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Imaging & Process Management (IPM) Universal Online Archive (UOA) Document Archive E-mail Archive
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Oracle Federated ECM Services Universal Records Management (URM) Information Rights Management (IRM) Secure Enterprise Search (SES)
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FIGURE 4-1
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Diagram of all the Oracle ECM products
UCM started out as the first Web-based document management system at a time when very few people even had e-mail As the ECM market matured, and demanded more features, UCM added them as application plug-ins to the core, unified repository (see Figure 4-1) Other vendors offered a patchwork of applications that created content silos, and the inevitable maintenance issues that plague enterprises with too many tactical repositories One common problem was that if your enterprise applications needed a piece of content, they had to be aware of every possible system Is it in a collaboration space, or in the digital asset library Is it a record, or an ordinary business document, or on a Web site Having a single unified repository greatly simplifies the creation of a single source of truth, and eases the integration process The advantage to a unified repository is clear: no matter how you contribute your content, it will receive the benefits of all ECM capabilities in one system For example, a digital asset is not merely a digital asset; it can begin as a collection of items in a collaboration space, be served to a Web site, and be managed as a record all in the same repository Whenever the market decides that ECM needs new capabilities, Oracle will simply extend its repository to meet those needs, as it has done many times in the past
Transforming Infoglut!
No matter what kind of content you are managing, all content types benefit from a core set of content management features: searching/indexing, metadata, security, revision control, workflows, subscriptions, grouping, converting documents to Web-viewable formats, replication, and general administrative services to keep the system running smoothly Built on top of these core services are subsets that offer enhanced capabilities for specific content types The subsets of enterprise content management have yet to be formally defined Vendors and industry analysts have yet to agree on what capabilities belong in ECM Oracle chooses to group these capabilities in five broad categories, described next
General Document Management
When we first think of content, most people think of documents: reports written in Microsoft Word, spreadsheets, presentations, notes, memos, scanned documents, and ZIP archives Managing these kinds of documents requires a system that helps business users find authoritative content and make it easy to enhance and reuse Ideally, this happens without much effort on the part of the contributor or the consumer To make it easier to contribute content, Oracle has a Desktop Integration Suite that integrates cleanly with your e-mail clients, Microsoft Office, and Windows Explorer Through this interface, UCM appears to be no different than a shared hard drive: people see files in folders, and specialized menus display other information about the content Editing a document through this interface creates a new revision of that item in the repository, and contributing new content is as easy as drag and drop If your documents are physical in format such as signed contracts and other forms you may want a digital copy to be available online as well For this, Oracle Captovation offers high-volume document capture solutions that integrate with scanning devices After which, your physical documents also benefit from the core subscription, workflow, metadata, full-text search, revision control, and security features that your digital documents have Naturally, it is very important to enhance documents with metadata, to improve findability and reusability In some cases, each folder has default metadata, and the user doesn t need to fill in anything In other cases, administrators may set up auto-categorization This extracts titles, keywords, and project names from the document, and fills in the corresponding metadata fields based on rules and context Power users who want precise
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