THE TECHNICAL UNIVERSITY OF KENYA

FACULTY OF SOCIAL SCIENCES AND TECHNOLOGY

DEPARTMENT OF INFORMATION AND SOCIAL SCIENCES
BSC INFORMATION SCIENCE
AIIQ/00478/2020

ENTERPRISE CONTENT MANAGEMENT SYSTEMS

Enterprise content management systems are systems that are designed to manage
organisational content. They are used to create, capture, manage, store, preserve and deliver
organisational data.
ECM, as an umbrella term, covers document and web content management, search,
collaboration, records management, digital asset management (DAM), workflow management,
and capture and scanning. It manages the life cycle of information, from initial creation, all
through to archival and eventually disposal. It is delivered in four ways:

 On-premises software which is installed on an organization’s network

 Software as a service (SaaS): Web access to information stored on a software
manufacturer’s system
  A hybrid of both on-premises and SaaS components
 Infrastructure as a Service (IaaS): Online services which abstract the user from
infrastructure details like physical computing resources, location, data partitioning,
scaling, security, and backup
Scope
Enterprise content management combines the capture, search and networking of documents
with digital archiving, document management and workflow. It includes the challenges involved
in using and preserving a company’s internal information. As content is checked in and out,
each use generates new metadata about how people use the content.
History
The history of EMS can be traced back to the early days of computing. Mainframe computers
were used for basic data processing tasks within large organizations.
Early systems focused on automating payroll, accounting, and inventory management.
MIS and DSS (1970s):
In the 1970s, Management Information Systems (MIS) and Decision Support Systems (DSS)
emerged as tools for managers to access and analyze data for decision-making.
These systems laid the foundation for more integrated and comprehensive EMS.
Material Requirements Planning (MRP) systems, which helped manage production and
inventory, were introduced in the 1980s. Enterprise Resource Planning (ERP) systems, a more
comprehensive form of EMS, began to gain prominence in the late 1980s and 1990s. SAP and
Oracle were among the early pioneers in developing ERP solutions. Customer Relationship
Management (CRM) systems and Supply Chain Management (SCM) systems gained significance
in the late 1990s and early 2000s. CRM solutions focused on managing customer interactions
and sales processes, while SCM systems aimed to optimize the supply chain.
The widespread adoption of the internet and advancements in cloud computing led to a shift in
EMS deployment. Many organizations transitioned from on-premises systems to cloud-based
solutions, enhancing accessibility and scalability.
In recent years, EMS has seen integration with Artificial Intelligence (AI) and Big Data analytics.
These technologies have enhanced the capabilities of EMS by providing predictive analytics,
automation, and deeper insights into data. EMS solutions have become more specialized,
offering industry-specific features. For example, healthcare organizations use Healthcare
Information Systems (HIS), while educational institutions implement Student Information
Systems (SIS).
Uses
Businesses adopt ECM to increase efficiency, improve information control, and reduce the
overall cost of information management. ECM streamlines access to records with keyword and
full-text searching, allowing employees to quickly obtain needed information from their
desktops.
Components
ECM combines components which can be used as stand-alone systems without being
incorporated into an enterprise-wide system.[5] The five ECM components were defined by the
Association for Information and Image Management (AIIM) as:

 Capture
 Manage
 Store
 Preserve
 Deliver
Capture
Capture involves converting information from paper documents into an electronic format by
scanning, and collects electronic files and information into a consistent structure for
management. Capture technologies also encompass the creation of metadata, describing
characteristics of a document for easy location through search technology.

Manage
The manage category has five application areas:

 Document management (DMS)

 Collaborative software
 Web content management, including web portals
 Records management
Document management;
Document management overlaps with other manage components, office applications (like
Microsoft Outlook and Exchange, or Lotus Notes and Domino), and library services which
administer information storage.
Collaboration
Collaboration components in an ECM system help users work together to develop and process
content.
Web content management
File and archive management
File and archive management is the administration of records, important information, and data
which companies are required to archive.
Store
Store components temporarily store information which is not required, desired, or ready for
long-term storage or preservation.
Store components may be divided into three categories:

 Repositories: storage locations

 Library services: administration components for repositories
 Storage technologies
Repositories
Repositories are common storage locations for various forms of data
Library services
Library services are ECM administrative components which handle access to information, taking
in and storing information from the capture and manage components
Storage technologies
A variety of technologies can be used to store information, depending on the application and
system environment:

 Magnetic online media: Hard disk drives (typically configured as RAID systems) may be
locally attached, part of a storage area network, or mounted from another server
(network-attached storage).
 Magnetic tape: Magnetic tape data storage, in the form of tape libraries, use robotics to
provide nearline storage. Standalone tape drives may be used for backup.
 Digital optical media: In addition to compact disc and DVD optical media, storage
systems may use magneto-optical drives; optical jukeboxes can be used for nearline
storage. Optical media in jukeboxes may be moved offline.
 Cloud computing: Data may be accessed via the Internet.
Preserve
Preserve is the long-term, safe storage and backup of unchanging information.

Deliver
Enterprise output management presents information from the manage, store, and preserve
components. Its Association for Information and Image Management model for ECM is function-
based; the deliver components may enter information into other systems or prepare
information for storage and preservation.
Distribution
ECM is provided to users with a variety of output and distribution media such as: Internet,
extranets, intranets, electronic business portals, employee portals, email, fax, mobile devices
such as mobile phones and personal digital assistants, data media, such as CDS and DVDS,
digital television and other multimedia services.

Types
ERP systems integrate various functions like finance, HR, inventory, procurement, and
production into a single platform. They enable data sharing and streamline operations across
the organization.

 Customer Relationship Management (CRM) Systems:

CRM systems focus on managing customer interactions and relationships. They help track leads,
automate marketing, and improve customer service.

 Supply Chain Management (SCM) Systems:

SCM systems optimize the supply chain by managing the flow of goods, information, and
finances from suppliers to end customers. They enhance inventory control, demand forecasting,
and logistics.

 Human Resource Management Systems (HRMS) or Human Capital Management (HCM)

Systems:
HRMS/HCM systems automate HR tasks like payroll, recruitment, onboarding, and employee
records management. They help manage the workforce efficiently.

 Financial Management Systems:

Financial EMS handle accounting, financial planning, and budgeting. They assist in managing
accounts payable and receivable, general ledger, and financial reporting.

 Business Intelligence (BI) and Analytics Systems:

BI systems collect and analyze data to provide insights into an organization's performance. They
support data-driven decision-making.
  Project Management Systems:
Project management EMS help plan, execute, and track projects. They enable task
management, resource allocation, and collaboration among team members.

 Document Management Systems (DMS):

DMS organize and store digital documents. They provide version control, access control, and
document retrieval features.

 Learning Management Systems (LMS):

LMS facilitate online training and education. They manage course materials, track learner
progress, and provide assessment tools.

 Healthcare Information Systems (HIS):

HIS is tailored for the healthcare industry, including electronic health records (EHR), hospital
management, and patient billing.
Benefits
Improved Efficiency: EMS streamline business processes, reducing manual work and automating
routine tasks. This efficiency leads to time and cost savings.
Data Integration: EMS centralize data from various departments, ensuring that information is
consistent and accessible throughout the organization. This integration enhances data accuracy
and supports better decision-making.
Better Decision-Making: Access to real-time data and analytics within EMS empowers
organizations to make data-driven decisions. Managers can analyze trends and performance
metrics to strategize effectively.
Cost Reduction: EMS can help organizations reduce operational costs by automating tasks,
optimizing inventory management, and identifying areas of waste or inefficiency.
Human Resources Management: Human Resource Management Systems (HRMS) within EMS
automate HR tasks such as payroll processing, recruitment, and employee record-keeping,
improving HR efficiency.
Competitive Advantage: Organizations that effectively implement EMS gain a competitive edge.
They can respond more swiftly to market changes, customer demands, and emerging trends.
Analytics and Reporting: EMS provide robust reporting and analytics capabilities, allowing
organizations to track and measure performance, identify trends, make informed decisions and
plan for the future.
Challenges
They are expensive: Implementing an EMS, especially a comprehensive one like ERP, can be
expensive. Costs include software licensing, hardware, training, and customization to fit the
organization's needs.
Resistance to Change: Employees may resist changes in their work processes and routines,
leading to adoption challenges. Training and change management are critical to address this
issue.
Data Migration and Integration: Migrating existing data into the new system and ensuring
smooth integration with other applications can be complex and time-consuming.
Vendor dependence: Organizations can become dependent on specific EMS vendors, making it
challenging to switch or adapt to new technologies or platforms.
Require skilled labour: Adequate training is crucial to ensure employees can use the EMS
effectively. Training can be costly and time-consuming.

Trends
Artificial Intelligence (AI) and Machine Learning Integration: AI and machine learning are being
integrated into EMS to provide predictive analytics, automation, and intelligent decision
support. AI-driven insights help organizations make data-driven decisions.
Cloud-Based Solutions: Cloud-based EMS are gaining popularity due to their scalability,
accessibility, and reduced IT infrastructure costs. This trend allows organizations to access EMS
from anywhere and enables easy updates and maintenance.
Mobile Accessibility: EMS are becoming increasingly mobile-friendly. Mobile apps and
responsive web interfaces provide users with the flexibility to access and interact with the
system from their smartphones and tablets.
IoT Integration: The Internet of Things (IoT) is being used to collect real-time data from devices
and sensors, which is then integrated into EMS for better monitoring, automation, and decision-
making.
References
Evolving Electronic Document Management Solutions: The Doculabs Report, Third Edition.
Chicago: Doculabs, 2002.
Ulrich Kampffmeyer, “ECM—Herrscher über Information”. Computerwoche, CW-exktraKT,
Munich, September 24th, 2001.
 Trends in Records, Document and Enterprise Content Management. Whitepaper. S.E.R.
conference, Visegrád, September 28th,
Kampffmeyer, Ulrich (2006). ECM Enterprise Content Management (PDF). DMS EXPO 2006, Köln
(in English, French, and German). Hamburg
Bell, Toby; Shegda, Karen M.; Gilbert, Mark R.; Chin, Kenneth (November 16, 2010). “Magic
Quadrant for Enterprise Content Management”.