  • Document Centric collaboration for document sharing and supporting project teams - including permissions
  • Workflow for supporting business processes and routing content, assigning work tasks and states, and creating audit trails of who did what, why, when and how

Sumber : http://www.contentmanager.eu.com/ecmq.htm



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27 Mar

Do We Actually Need to Implement ECM

Larry Oliver of FileHold Systems  give some hints to find out whether ECM
will suits our need or not. If these questions often appear in your mind, that mean you need enterprise content management system :

  • "How can we get rid of all this paper and reduce our filing cabinets and offsite storage costs?"
  • "Every version of this contract is different: which is the most recent version? Who was working on it last?"
  • "I can find anything on Google but I can't find the proposal I wrote last month - we need search!"
  • "I need a system that sends me a reminder and gives me access to contracts up for renewal."
  • "Why can't we have electronic workflow to share our work and avoid duplication of effort?"
  • "Everyone has access to my files. I want to restrict documents to only people I want to see them?"
  • "Why does it take forever to get 5 different approvals on a revised policy document?"
  • "How do we stay in compliance with rules regarding record retention?"
  • "Each branch office has their own files on all of the same topic - needless duplication!"

Sumber : http://www.bstormweb.com/fileholdprofile.html


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26 Mar

Enterprise Content Managament in a Glimpse

Enterprise Content Management or commonly referred to as ECM is a system used to capture, organize or manage content and documents involved in the business process. ECM manage content and documents in its entire life cycle, from creation, delivery, revision, published, and then finally archived.

ECM can be used at all levels of work (ranging from marketing, operation, human resources, finance and strategic levels). Moreover, ECM also has some helpful applications of the users dealing on an information.

Some of the most common features owned by the ECM system is: content / document versioning, document workflow, full text search, access rights, collaboration.

Several ECM system that has been widely known: Alfresco (Open Source licensed), SharePoint, Documentum, Open Text.
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