Enterprise Content Management: Policies & Procedures Overview

Enterprise Content Management and Data Governance Policies and Procedures Manual Enterprise Data Management:IT621 Annette Francis January 3,2024

2 Outline and Requirements (Week 1) Company Overview (Data Challenge)…………………………………………...3,4 EDM Overview …………………………………………………………………..5,6 Implementation Lifecycle ………………………………………………………..7 Infrastructure Evaluation (Week 2) Content Requirements ………………………………………………… ................ 8 Content Design and Use ……………………………………………… ................. 9 Tools and IT ………………………………………………………………………10 Infrastructure Improvements (Week 3) Analysis Outcome…………………………………………………………………11 Data Governance Evaluation (Week 4) Foundations/Review……………………………………………………………….12 Interaction/Integration with EDM…………………………………………………13 Policies and Procedures…………………………………………………………...14 Data Governance Improvements (Week 5) Analysis Outcome (Week 5)……………………………………………………….15 References …………………………………………………………… ………………………… 16

3 Outline and Requirements (Week 1) Company Overview (Data Challenge): Customers may purchase a range of goods at Wood's goods, an online retailer. About five years ago, this company started off as a home-based enterprise but has now expanded into much more. Their items were in high demand, and business began to pick up more than ever a little over a year ago. This meant that in addition to warehouses to hold their items, the corporation required a better location for conducting business. As a result, the company acquired some warehouse space and relocated its operations into an office. The company's relocation has resulted in a rise in both the demand and consumer base for its products. The amount of data saved in the current ECM is growing significantly as a result of the increased demand for products. Furthermore, clients should get their goods on schedule because the corporation maintains warehouses on both the east and west coasts. As a result, the rate of consumer satisfaction will rise. However, since the epidemic began, the company's total production has decreased; it is difficult to comprehend why. The entire productivity rate of the business needs to be the immediate focus. Since the company's founding, a number of technologies, methods, and instruments have been used in an effort to successfully manage the information or content of the business. However, information and content are not being managed appropriately by the company's current ECM. Not all of the company's departments have easy access to information, and file sharing is limited to those areas. Apart from these problems, just 42 percent of the company's information or content is now securely stored in the current ECM.

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4 The executives have been led to assume by the firm's IT specialists that the information of the company is not being appropriately maintained inside the current ECM. The CEO, CIO, and a few IT professionals will meet with a consultant on behalf of Administration to discuss the process of evaluating the current ECM in order to receive support and insights. After that, the consultant will conduct an evaluation, and suggestions will be made to the business based on the conclusions and outcomes. In order to increase productivity and make information easily accessible for all departments and authorized users, the company will need to decide whether to upgrade its current ECM or implement a new one. This assessment will help the company make this decision by ensuring that the new ECM will function as intended and produce the desired result Apartfrom carrying out the evaluation and offering suggestions, the consultant will help the IT team, staff members from other departments, and some of the company's executives create an Enterprise Content, Governance, Policies, and Procedures Manual.

5 EDM Overview: The capacity of a company to describe, incorporate, retrieve, and store data for both internal processes and applications as well as external interactions is known as enterprise data management, or EDM in software. The creation and maintenance of assurance, confidence, and trust in all data assets is the primary objective of enterprise data management. For firms to make educated decisions, develop future strategies based on an analytical viewpoint, and eventually flourish, useful, reliable data is very essential (What Is Enterprise Data Management Software?, n.d.). Examples of enterprise data management encompass a broad range of asset management inside a business, such as financial data, inventory figures, images, graphics, videos, social media, mobile data, and Internet of Things data. For a firm to benefit from any of these data forms, they must be stored, arranged, safeguarded, and conveniently available (What Is Enterprise Data Management Software?, n.d.). But for a lot of companies, handling this massive amount of data may be onerous and draining, especially if there's an old data backlog or erroneous and inefficient processes in place already. Not to mention that businesses now manage a never-before-seen daily volume of fresh data. Enterprise Data Management can help with this. Organizations may achieve success by utilizing Enterprise Data Management software that guarantees all data streams and kinds are well-defined, arranged, and simply used. Organizations may define and organize their data with the aid of enterprise data management. Establish simple internal asset access, Safeguard

6 information in one location, Perform as efficiently and as functionally as possible (What Is Enterprise Data Management Software?, n.d.). Enterprise management software facilitates information flow, a range of reporting, and data analytics—the essential business operations. Organizations benefit from easier business planning, more flexibility and efficiency, and better record keeping for regulatory compliance. Three kinds of enterprise management software are available: CRM (customer relationship management) aids businesses in controlling their communications with prospective clients. ERP (Enterprise Resource Planning) streamlines procedures for a range of commercial operations. Supply chain management, or SCM, controls the movement of products, information, and money (What Is Enterprise Data Management Software?, n.d.). Organizations may successfully, confidently, and easily transmit data to various apps, processes, and partners with the help of effective enterprise data management. Processes are streamlined, and operational effectiveness and efficiency are increased. Another important benefit of enterprise data management is that it saves internal time spent policing new data. A company's ability to effectively manage and arrange its assets' ongoing changes and variations increases public confidence in its policies and content (What Is Enterprise Data Management Software?, n.d.).

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7 Implementation Lifecycle: The act of comprehending the several phases that data goes through during its lifespan is known as "data lifecycle management." Important stages of a normal data lifetime consist of:  Step 1: Creation of data the process of creating data via acquiring already-existing data, manually entering new data, and capturing data produced by other systems.  Phase 2: Information organization data processing designed to remove unnecessary information and lower noise. Data must be kept locally in locations like the edge or in the core, such an enterprise data center, during this stage as it is usually accessed often.  Stage 3: Consumption and storage of data processing data that is actively stored for the goals and functions of an organization. Like the stage before it, data in this one is usually kept centrally in extremely fast storage (cloud-based repositories or data centers).  Stage 4: Archiving the data After data has finished its active usage, it is usually retained for long-term retention and storage efficiency. For the most npaarchiveddata is kept in low-cost object storage tiers in the cloud or on cassettes at the core in case it becomes necessary later.

8 Infrastructure Evaluation (Week 2) Content Requirements: Despite Wood's Electronics' excellent ability to manage the day-to-day operations necessary to run the business, since the company's expansion, problems have arisen with data management. The Chief Executive Officer, Chief Information Officer, and IT specialist have determined that they must employ a professional consultant with expertise in creating ECM systems and creating a Data Governance Policies and Procedures Manual. The consultant will evaluate the information system of the business. The relevant people will then be consulted on the findings and outcomes. Additionally, the consultant will offer suggestions on the best course of action for resolving the ECM system's problems. The purpose of this evaluation is to provide the company's leaders with further information on whether to upgrade (Enterprise Content Management Technical Requirements, 2016). Require a CPU with a speed of at least 2.0 GHz. For better performance, a CPU with two cores is suggested. Screen resolution of at least 1024 × 768 is necessary. Screen resolutions of 1280 x 1024 SVGA are advised. It supports two monitors. In order to scan, the Perceptive Content client computer has to be able to take a SCSI extension card or be USB compliant, depending on the scanner's interface. Version 2.0 is suggested for USB scanners. More memory than is needed by Perceptive Content, a faster computer, or a particular operating system might be needed for the scanner. See the documentation from the scanner manufacturer for further details on requirements (Enterprise Content Management Technical Requirements, 2016).

9 Microsoft Windows 10 (Perceptive Content is also compatible with Windows 7 and 8.1; however, Cornell Information Technologies is not).Perceptive Content Client and Perceptive Content Server need a dedicated, "always on" connection. It needs a 10-Mb connection. For optimal performance, a 100 Mbps connection is advised. A scan station needs a 100 Mb Ethernet connection. It is advised to use a 1-Gb Ethernet connection for optimal performance. A 1.5- megabit connection is necessary. A connection speed of 4.5 Mbps is advised. It is not advised to use a high-volume scan station in a WAN. It has to have 2 GB of RAM available. See the maker of your scanner for suggested memory choices. One gigabyte of free storage space is needed. Scanning volume may determine how much extra temporary storage space is needed for scan stations (Enterprise Content Management Technical Requirements, 2016). Perceptive Web enables users to see and work with Perceptive Content documents on a web browser. The following are the minimal technological requirements needed to use the Perceptive Web client: need a CPU clocked at 2.0 GHz or above. It is advised to use a twin core CPU for better performance. A minimum screen resolution of 1024 x 768 is necessary. It is advised to use a screen resolution of 1280 x 1024 SVGA. Support is provided for two monitors (Enterprise Content Management Technical Requirements, 2016).

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10 Content Design and Use: An business has to concentrate on creating and implementing a thorough enterprise data management plan in order to remain efficient. For businesses that are new to data management (EDM) as well as those who have previously deployed several intelligent solutions, a well- thought-out strategy is crucial (Key Elements of Enterprise Data Management Strategy, 2022). In essence, data governance helps make sure that the appropriate individuals oversee particular data-related tasks. It consists of procedures and guidelines that support preserving the accuracy, reliability, and security of digital information used by a company (Key Elements of Enterprise Data Management Strategy, 2022) The data policies of an organization should be clearly stated in these papers, together with information on when, how, and by whom they will be enforced. All things considered, data governance achieves the following fosters responsibility both inside and externally, safeguards user privacy and aids in following laws and regulations promotes moral accountability (Key Elements of Enterprise Data Management Strategy, 2022) In order to reap the advantages of business data management systems, it’s vital to think about data integration. To put it simply, it implies that in order to make digital information usable and accessible, it must be consolidated from several sources and forms into a single repository (Key Elements of Enterprise Data Management Strategy, 2022).

11 Tools and It: Even though businesses that are lagging in enterprise data management can be intimidated by the thought of starting to identify, classify, and store their assets, effective enterprise data management is still possible with the correct resources and established procedures (What Is Enterprise Data Management Software?, n.d.). The production of accurate, truthful, and high-quality data is known as data governance. Integrating data into applications is known as data integration. Consolidating data into a single, easily accessible area is known as data accessibility. Data storage and protection, or data security (What Is Enterprise Data Management Software?, n.d.). Data governance, or the collection of guidelines that guarantee data is of the highest caliber throughout its whole life, is first and foremost necessary for Enterprise Data Management systems. This is accomplished by producing material that is true, consistent, and as detailed as feasible. Successful Enterprise Data Management solutions rely not only on the development of precise, correct data but also on the standardization of data integration of all assets and content into internal and external communications and applications. This guarantees that various organizational branches can use any type of data (What Is Enterprise Data Management Software?, n.d.). Data accessibility is another essential element of successful EDM. To enable the best judgments and organizational direction to be made, data must be effectively and readily obtained from all available sources. Lastly, data security is essential to Enterprise Data Management success (What Is Enterprise Data Management Software?, n.d.).

12 Structured Unstructured Contracts Graphics and Multimedia Files Invoices Folders Spreadsheets Application/Program Files Reports Web Pages Presentations Employee Commubications

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13 Infrastructure Improvements (Week 3) Analysis Outcome SharePoint has the potential to completely transform corporate productivity when used properly. Employee productivity will increase, corporate data availability will expand, and the business will be able to offer more informative reporting on critical metrics. Hinge Point's tailored SharePoint solutions have proven beneficial to several enterprises facing challenges with unorganized data and labor-intensive manual methods. The automated procedures and easily accessible data have allowed these same clients to become a more efficient, well-managed organization (“Effective SharePoint Data Management Techniques”). Companies may arrange staff data into a single, easily accessible area for everyone with SharePoint, an intranet portal solution. Any type of information gathered from an individual or organization, including contracts, projects, regulations, training materials, and measurements, is referred to as data. But data is so much more than just gathering information! Learn about some of the top methods for obtaining high-quality data. SharePoint is much more than simply a file storage platform; it has many other uses as well. It's an effective tool for team collaboration and data management. To address problems with data storage, SharePoint can be used as an alternative to conventional file sharing systems (“Effective SharePoint Data Management Techniques”). Data Governance Evaluation (Week 4)

14 Foundations/Review Interaction/Integration with EDM

15 Policies and Procedures

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16 References What is Enterprise Data Management Software? (n.d.). Mitratech. https://mitratech.com/governance-risk-compliance/what-is-enterprise-data-management/ Evangelist, O. B., Product. (n.d.). An Introduction to the Enterprise Data Lifecycle. Bluexp.netapp.com. Retrieved January 11, 2024, from https://bluexp.netapp.com/blog/an- introduction-to-the-enterprise-data-lifecycle-blg Enterprise Content Management Technical Requirements. (2016, September 15). IT@Cornell. https://it.cornell.edu/ecm/enterprise-content-management-technical-requirements Key Elements of Enterprise Data Management Strategy. (2022, August 23). Velvetech. https://www.velvetech.com/blog/enterprise-data-management-strategy/ What is Enterprise Data Management Software? (n.d.). Mitratech. Retrieved January 15, 2024, from https://mitratech.com/governance-risk-compliance/what-is-enterprise-data- management/#:~:text=Enterprise%20Data%20Management%20(EDM%20in “Effective SharePoint Data Management Techniques.” Www.hingepoint.com, 7 Aug. 2017, www.hingepoint.com/blog/system/sharepoint-system/4-ways-to-use-sharepoint-to- manage-company-data/#:~:text=SharePoint%20data%20management%20tool%20gives. Accessed 26 Jan. 2024.

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It 621 unit 2 individual project Annette Francis

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