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are difficult to secure and maintain, but are still valuable because they perform a specialized function that helps one business unit meet their objectives Because these systems were set up without IT approval, the odds are low that the business units put sufficient thought into how IT should manage or integrate with these systems Unfortunately, as soon as these systems become business-critical, IT will be forced to maintain them and integrate with them In practice, the more centralized your IT policy is, the more likely it is to not satisfy the needs of all users As Web 20 collaboration tools become more commoditized, individual departments will inevitably set up systems outside of central control Even if your IT department has 100 percent control over all your business units, there is always the looming problem with mergers and acquisitions What if your organization merges with another: what should you do with their content management applications How long will it take to consolidate all the information Is 100 percent centralization always cost-effective A pragmatic ECM system needs to be aware of these problems, and needs to solve it through innovation, not control A pragmatic ECM strategy needs several pieces It needs a repository that could satisfy the needs of all users and all formats, but doesn t require you to configure it this way It needs to be an infrastructure that all your applications can use It needs to support middleware, and act as middleware, to easily integrate with multiple systems across your enterprise Finally, it needs simple federation tools that extend the reach of content management services to legacy applications that are difficult or cost-prohibitive to change And finally, it needs to ensure the content is secure, no matter where it exists That is the core of the pragmatic ECM strategy, which is the subject of the remainder of this book
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How You Should Use This Book
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The purpose of this book is to help you change your business However, that will not happen unless you take specific action To get the most out of this book, I would advise you to follow Seth Godin s sage advice on how to read any book about business strategy First, decide that you will change three things about how you work today At least three We will present hundreds of options in this book, but if you only change the three things that you need the most, your organization will benefit greatly from the time you spent reading The purpose of this book is
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Transforming Infoglut!
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not to force you to implement a grand 10,000-point plan that you must follow to the letter in order to achieve ECM, nor is it to sell you any specific product The purpose is to teach you how ECM is an initiative, not an application It s about creating a culture that shares information, so it s reusable, secure, and findable A pragmatic ECM strategy requires a good deal of initial planning, but will always be a moving target Dedicate yourself to making three important changes, decide what those three things are while reading this book, then use the book as guidance for how to change Second, write on this book Your time is far more valuable than the paper you hold in your hands, so take notes! Use a highlighter and mark up the sections that you find most important to you At the very least, take notes on paper, and leave them in the book What three changes seem like they would have the best return on investment What actions should you take to get there What might be an easy way to improve on how you are doing business today Third, share this information with your team This book was designed to be primarily an ECM strategy book, but it also contains information useful for implementation You should share this book with your ECM team to make sure that everybody is speaking the same language This book should make sense to every member of your ECM Center of Excellence, which is a cross-departmental team that brings your ECM visions to reality (covered in 3) Your Center of Excellence is vital to keeping IT and business aligned, and this book helps you communicate and realize that value
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