Enterprise Content Management

Enterprise Content Management (ECM) goes beyond just having a location to store all documents in a single location and granting access to content.

ECM solutions need to go beyond capturing corporate knowledge into a giant repository. A successful ECM portal needs to:

  • be part of the daily work process of employees in the organisation

  • provide effective retrieval of information to support day to day activities

  • provide for structured and unobtrusive knowledge capture

  • be flexible in supporting constant changes in the operating environment.

  • support audit and regulatory requirements

  • be tailored to the needs of the organisation

Over the years, Commerce Online has helped various customers develop ECM systems designed to cater to their particular needs. Large organsiations like, Infocomm Development Autority of Singapore (IDA), National Enviromental Agency (NEA), SportsSg with more than 1,000 employees are able to make use of such ECM systems to capture and retain their corporate knowledge.

One example is a customer with over 1,200 employees that organises major regional sporting events. As these are large scale events involving 10,000-50,000 spectators sometimes spanning weeks, they need to leverage heavily on the knowledge and operational know-how captured in their ECM portal in all their planning activities .

When engaging the customer, our business anaylsts works with the customer to determine:

  • their current state of knowledge generation and retention

  • the knowledge artifacts that they would like to retain

  • classification based on their business domain

  • any regulatory requirements

  • organisation culture

Upon completion of these studies, we are able to devise and strategise systems to cater to the customer's needs. The end product was built on Microsoft Sharepoint server, with features that are designed and developed to handle their requirements. The end solution includes:

  • A portal allowing various groups and departments to collaborate within their own group.

  • A enterprise level search engine to allow knowledge to be retrieved in the most effective manner

  • an email filing mechanism to allow emails to be filed as records within the organisation

  • A registry that includes a physical file tracking system to support the organisation's regulatory requirements (ISO 15489: International Standard on Records Management)

  • Digital preservation standards

  • Media repository for very large files

  • User customizable workflows to support various business process as well as to capture business records without intruding on the employee's work

  • Backup, restore and a Disaster Recovery mechanism

#customers #ECM #EnterpriseContentManagement #Intranet

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