Education

ECM is a very broad subject so it helps to have some idea of the area in which you are interested.  The OnBase vendor, Hyland Software, provides a wealth of information to help you become familiar with ECM. Here is a link: Hyland ECM information

Definition of ECM:

“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 information, wherever that information exists”  - AIIM

 Also the term “content management” get used in many different ways.  So be aware that there are 3 types of content management:

1. Web Content Management – used to manage global web site content.  Cascade would be an example.
2. Collaborative Content Management – used for sharing documents, chatting, online meetings, etc.  Microsoft SharePoint would be an example.
3. Transactional Content Management – used to manage documents and manage business processes.  OnBase would be an example. 

For more information, visit the Hyland software training site at https://training.hyland.com

That’s a lot to digest! Essentially, ECM provides a way to capture, organize, and store information, often from paper-based documents, and automate the business processes associated with those documents.  That’s it.  Workflow, which is implied but not explicitly mentioned in the definition, is an important component of ECM and provides the means to convert a paper-based process to an electronic process.

The ECM team can help you identify specifics groups of documents and processes in your area where ECM could be put to work for you.

Learning to Create and Modify Workflow

The process of developing a custom ECM solution will involve a process (functional) expert from your area and a member or members from the ECM team.  The process expert or Department Power User is the person designated to work with the ECM team to compile your specific requirements to help build the solution.  The person will also be responsible for maintaining the solution once it has been implemented. 

 To help the Department Power User gain the skills necessary to create and modify a workflow, specific training classes and mentoring opportunities will be available.  Topic areas will include:

• System Administration
• Basics of Workflow
• Advanced Workflow

Ultimately, Department Power Users and Solution Administrators will have limited access to production, so gaining the skills necessary to successfully develop and modify a “live” workflow is essential.