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Multiple Repositories...
What is your Best Strategy?
Multiple Repositories... What is your Best Strategy? | February 2010
Contents
Introduction
The Problem
Content Consolidation
Content Federation
Summary
HCL Technologies
ABOUT HCL
10
Introduction
Over the past decade, organizations have understood the importance
of ECM to improve business operations. These investments were
adhoc and made as an when required by the departments of these
organizations. Although these investments have enabled organizations
but have also created islands of content. Most organizations today
have more than 2 repositories. It is essential that organizations
are able to leverage content from all of its repositories to ensure
that it can succeed in view of the current economic challenges. An
Enterprise content consolidation and federation would not only
decreases IT costs but also would decrease organizations operating
expenditures with unified processes, stable architecture, and better
content access and informed decision making. But these benefits
come with their own costs of content migration and repository
license and maintenance costs. Therefore, making it essential for
organization to conduct a detailed analysis before deciding whether
to consolidate or migrate.
2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.
Multiple Repositories... What is your Best Strategy? | February 2010
The Problem
With 85% of the organizations information stored in the
unstructured format, 79% of organizations use over 2 repositories
and 25% organizations use over 15 repositories to manage
unstructured content, there is an immediate need for improved
access to unstructured content to enable faster, better-informed
decisions. Due to multiple repositories being used, the most common
problem that organizations face today is that the information
required to run the organization is there, but is inaccessible.
The siloed information in various repositories throughout the
organization causes redundancy of data, applications, processes,
and infrastructure. This in-effect has negative impact because it
increases costs, decreases productivity and reduces agility of business
to adopt changes.
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Multiple Repositories... What is your Best Strategy? | February 2010
Content Federation
Content Consolidation
Typical Issues
Content Federation
1. Small Change management cycle: The change management
cycle is smaller as users can continue to work with their
native applications
2. Extended features available: Features and functionalities of
multiple repositories are available
Issues
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Multiple Repositories... What is your Best Strategy? | February 2010
Business
Cost
Mandatory
Costs
Content Federation
Content Consolidation
High initial of
consolidation
Increase effort to
maintain and retrieve
information. Complete
access to information
may not be available
High costs of licenses
and maintenance
Decrease business
cost with unified
processes and reduced
time and effort to
access information
Grow
Addition of new
repositories
(License Cost of new
repositories)
Content Federation
(Cost of Federation Products)
Manage
Optimize
Content Consolidation
(Cost of Consolidate)
2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.
Multiple Repositories... What is your Best Strategy? | February 2010
2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.
Multiple Repositories... What is your Best Strategy? | February 2010
Deliverables
Explore
Analyze
Due Diligence
Implementation
Strategize
Execute
Identify
Opportunities
Define Future
Architecture
State
Implement
Proposed
Solution
Current State
Assessment
Evaluate
Technology
Optimize
Content &
Process Design
Migrate/
Consolidate
Understand
Vision and
Goals
Establish
Needs Priority
Define
Implementation
Plan
Manage
Change
As-Is-Mapping
Gap
Assessment &
Prioritization
Integrated IT Operations
The
EASE
Methodology
Consulting
To-Be Content
Landscape and
Architecture
2 to 4 Weeks
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Multiple Repositories... What is your Best Strategy? | February 2010
Summary
The organizations would always be in the dilemma to choose
strategy for its content because of its every changing nature. The
two most common strategies that organizations use to make its
information architecture more manageable is content federation
and content consolidation. In most cases it would not be possible
for the organizations to adopt a single strategy, due to difference
in the usage of content repositories in terms of functionality and
integration points with other systems. A detailed assessment by an
expert can help organizations decide the correct approach for each
content repository within the organization. One such methodology
is EASE that is based on the ECU Model. This assess the current
architecture and helps organizations to reach a more steady approach
like consolidating a few low utilized repositories and then federate a
new onsolidated repository and other strategic repositories.
2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.
Multiple Repositories... What is your Best Strategy? | February 2010
HCL Technologies
ECMP Consulting Practice Vision
Verticals
Document Management,
Business Process Management,
Records Management,
Imaging, Web Content
Management, Knowledge
Management, Collaboration,
Enterprise Search, Enterprise
Communications, Portals
Cost
Reduction
Our Goals
2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.
10
Multiple Repositories... What is your Best Strategy? | February 2010
ABOUT HCL
HCL Technologies
2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.