Ecm strategy outline

Defining an Organizational Strategy for
Enterprise Content Management (ECM)
Stellar Services, Inc.
70 West 36th Street Suite 702, New York, NY 10018
JP Harris, VP Global Services
+508-208-1936 | jharris@stellarservices.com

Process Steps
An organizational strategy for ECM can come in many forms but effective ECM
strategies must focus at an appropriate level and, normally, are created through
the following steps:
1. Help decision makers and stakeholders to better understand what ECM is;
2. Identify capabilities and functions that meet organizational, departmental,
and group objectives;
3. Look at the amount of content and inventory of existing content management
systems;
4. Define the technology and process initiatives;
5. Create a Roadmap that prioritizes the initiatives;
6. Create the organization’s vision for ECM; and,
7. Justify your organization’s investment by creating a business case.

This document explains each step in the typical ECM Strategy process and
includes examples from past projects.

Authors’ Notes
There is no one way to create an ECM Strategy but there are specific steps that seem to be common to most ECM
Strategy processes. These steps are described in this document.
Critical to a successful ECM Strategy is maintaining focus at the right level. Often, when pursuing a strategic
initiative, it is common to see strategy project leaders go to a level of detail that is too granular. When this happens,
the initiative can bog down in details and stall. When planning the initiative, one must find a balance between the
desire to drill into the details and the need to complete the project within a reasonable time and budget.
This is a discovery process. An effective ECM strategy project is led with objectivity and the understanding that one
must facilitate learning and consensus building among those who participate.
JP Harris

11/8/2012 Copyright © 2009 - 2012, onECM Incorporated. All rights reserved 1
http://www.jponecm.com/

Step 1 - The first step in the ECM Strategy Creation process is helping
decision makers and stakeholders to better understand what ECM is.

ECM is both Technology
and a Process for how
Information should be
Created, Managed, and
Shared.

Step 1 is used to level-set
participants knowledge
and create a common
language for the
discussions in Step 2.


Step 2 - Ask managers and thought leaders how ECM capabilities and
functions will help them meet organizational, departmental, and group
objectives.

Why is ECM important
to us? What are the
things we need to do
with content to make it
more available, protect
it, and control growth?

What are the policies
we need to put into
place to make this
happen?

What are the
capabilities the
organization needs to
follow these policies?


Step 3 - Assess the scope by surveying the amount of content and the
content management systems that are currently in use.

Cost % of Total
Source Volume (GB) Monthly Annual Volume Cost
What is the quantity of Notes Databases 2,873.05 $86,192 $1,034,302 2.65% 21.23%
content in file shares email storage 45,271.14 $108,652 $1,303,822 41.83% 26.76%
and email. File Server 57,793.88 $190,719 $2,288,631 53.40% 46.98%
Sharepoint 2,281.20 $20,394 $244,727 2.11% 5.02%
Grand Total 108,219.26 $405,957 $4,871,482
What is the quantity of
content in Sharepoint,
Notes, and advanced
ECM systems.

What is the amount of
physical content (boxes,
papers, samples,
drawings, etc.) stored
onsite and offsite?

What are the content-
centric processes that
are automated and
what is their
transactional volume?


Step 4 – Define the technology and process initiatives needed to put
into place the required capabilities?

Initiatives Initiative Steps
Unstructured Content Clean-up 1. Evaluate and select classification method, tools, and
service provider

2. Pilot classification process

3. Build classification plan defining scope and timing

4. Classification project
ECM Selection and Implementation 5. Establish an Information Governance Centre of
Excellence

6. Establish an Information Governance Working Group

7. ECM Software Requirements Development and
Selection

8. Launch SharePoint Governance

9. BPM Governance Initiative

10. Deploy Collaborative Document Management

11. Deploy Enterprise Search
User Change Management and Desktop Storage 12. Personal File Share Review

13. File Share Reorganization – Documents

14. File Share Reorganization – email
Restrict use of Notes and Notes Databases 15. Notes Rationalization

16. Notes Migration

ERM Implementation 17. ERM Reset and Planning

18. ERM Acquisition

19. BPM Integration Design and Planning

20. ERM Deployment to BPM

21. Deploy email Management

22. Apply RM controls to File System content

23. RM User Procedure Deployment


Step 5 – Create a Roadmap that prioritizes the initiatives and organizes
them into a high level plan

Prioritization is based on:
• Technical & organizational
dependencies;
• Organizational readiness
factors;
• Departmental readiness
factors;
• Budgetary opportunities
or constraints; and/or,
• Cultural and political
considerations

Each bar on the Gantt chart can represent one or more
projects. The length of each bar reflects the duration
used in creating a budgetary estimate for the project(s).

The order of the initiatives over time reflects priority and
dependency.

In some instances, milestones are used to show
relationship to other organizational events.


Step 6 – Create the organization’s vision for ECM.

The vision is both a
statement and a
picture.

This is a tool used to
communicate why we
are engaging in the
initiatives and what we
hope to achieve as a
result.

By presenting the vision
in graphical form,
individuals with
different viewpoints,
objectives, and levels of
understanding can
begin to share a
common goal.


Step 7 – Justify your organization’s investment by creating a business
case.

Most organizations
have a standard format
for communicating the
case for initiative
investments. Whenever
possible, one should
use this existing format.

Tangible and intangible
benefits can be
described though the
best business cases
justify investment
through tangible
benefit.

Explain your
organization’s business
objectives, why these
objectives exist, and
how they will be
supported through your
initiatives.

Stay fact based.


Stellar Services helps customers control and automate the creation,
utilization, processing, storage, and disposal of business information
through the definition of policies, processes, and procedures that
leverage technology from leading software and hardware vendors.


Ecm strategy outline

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