Enterprise Content Management
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Transcript Enterprise Content Management
Enterprise Content Management
Architecture
Enabling an ECM Architecture for
Compliance Solutions
Key Takeaways
Overview of an ECM Architecture and how they are built
Review of market product/vendor consolidation
Identify how business requirements for business processes play an
integral role in compliance and storage management
Determine key drivers for ECM system implementations
See one approach for integrating structured and unstructured data
to achieve business value
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Connectivity Drives the Emergence
and Convergence of Technologies
Traditional
Structured
Calculations
Data Processing
Transactions
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The Internet
Reference Architecture
Open Standards
Connectivity
Flexibility
Simplicity
IBM Software Group
Integrated
Modular Components
Reusable Assets
Open and Adaptable
3
Shift To a Modular-Oriented Architecture
Traditional
Function oriented
Build to last
Prolonged development
cycles
Application silos
Tightly coupled
Object oriented
Known implementation
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Reference Architecture
The Internet
Coordination oriented
Build to change
Incrementally built and deployed
Enterprise solutions
Loosely coupled
Message oriented
Abstraction
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A Well-Constructed Reference Architecture Can Help
Redeploy IT Expenditures
M&O
New
Development
M&O
New
Development
80% (or more)
Organizations spent
of their IT budgets on Maintenance,
Stability, Support and Operations,
with only 20% remaining for
New Development
Improving the re-usability from
a well-constructive architecture,
reducing the impact of change,
would free up 30% of your
expenditure for new projects or savings
back to the business.
Source: Adapted from James Martin
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Elements of Content Management
Content
Web
Pages
Forms
Services
Create &
Capture
Electronic
Documents
Applications
Revise
Users
Monitor
Scanned
Documents
Access &
Search
Reports
Process
Manage, Store
Partners
& Preserve
Collaborate
Customers
Compliance
Security
Graphics &
Video
Distribute
e-Mails
XML
Documents
Enterprise Content Management
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Content Management Reference Architecture (IBM copyrights)
Access
Process
Content Sources
Web
Content
Imaging
& Fax
Presentation
Layer
Browser
Portal
Wireless
Desktop
Transform
Applications
Line of
Business
Vendor
Apps
Legacy
Apps
Industry
Apps
Revise
Business
Process Mgmt
Forms
Integration
Messaging
Web
Services
Adapters
APIs
Collaborate
Reports
Documents
Content
Services
e-Mail
7
Search &
Aggregate
Taxonomy
Security
Content
Repository
Archiving
Compliance
Rich Media
Software
Infrastructure
App Server
Database
Operating
System
...
Hardware
Storage
Servers
Network
Create
/ Capture
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Manage,IBM
Store,
SecureGroup
and Preserve
Software
Distribute
Audit &
Report
Monitor
...
Transact7
Enterprise Content Management as a Component
Content Management systems can provide a scalable
component for the storing, processing and
management of unstructured content.
APPLICATION
User Interface
Interface
User
API
Application
Interfaces
Business Logic
Logic
Business
Application - 1
Application - 2
For example:
For example:
Web Content Mgmt
e-Forms
Document Mgmt
Report Mgmt
Imaging
Forms Output
API (interface) layer
Content Management Integration Layer
Content Repository
CONTENT MANAGEMENT REPOSITORY
------------------------------------------------------------------
------------------------------------------------------------------
Low-level Functionality
Low-level Functionality
Security / User mgmt
Workflow / Messaging
Security / User mgmt
Workflow / Messaging
------------------------------------------------------------------
------------------------------------------------------------------
Infrastructure Resources
Infrastructure Resources
Database / File system / Storage
Database / File system / Storage
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Application - n
For example:
e-Mail Archive
DAM / Rich Media
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The Enterprise Content Management Stack
Source: Doculabs - March 16, 2004
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Market Background and Consolidation
, Venetica
Source: Doculabs - March 16, 2004
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Content Management Market Outlook (reference)
Consolidation will continue
Platform vendors will become more active in the ECM
market and promote modularity
Web Services and Services Oriented Architecture
(SOA) will play a strong role in vendor offerings
Price points will be pushed down
Vertical applications will be built on the higher-end
Source: Doculabs - March 16, 2004
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Key Takeaways
Overview of an ECM Architecture and how they are built
Review of market product/vendor consolidation
Determine key drivers for ECM system implementations
Identify how business requirements for business processes play an
integral role in compliance and storage management
See one approach for integrating structured and unstructured data
to achieve business value
7/17/2015
IBM Software Group
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Content Management Reference Architecture (IBM copyrights)
Access
Process
Content Sources
Web
Content
Imaging
& Fax
Presentation
Layer
Browser
Portal
Wireless
Desktop
Transform
Applications
Line of
Business
Vendor
Apps
Legacy
Apps
Industry
Apps
Revise
Business
Process Mgmt
Forms
Integration
Messaging
Web
Services
Adapters
APIs
Collaborate
Reports
Documents
Content
Services
e-Mail
Taxonomy
Security
Content
Repository
Archiving
Compliance
Rich Media
Software
Infrastructure
App Server
Database
Operating
System
...
Hardware
Storage
Servers
Network
Create
/ Capture
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Search &
Aggregate
Manage,IBM
Store,
SecureGroup
and Preserve
Software
Distribute
Audit &
Report
Monitor
...
Transact
13
IBM’s Content Management Reference Architecture - Products
Access
Process
Content Sources
IBM Web
Web
Content
Content
Management
Kofax, Captiva
Imaging
RightFax,
& Fax
MPO,
...
Presentation
Layer
IE, Mozilla
Opera,
Browser
Avant, . . .
WebSphere
Portal
Portal
Cell Phone,
BlackBerry,
Wireless
PDA, …
Microsoft
Desktop
Apple
& Linux
Applications
Siebel,
Line
of
PeopleSoft,
Business
SAP, . . .
Vendor
IBM
and
ISV’s
Apps
Legacy
Apps
Industry
Finance,
Gov’t
Healthcare,
Apps . . .
Xenos, . . .
Integration
MQ Series
Messaging
Content
WebMgr
Web
Services
Services
Java, NonVisual
& Visual
APIs
Beans, C++
IBM WBI and
Adapters
Venetica
Reports
IBM
Document
Mgr,
Documents
MS Office, . . .
Content
Services
Notes and
e-Mail
Exchange
IBM
Collaborate
Workplace
Information
Search
&
Integrator
Aggregate
and Venetica
Taxonomy
(Data Model)
IBM CM,
LDAP,
AD,
Security
Tivoli, . . .
IBM
Content
Content
Manager
(CM)
Repository
Commonstore
Archiving
and TSM
MMR, SOX,
Compliance
DR450, ...
IBM Business
Audit &
Controls, CM,
Report
...
WebSphere
Business
Monitor
Integrator
Content Mgr
Records Mgr,
Ancept,
Rich Media
Scene7, . . .
Software
Infrastructure
App Server
WebSphere
App. Server
DB2, Oracle
Database
and SQL*
MS
to Unix to
Operating
Linux to
System
OS/400
to z/OS
...
Hardware
Over 250 Disk,
Tape
& Optical
Storage
Devices
Intel to Unix
Servers
to Mainframe
Network
Create
/ Capture
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Application &
Content
Mgr
Revise
Data Model
WebSphere
Business
Business
Process
Mgmt
Integrator
Adobe and
Forms
PureEdge
IBM
OnDemand
WebSphere
Transcoder,
Transform
Manage,IBM
Store,
SecureGroup
and Preserve
Software
e-Mail, CDROM,
Report
Distribute
Distribution, . . .
...
Transact
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What is Compliance?
To act in accordance with any accepted standard or
criteria.
The “accepted standard” can refer to any kind of criteria including
business goals, performance measurements, laws, regulations or
quality targets
Two basic elements to compliance
1. Determine what the criteria should be
2. Developing techniques (controls) to ensure that
the criteria are followed
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Reasons Not to Keep Documents Forever
The law does not require it
Increases the risk of outdated documents being exposed
that can damage company's legal position
May require maintenance of expensive software and
hardware to recreate original content years after it
created
Aged storage media need to be refreshed and data
migrated to ensure continued access – an expensive and
time consuming process
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Reasons Not to Keep Documents Forever
Data tends to grow exponentially – making it difficult to
retrieve the right document in a reasonable period of
time
Costs associated with discovery in litigation increases
with the volume of data that must be reviewed
Makes it impractical and cost-prohibitive to apply
controls and technology to information that requires
special handling such as private customer data
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Market Drivers for Enabling Compliance
Sarbanes Oxley
Business
Performance
Management
Audit Processes
& Controls
Document
Collaboration
Tools
SEC/NASD
Supervision
of
Trading
Non-Erasable
Data Duplication
US Government
Certification
E-Records
Email/IM Collection
Portal
Tools
e-Records
ECM
AML - Patriot Act
Rights Management
Gramm Leach-Bliley
Document
Collaboration
Tools
Rights Management
Portal
Tools
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Technologies Required for an Enterprise
Compliance Infrastructure
Records/Life Cycle
Management
Privacy/Digital Rights
Management
Retention, Hold
Management, Destruction
Content Management
Storage, Retrieval,
Version Management
Storage Management
Duplicate/Triplicate,
Migration of Media/Data,
Non-erasable
Index Data
Digital Signature Auth.
Access Rights/ Privacy
Policy Management
Enterprise
Compliance
Infrastructure
Business Intelligence/
Corp Performance Mon.
Collaboration
Audit Review
Documentation,
Audit Process Controls
Reporting & Analysis
Performance Monitoring
e-Mail/IM Capture &
Management
Message Intercept, Classify,
Store, and Retrieve
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Supervision
Monitor/Intercept
Communications
With Customers
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Enterprise e-Records
Declare/Classify
e-Mail
REPOSITORY
Declare/Classify
Doc Mgmt Sys
REPOSITORY
Declare/Classify
Reports Mgmt Sys
REPOSITORY
Declare/Classify
Declare/Classify
Declare/Classify
HR System
CRM System
B2B, B2C, B2E
REPOSITORY
REPOSITORY
REPOSITORY
e-Records Policy Server
Records
Administration
Records Processes
Retention Schedule
File Plan
Metadata
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Key Takeaways
Overview of an ECM Architecture and how they are built
Review of market product/vendor consolidation
Determine key drivers for ECM system implementations
Identify how business requirements for business processes play an
integral role in compliance and storage management
See one approach for integrating structured and unstructured data
to achieve business value
7/17/2015
IBM Software Group
21
What is e-mail archiving?
Extract e-mails from the messaging system
Option: together with meta data (like subject, sender, date, …)
… and store them in an electronic archive system (repository)
On hard drive, tape, or optical disks (WORM)
For many years
Access archived e-mails (retrieval)
Through the e-mail client
Through the client of the electronic archive
Archive
Messaging
system
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Retrieve
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Retrieve
Electronic archive
system
(repository)
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Emails Meeting Standards and Compliance
Challenge
• Comply with new / updated and complex government regulations
• Compliance:
• DoD 5015.2 (US)
• PRO (UK)
• DOMEA (Germany)
• Regulatory Obligations:
• Privacy Act
• HIPAA
• Securities Laws
• Security
• Safety
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What drives e-mail archiving today?
Growth of the messaging
system
More users
Larger mails
Larger mail boxes
More expensive operation
Requirement
Reduce the growth of the
messaging system
Offload old e-mails from
production messaging
system
Keep old e-mails in near
on-line access
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Legal requirements or industry
regulations
Provide e-mails on demand
during audit or investigation
E-mails treated as business
records (based on
procedures)
Example 1
User selects e-mails that
should be business records
Example 2
All e-mails of a certain user
group have to be captured
and retained for a certain
number of years
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E-mail Archive Management Market Evolution
Best Practices for Storing, Managing and Protecting Email"
It is started with
1990
• Email volumes have grown enormously
• Backup / restore times become too long
Fundamental
Recovery
• No backup window exists due to 24/7 email system utilization
• Data redundancy grows (dissemination to multiple recipients)
• De-duping reduces storage requirements
Fundamental Recovery+
Advanced Recovery
• Real-time backups become transparent to users
• Mirroring copies via hardware and/or software improve uptime
• Hot backup logging fixes data integrity issues during backup / restore
• Redundancy and clustering further improved uptime
Fundamental Recovery
+Advanced Recovery +
Availability
• Volume management software
• Resiliency technologies and disaster recovery further improve uptime
• Server / storage replication and synchronization ensure data integrity
• Email volumes and attachment size continue to grow
1998
Fundamental Recovery +Advanced Recovery
+Availability +
1999
Archival
• IT organizations implement mailbox size restrictions
• Email users become their own archivists (private backups)
• Decentralized archiving creates inconsistencies and significant gaps
• End user productivity suffers and data is lost
• Email applications still fail to address scalability and performance issues
Fundamental Recovery +Advanced
Recovery +Availability +Archival +
Records Management
• Automatic archive and retrieval, lifecycle management and hierarchical storage
tools emerge
2004
Today, market potential is getting
bigger and bigger
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• Regulatory compliance issues take center stage
• Metadata extraction and indexing, advanced search capabilities and data
management rules categorize and manage individual email according to
legal and corporate policies
• Security, tracking and audit capabilities become essential for compliance
• E-mail is being treated more and more like traditional records
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Emails in a business process
Customers are using emails in their business process
Emails are moved through workflows
Users are searching for emails related to other
documents and folders
Companies answer enquiries from customers
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Negotiate contracts with customers and exchange
invoice and payment information
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80% of Enterprise Data is Unstructured
• Billing statements
• Claims images
• Customer
correspondence
• Mortgage docs
• Contracts
• Signed BOLs
• Healthcare EOBs
• Marketing collateral
• Website content
• Voice authorizations
• Signature cards
• Credit enrollments
• Material Safety
Data Sheets
• ISO 9000 docs
• Plant schematics
• Product images
• Spec sheets
Databases
• ….and much more!
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Multiple Repositories Make Access Difficult
1 repository
5%
Don't know
“The Future of Content in the Enterprise,”
Connie Moore and Robert Markham
17%
More than 15
repositories
36%
25%
2-5 repositories
14%
10-15 repositories
4%
6-10 repositories
Base: 81 North American decision-makers
(multiple responses accepted)
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Content is Often Isolated in Silos
CUSTOMER
SERVICE
MARKETING
FINANCE
SALES &
SUPPORT
CUSTOMERS
& PARTNERS
LEGAL
HR
R&D
Independent Systems
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Complicating Enterprise Initiatives
CUSTOMER
SERVICE
MARKETING
CALL CENTER
Imaging/
Document
Mgmt
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SALES &
SUPPORT
FINANCE
CRM / ERP
Report
Mgmt
CUSTOMERS
& PARTNERS
SELF-SERVICE
Web Content/
Media Asset
Mgmt
LEGAL
COMPLIANCE
Database/
Custom
Systems
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Network
File
Systems
HR
R&D
WEBSITES
Workflow/
Business
Process Mgmt
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Simplifying Enterprise Initiatives
CUSTOMER
SERVICE
MARKETING
CALL CENTER
SALES &
SUPPORT
FINANCE
CRM / ERP
CUSTOMERS
& PARTNERS
SELF-SERVICE
LEGAL
COMPLIANCE
HR
R&D
WEBSITES
Enterprise Information Integration
Imaging/
Document
Mgmt
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Report
Mgmt
Web Content/
Media Asset
Mgmt
Database/
Custom
Systems
IBM Software Group
Network
File
Systems
Workflow/
Business
Process Mgmt
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Business Drivers of ECI
Mergers and Acquisitions
Pain: Disparate content systems introduced through merger
Goal: ↓ time to realize goals of merger, ↓ risk of failure, ↓ merger costs
Solution: Use IICE for quick system assimilation, acquisition readiness
Customer Service
Pain: Unable to provide complete view of customer – revenue inhibitor, costly
Goal: ↑ “cust sat” & retention, ↑ revenue through cross-sell
Solution: Use IICE in self-service portal, call center to access all content
Compliance and Risk Management (VRM)
Pain: Gov’t regulation, court ordered discovery, lawsuits
Goal: ↓ risk by applying retention policies to all content, ↓ discovery costs
Solution: IICE for content access and discovery, RM for central policy mgt
Research and Intelligence
Pain: Silo’d agencies, content-centric process with many disparate systems
Goal: Interoperability, streamlined research, better visibility
Solution: Use IICE as “content service layer” for real-time, two-way access
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IT Drivers of ECI
Content Integration Platform
Pain: Total cost of custom, point integrations and ongoing maintenance
Goal: Drive ROI from content systems, ↓ overall dev costs, enterprise scale
Solution: IICE integration, federation and developer services
Enterprise Information Integration (EII)
Pain: Vast amounts of enterprise data in various sources
Goal: Standard, enterprise data access paradigm, ↑ information access
Solution: Access structured, semi- and unstructured information via SQL
Portal
Pain: Disparate UIs from ECM vendors w/ varying features
Goal: Simplify portal integration, consistent interface, ↓ training
Solution: IICE JSR 168 portlets or web client
Migration or Synchronization
Pain: Need to move or synchronize content, migrations costs
Goal: Seamless automated or manual process for content movement
Solution: IICE “event services”, content import/export and content copy
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Federating Access to Enterprise Information
SQL
SQL
Mainframe
databases
Mainframe
files
IMS,
VSAM,
Adabas
Sequential
CA-Datacom
CA-IDMS
Content
Relational
databases
DB2 UDB
Informix
Oracle
Sybase
Teradata
Microsoft
SQL
Server
ODBC
XML
Web services
Packaged
applications
Websphere BI
Adaptors
SAP
PeopleSoft
Siebel
Web
Other
Collaboration
Systems
OLE DB
Excel
Flat files
IBM Lotus
Extended
Search
Web
search
LDAP
Custom-built
Lotus Notes
Microsoft
Index Server
IBM Lotus
Extended
Search
Sametime
QuickPlace
Microsoft
Exchange
Content
& Imaging
Workflow
systems
DB2 CM Websphere
Family
FileNet
Domino.doc
Documentum
FileNet
Open Text
Stellent
Interwoven
Hummingbird
Plus partner tools and custom-built connectors extend access to more sources
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A Complete Solution
Repository
Declare/Classify
Search
e-mail Client
Repository
Repository
Declare/Classify
Search
Web Browser
Declare/Classify
Search
ERP System
Repository
Repository
Declare/Classify
Search
CRM System
Declare/Classify
Search
Asset Management
System
Repository
Declare/Classify
Search
B2B, B2C, B2E
Federated and Full Text Searchable
Content Manager
Storage Manager
Search
Records Manager
Policy Administration
Off-site Digital Repository
Archive Repository
Archive Repository
Archive Repository
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VPN over
the
Internet
IBM Software Group
Archive Repository
Digital Records Vault
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Case Study
Enterprise Compliance Infrastructure
• ECM
• Federation
• Records Management for Compliance
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RM + ECI = Virtual Records Management (VRM)
User Workstation
IBC
IBCF
Tools
Roles & Identity
Meta Directory
Corporate Identity
Information Source
(Active Directory, LDAP,
HR, SAP, PeopleSoft)
IBM
IBM
IICE
(Identity based classification framework)
IICE
MS
Exchange
Outlook
Email
Archive
IICE CC
CB
Word
Native Documentum
Interface
Documentum
IICE CC
CB
IBM
IBM
Records
Records
Manager
Manager
Power
point
Native Hummingbird Interface
PDF
Hummingbird
IICE CC
CB
Business
Applications
(key record events)
Native FileNet Interface
FileNet
IICE CC
CB
Legal Events
Other
Objects
Drag & Drop
Web
Browser
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File
File
Systems
Systems
NT / Unix
NT / Unix
RME for
IICE
(holds, releases,
discovery)
IICE CC
CB
Physical Items
(Paper, Microfilm)
Enterprise Federated Search Capability
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Summary
ECM infrastructure is build upon a modular components
Vendors are moving towards consolidation to produce ECM package
Complex business requirements around business process,
compliance and storage management can be easily met with a well
design and integrated ECM solution
Compliance is the driver for ECM system implementation
Structured and unstructured data is getting integrated through the
federation component of ECM system
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Key Takeaways
Overview of an ECM Architecture and how they are built
Review of market product/vendor consolidation
Determine key drivers for ECM system implementations
Identify how business requirements for business processes play an
integral role in compliance and storage management
See one approach for integrating structured and unstructured data
to achieve business value
7/17/2015
IBM Software Group
39
Questions ?
Imtiaz Khan
[email protected]
201-967-2577
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