Organizations are dealing with huge volumes of content and managing that content has become a mammoth challenge. Unstructured content represents approximately 80 percent of an average company's information and is growing at an annual compound rate of 200 percent. The cost and time spent associated with managing nonelectronic content in terms of repurposing, indexing, processing and security just keeps growing. In fact, every dollar you spend for final document cost takes $10 to manage.
Failure to comply with complex government and regulatory requirements can also be risky and costly. It's important that you find and make available the right information to the right people at the right time and in the right format. However, your current processes may be unable to achieve this due to a proliferation of towered, outdated or homegrown legacy solutions, such as keeping content on file cabinets. These content systems are expensive to maintain and incapable of meeting your enterprise requirements.
With intellectual capital representing your most valuable asset and the amount of information being produced and used in your company growing, you can't afford to have it poorly managed. You need to be able to leverage your intellectual capital and find a more efficient, cost-effective way to manage your unstructured content.
To gain enterprisewide control of your content and optimize the value of how you use your intellectual capital, you need to take advantage of content management services. Content management (CM) comprises the technologies, tools and methods used to capture, manage, store, preserve and deliver information, content and documents related to organizational information needs.
What You Can Achieve
Statistics show that managing information correctly can limit the financial impact of the following symptoms:
- Only 35 percent to 50 percent of documents are collected in a central directory
- Work groups lose 15 percent of all documents and spend 50 percent of their time trying to find them
- Companies spend 5 percent of their total filing costs on equipment, 20 percent on space and 70 percent on salaries
- A typical four-drawer file cabinet holds 20,000 pages, costs $37,000 to fill and $3,000 per year to maintain
- Professionals spend 5 percent to 15 percent of their time reading information, but up to 50 percent looking for it
- 85 percent of documents are never retrieved; 50 percent are duplicates and 60 percent are obsolete
The Rationale For Using a Content Management Solution To Manage Unstructured Content
Unstructured content provides a corporate record, both short and long-term, of what your company has done and when it occurred. Companies that must comply with various laws, regulations and policies can store unstructured data in a content management system, then leverage that solution to know and prove they are in compliance.
After information is captured in a CM system, it can be managed, classified, retained and retrieved. When stored electronically, access can be controlled and multiple resources can share the information simultaneously; this isn't possible with a physical document. When stored electronically, unstructured content can be retrieved quickly and easily. An additional benefit is the potential to reduce the amount of space required to store the physical records, either on-site or at an off-site storage facility.
Examples of unstructured content that can be captured and managed within a CM repository include:
- Documents – customer letters, resumes, contracts, standard operating procedures
- Records – anything of value that describes your company's functions, policies, procedures, operations, mission, programs, projects and activities
- E-mail – E-mail relating to important business issues
- Web Content – HTML and other Web pages that appear on your various Web sites
- Images – scanned documents and images on Web pages
- Reports – Corporate and department level reports can be captured in either native format or converted to a PDF
- Digital Assets – voice mail, audio files, video
A Different Approach To How Content Is Captured and Retrieved
A CM system is more efficient and helps maintain the chain of custody. It eliminates the need to have someone else save a record to a filing system. An individual worker, including your senior executives, can now be responsible for capturing and retrieving records in the CM system. This is possible because the system is easier to use and more secure.
Streamline Your Business Processes
HP can provide you with the services you need to help you manage all of your content-related processes – from creation and storage through distribution. We'll implement a technology infrastructure that supports your end-to-end business processes and enables content management in a transparent and integrated way across your enterprise.
With our Content Management Services you can reduce costs and save space by consolidating your content, thereby eliminating redundant copies of documents in filing cabinets and on hard drives. You'll also improve your decision-making and consistency by applying the right information to the right business process.
Service-oriented architectures (SOAs) are becoming commonplace in client environments. No longer are solutions implemented in silo-type technology with little interaction or integration to other systems. The EDS team understands how CM works in SOA environments and is able to help guide such implementations. Using a service-oriented architecture that makes business functionality available as a shared, reusable service on your IT network, we streamline your CM integration with existing applications. The SOA enables your company to:
- Consolidate and reuse your software assets
- Reduce infrastructure complexity
- Transform specific business processes and IT applications into more flexible and responsive services
Benefits of Incorporating an SOA With Content Management
- Ease of use because CM services are integrated with existing and familiar applications, so users can more quickly and easily learn and use the solution
- Reduce user license costs because users access the content management functionality through Web services so fewer licenses are necessary
- Expand content management. When it's implemented with Web services, the solution can be shared across business units, geographic zones and with your company's partners and customers
- Improve operations including compliance, efficiency and effectiveness, and continuity when content management is integrated with Web services
Achieve Your Business Goals
With HP Content Management Services your company will gain enterprisewide control of your content so you can significantly accelerate business growth, reduce the cost, and mitigate risk in creating, archiving, reproducing and managing content. You'll gain the following benefits:
- Minimize your regulatory compliance risk for Sarbanes-Oxley, Basel II and privacy legislation by an estimated 30 percent to 50 percent
- Reduce infrastructure costs by 25 percent to 45 percent through server consolidation and a centralized repository
- Increase your use of intellectual capital by 25 percent to 50 percent
- Improve customer service by centralizing your customer profile and records repository
- Reduce turnaround and response times by 25 percent to 40 percent
- Reduce time to production by 20 percent to 45 percent and the cost of repurposing materials by 25 percent to 50 percent
- Decrease time to market by 30 percent to 40 percent
Choose HP
With hundreds of content management projects completed for clients around the world in multiple industry sectors, more than 500 professionals dedicated to CM, and partnerships with leading CM software providers, you can be confident that HP Enterprise Services can help you manage your content.
- Download the Content Management Services At-A-Glance PDF, 187K
- Download the Enterprise Report Management Service Fact Sheet PDF, 157K
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