Victor Weinstein: The narrow interpretation of the Russian market of ECM was an error

Victor Weinstein: At first I will repeat well-known things. Information happens two types: structured and unstructured. The structured information (it is normal numbers) is easily read out and processed by computers. A share like that in an information stream with which the business organizations operate, – about 20%. All the rest – texts, images, video – unstructured information. Respectively, applied IT systems can be separated into systems intended for work with the structured information – the accounting systems of the class ERP, and the systems of the class ESM/SED operating with unstructured information.

Long time the Russian market of ECM was treated narrowly: as the document flow market, the market of EDMS for office. And it was an error. Therefore I will highlight that a modern ESM-system – not only the workflow system; it can serve as a backbone framework which supports business processes of the company, allows to create and optimize information flows and the related processes of primary activity of the company, and, therefore, as well as the ERP system, helps to increase efficiency and company competitiveness.

Thus, a modern ECM system is a powerful managerial tool with rich functionality. It can even replace many functions of the ERP system. But to use ECM it is effective, it is necessary not to forget that the project on implementation of ESM should not be considered as only the IT project at all. It is necessary to coordinate it to business objectives of the organization. However, this recommendation is obligatory to execution at implementation of any information business system, otherwise the powerful managerial tool will be used only on a half (and even less) the power. It is not obligatory to hammer with a nail microscope at all.

TAdviser: How it is possible to enter an ECM system in the business strategy of the organization?

Victor Weinstein: To define how the ESM-solution will support the current and future demands in management of information flows, it is necessary to describe and analyze an enterprise architecture. I.e. to use the approach describing and structuring complex IT systems at the levels of business, the software, data and the hardware. Such approach is called management of an enterprise architecture (Enterprise Architecture Management, EAM). Its main objective in connecting strategic objectives of the organization with business processes using which these goals will be achieved and also corresponding program and the hardware supporting these business processes. The established connection not dogma, and flexible construction which changes at the changes caused by business. EAM allows to manage conversion of the organization also.

In standard EDMS is elements of a management system for an enterprise architecture, for example, the module of management of an organization structure of the enterprise, the business process management module, the module of accounting of the hardware. They, of course, can be used for separate operations on management of an enterprise architecture, but much better specialized EAM solutions, such as Rational System Architect or Software AG Alfabet IT Planning & Portfolio Management for this purpose approach.

TAdviser: Whether some special preparation before the choice and implementation of ECM is necessary?

Victor Weinstein: I would advise to carry out inventory of content used in the organization and how it is used. It is also very useful to make assessment of level of an ECM maturity of your company. Such assessment how you have a content management, will give you a reference point for future actions and critical indicators of success for projects on implementation of ESM. Having revealed specific requirements of your company when evaluating and considering them, you have an opportunity to optimize the implementation budget and to increase efficiency of use of an ECM system. Such preparatory steps will allow to pick up or configure more relevantly an ECM system that will increase efficiency of its use.

TAdviser: Whether there are strategic recommendations for implementation and development of an ECM system?

Victor Weinstein: Is. The matter is that employees resist any changes. And rapid implementation of ECM, literally for several months and also the precise plan of implementation including the training program of users helps to mitigate this problem. It is possible to sustain short terms of implementation if the volume of customization of the implemented solution is minimum. The more the solution corresponds to determination "boxed", the it is simpler to manage to the Chief information officer an implementation project and to maintain its stated parameters.

Consider development of an ESM-system in the form of several tactical projects, having accurately defined the purposes and results for each of them. It will help the Chief information officer to reason investment of capital in development of corporate IT systems, including ECM. Tell the administration that a new system will cover more employees and, therefore, will provide bigger control of performing discipline; that costs for management of documents will be reduced and there will be new analytical opportunities, and, so and methods of increase in operational efficiency.

TAdviser: Whether to stake on the free software when choosing the ECM platform?

Victor Weinstein: The popularity of products and platforms on the open source (OS), including ECM products, is high and continues to grow. We see it on demand for our new system "Logic of EDMS" on the Alfresco platform. The reason for that – quality improvement of Open Source in general when preserving "a zero level" at the beginning of use: download from the website and use. It is only necessary to mean that "svobodnost" of software consists not in free of charge, and in openness of source codes and freedom of their distribution and change under the needs (that gives the chance of the maximum customization of software products). At the same time the free software, as well as any other, needs high-quality implementation and maintenance that, certainly, has the price. If you do not want to pay this price for quality, then receive failures in work of software and idle times in business. Therefore it is necessary to approach the choice of Open Source product carefully, being guided not only by cost, but also by reputation of both a product, and the contractor on implementation and support. Generally, if you are interested not only in the price, but also result, select Open Source in the same way as the commercial software.

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