The document discusses XML in enterprise architecture and information management. It provides background on the speaker and defines key concepts in enterprise content management (ECM) like document management, records management, modular content management, and knowledge management. It also discusses trends like collaboration and reuse of content as smaller fragments across different ECM domains. Common building blocks and shifts in ECM are outlined.

1. XML in Enterprise Architecture
/
Information Management / ECM
2011-11-10
Sami Poikonen, Enterprise Architect
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2. My Background
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3. Togaf view
Business Information Application Technical
or Architecture Architecture Architecture
Process
Architecture
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4. Concepts
Information
Data Content
Social content
Modular content
Paper
Files Documents
Records
Documents in
Documents in
DC systems
DM systems
Digital
Assets
Knowledge
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5. Our Information Challenge
Today, Information and Information Management is fragmented, with requirements over
time having being individually designed and implemented
Information assets developed Duplication of data services (i.e.
Duplicated Data
in silos building the same integrations over
and over again)
Single version of the
truth is hard to find Data lineage difficult
to determine
Demand and requirements
management is ad-hoc and
unstructured
Lack of cross-
organisational
Many localised, personal copies governance
of “Information Assets”
Concerns over data
quality
Inflexible, fragmented Approach to regulatory and
infrastructure compliance and security is
inconsistent
Competency gaps and heavy
reliance on external partners
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6. ECM domains – a view
The Nokia case
C Semantic web
• Close to 60.000 ECM end Document Web Content
users Management Management
• 30 platforms DM WCM
archival SKOS interaction
RDF
• Over 50 highly critical or ontologies collaboration
Records info architecture
business critical Management metadata/ ownership & Social media
applications or portals
• 500 Terabytes of content
D RM
eDiscovery
master data stewardship
retention
strategy
security
translation
user generated
content
management
• 500 million document items governance
Knowledge Digital Asset
• More than 1.2 billion people Management DITA Management
connect to one another with wikis,
Modular
DAM
a Nokia device – strong knowledge Content
videos etc.
databases
consumer interaction Management
reuse and multi-
• Sales in over 160 countries channel delivery
– close to 100 languages
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7. Definition of Enterprise Content Management
“Enterprise Content Management (ECM) is the strategies,
methods and tools used to capture, manage, store, preserve, and
deliver content and documents related to organizational
processes.
ECM tools and strategies allow the management of an
organization's unstructured as well as structured information,
wherever that information exists.”
Source: AIIM - Association for Information and Image Management. AIIM is a non-profit organization which
provides education, research, and best practices for document management and enterprise content
management. AIIM is also known as the enterprise content management (ECM) association
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8. Enterprise Content Management vs. Information
Management
“Enterprise Content Management (ECM) is the strategies, methods and tools used to capture,
manage, store, preserve, and deliver content and documents related to organizational processes.
ECM tools and strategies allow the management of an organization's unstructured as well as
structured information, wherever that information exists.”
“Information management (IM) is the collection and management of information from one or more
sources and the distribution of that information to one or more audiences. This sometimes involves
those who have a stake in, or a right to that information. Management means the organization of
and control over the structure, processing and delivery of information.
The organizational structure must be capable of managing this information throughout the
information lifecycle regardless of source or format (data, paper documents, electronic
documents, audio, social business, video, etc.) for delivery through multiple channels that may
include cell phones and web interfaces.
Focus of Information Management is the ability of organizations to capture, manage, preserve,
store and deliver the right information to the right people at the right time.”
Source: AIIM
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9. Document Management, DM
• Definition (AIIM): “Document management (DM) is the use of a
computer system and software to store, manage and track
electronic documents and electronic images of paper based
information captured through the use of a document scanner. DM
systems allow documents to be modified and managed but
typically lack the records retention and disposition functionality for
managing records.”
• Characteristics: storage, versioning, metadata, workflow, security, indexing, retrieval...
• Standardization: ISO document control standards
• Trends: open source solutions, case management
• Opportunities: Corporate document templates with pre-defined metadata and hot integration with
a document management system provide a nice user experience; integration with business
workflow management (BPM – Business Process Modelling)
• Recommended reading: Gartner’s 2011 Magic Quadrant for Enterprise Content Management,
Stephen A. Cameron: Enterprise Content Management - A Business and Technical Guide
• XML: office file formats, metadata
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10. Records Management, RM
• Definition (Wikipedia): “practice of maintaining
the records of an organization from the time they
are created up to their eventual disposal. This may include
classifying, storing, securing, and destruction (or in some cases,
archival preservation) of records. A record can be either a tangible
object or digital information. Records management is primarily
concerned with the evidence of an organization's activities...”
• Characteristics: accountability, policy enforcement, retention and disposition rules, policies and
practices, digital rights management, storage plans
• Standardization: ISO
• Opportunities: eDiscovery capabilities for initial phases of litigation covering all electronic
information: ESI (documents, spreadsheets, email, video, audio files...)
• Food for thought: Corporation to define business rules when information assets/documents etc.
become records. RM professionals to team with legal staff and IT to ensure that information and
records are properly managed and readily available in the event of litigation, audits, and government
investigation, if any. definition of archival: Information considered permanently valuable, and
recorded on a media suitable for long-term storage.
• XML: metadata container, findability
• Recommended reading: Darin L. Steward: Building Enterprise Taxonomies
•
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11. Modular Content Management, (M)CM
• Also called: component content mgmt, structured content mgmt,
intelligent content mgmt, xml-based content mgmt – or just plain
content management
• Definition (Wikipedia): “Component Content Management
Systems manage content at a component/topic level rather than at
the document level. Each component represents a single topic or
asset (e.g., image, table, product description). Components are
assembled into multiple content assemblies and can be viewed and
published as components or as traditional documents.”
• Characteristics: Each component has its own lifecycle (owner, version, approval, use) and can be
tracked individually or as part of an assembly. CM is typically used for multi-channel customer-facing
content (marketing, usage, learning, support). Enables effective exchange and reuse of source
language and translated content across companies, product lines and departments within a company.
Promotes collaborative authoring principles. Content separated from layout.
• Standards: OASIS DITA topic based information architecture, XML, XLIFF, SVG, SKOS
• Trends: dynamic and ontology-based delivery, from text within software code to official docs
• Opportunities: Supports perfectly agile product development. Modular images and videos
• Recommended reading: J.D Applen: The Rhetorical Nature of XML: Constructing Knowledge in
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Networked–Environments Architect - Content Management
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12. Digital Asset Management, DAM
• Definition (AIIM): “a full-fledged DAM system provides the
necessary technologies to support all of the processes involved in
making effective use of an organization's digital assets – managing
both the content itself as well as the underlying metadata that
defines it as an asset. This includes the ability to automatically
ingest or import digital assets into a centralized repository where
they can be easily searched and accessed, along with additional
functionality allowing users to transform and edit, package, and
distribute their digital assets.”
• Characteristics: extensive use of metadata, enforcing rights and permissions associated with
asset usage, different renditions per distribution channel, reuse of original assets
• Typically: product images, marketing materials, videos...
• Standards: color rendition standards for print (CMYK) and online media
• Trends: user guidance as animations or videos (and localized)
• Opportunities: single sourcing of digital assets
• Food for thought: Digital assets vs. rich media / multimedia
• XML: SVG, HTML5
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13. Knowledge Management, KM
• Definition (AIIM sort of): “Knowledge Management is a
systematic management approach to getting an organization
to make the best possible use of knowledge in implementing
its mission, broadly viewed as either sustainable competitive
advantage or long-term high performance. [KM]…can be
viewed as a process for optimizing the effective application of
intellectual capital to achieve organizational objectives”
• Related subjects: business intelligence, tacit and explicit knowledge
• Characteristics: focus on organizational objectives such as improved performance, competitive
advantage, innovation, the sharing of lessons learned, integration and continuous improvement of
the organization. KM efforts overlap with organizational learning
• Typically (at Nokia): knowledge base articles for product support to consumer users or
operators/Nokia care points; localised in 16 languages
• Trends: knowledge base articles becoming part of company’s official product documentation
• Opportunities: Learning, growth, innovation. Ditalising knowledge base articles for exchange
• Food for thought: workplace environment is still often locked into protectionist silos and the
people will share ideas but only when asked to and not in a proactive manner. The adoption and
use of KM is personal and up to everybody
• XML: Dita, Dita subjects
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14. Web Content Management, WCM
• Definition (AIIM): “A subsection of Content Management is
Web Content Management or WCM. A WCMS is a program
that helps in maintaining, controlling, changing and
reassembling the content on a web page.”
• Characteristics: templates for easy content authoring/editing, use of portlets, content assembled
from database and rendered, version management, workflow/staging...
• Standards: HTML, XML, OASIS DITA, SKOS, RDF; Web 2.0 (RSS feeds, tagging, social
networks)
• Trends: Moving from static publishing to more automated, dynamic publishing and delivery. Use of
rich media. Open source technologies.
• Challenges: Company information is often produced in silos and therefore consumer user
experience is not the best possible
• Opportunities: Interactivity. Offering targeted or personalized content, even delivering to mobiles
or IPADs. Business ontologies, semantic web for intelligent navigation. Building on DITA for content
reuse and content exchange. Dynamic publishing and delivery vs. static publishing.
• XML: Dita, html5
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15. Social Media/Social Content Management
• Definition (Wikipedia): “Social Media refers to the
use of web-based and mobile technologies to turn
communication into an interactive dialogue”
• Characteristics: informal, user generated content; interaction, collaboration, tagging, “liking”
• Standards: Web 2.0 (RSS feeds, tagging, social networks, discussions)
• Trends: socially-enabled documentation i.e. developing product documentation based on user
feedback/social media and user generated content
• Challenges: information overflow
• Opportunities: making social business systems co-exist with content management platforms to
help manage and retain the social content created in the social media processes. Social media
becoming company assets and knowledge.
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16. Common building
blocks and
enablers
• Common information
C Semantic web
architecture for content reuse Document Web Content
and content exchange Management Management
• Common metadata archival
DM
SKOS
WCM
interaction
RDF
• Content and reuse strategy Records
ontologies collaboration
info architecture
• Common translation Management metadata/ ownership & Social media
memories for translation cost
savings
D RM
eDiscovery
master data stewardship
retention
strategy
security
translation
management
user generated
content
• Governance and ownership governance
Knowledge Digital Asset
• Good means for accessing, Management DITA Management
discovering and reusing wikis,
Modular
DAM
content knowledge Content
videos etc.
databases
• Retention and archival Management
reuse and multi-
policies applied across channel delivery
domains
• CMIS – Content Management
Interoperbility services
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17. Interconnections
C Semantic web
Document Web Content
Management Management
DM WCM
archival SKOS interaction
RDF collaboration
ontologies
Records info architecture
Management metadata/ ownership & Social media
D RM
eDiscovery
master data stewardship
retention
strategy
security
translation
management
user generated
content
governance
Knowledge Digital Asset
Management DITA Management
Modular
wikis, DAM
knowledge Content
databases videos etc.
Management
reuse and multi-
channel delivery
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18. Shifts in ECM Collaboration becomes more important, driving adoptation
of wikis and blogs. The documents as files loses value as information.
Collaboration becomes more ”stream like”
rather than ”file like”. People increasingly gather information from
charts and videos rather than from text. Content is reused and
repurposed from several sources as smaller fragments.
Document management is turning into case management,
managing several documents and their processes
instead of single files.
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19. Thank you
sami.poikonen@nokia.com
sp@iki.fi
Twitter: PoikonenSami
Linkedin: http://www.linkedin.com/pub/sami-poikonen/0/38/555
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