Develop an Enterprise Content Management Strategy and Roadmap
Organize your documents and files to make your content findable.
Contributors
- Andrew Lin, Technical Product Manager, Tax Analysts
- Astoria Luzzi, Masters of Information Graduate, University of Toronto
- Chris Whiting, Solutions Architect, APA Group
- Dan Elam, Vice President, Contoural
- Deborah Ochsenreiter, IT Systems Analyst, SDFCU
- Hemant Prasad, CEO, Crest Business Solutions Pte Ltd.
- Ilidia Sa Melo, Deputy City Clerk, Manager of Information Management and Archives, City of Cambridge
- Issam M. Ali, Information Management Consultant, Do IT Right
- Jack Hakimian, Director, Digital Technology, Sun Life Financial
- Scott Schieber, Manager, IT Applications Development, Blue Bird Corporation
- Shajehan Rao, CEO/ECM Consultant, Kheprisoft
Your Challenge
- The volume of organizational content continues to grow exponentially. As a result, the need for an ECM strategy is increasingly apparent in organizations everywhere – on its own or as part of broader information management.
- The lack of an ECM body of knowledge for developing ECM strategies and capabilities makes defining a roadmap a challenging, if not impossible, endeavor for non-experts.
Our Advice
Critical Insight
- ECM is critical to organizational survival. ECM underpins effective information management which is vital to surviving and thriving in the Digital Revolution.
- Engage many hands to make light work. Changing your ECM capabilities is about changing organizational behavior; take an all-hands-on-deck approach to make the most of information gathering, create a vested interest, and secure buy-in.
- ECM is a living, breathing thing. World-class ECM capabilities are not built overnight; be realistic about what you can achieve in this iteration based on your maturity.
Impact and Result
- Establish a starting point, and determine what is in scope for your ECM strategy.
- Conduct an operational assessment to find out what your people need.
- Create a roadmap that will bring your future-state ECM capability visions to life.
- Kick start project execution with a comprehensive ECM roadmap execution toolkit.
Start here – read the Executive Brief
Read our concise Executive Brief to find out why you should develop an ECM strategy and roadmap, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.
1. Kick off the ECM strategy project
Define the scope of your ECM strategy, outline strategic objectives, assign roles and responsibilities, and gain project approval.
2. Understand the current ECM operations and determine the future ECM capability
Conduct an ECM operational assessment, identify improvement opportunities, and determine future-state visions for your ECM capability.
3. Develop, socialize, and execute the ECM roadmap
Select and scope work initiatives to build and execute your ECM strategy roadmap.
Guided Implementations
This guided implementation is a nine call advisory process.
Guided Implementation #1 - Kick off the ECM strategy project
Call #1 - Scope ECM operating model and identify priorities and objectives.
Call #2 - Determine stakeholder perspectives required for information gathering.
Call #3 - Schedule stakeholder group information gathering sessions.
Guided Implementation #2 - Understand the current ECM operations and determine the future ECM capability
Call #1 - Understand operational assessment activities and elicitation guides.
Call #2 - Review and understand operational assessment outputs.
Call #3 - Understand ECM capability areas.
Guided Implementation #3 - Develop, socialize, and execute the ECM roadmap
Call #1 - Review ECM future-state visions.
Call #2 - Understand ECM roadmap work initiatives.
Call #3 - Review ECM strategy roadmap.
Book Your Workshop
Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.
Module 1: Level Set Workshop
The Purpose
Level set understanding of current ECM maturity and existing ECM capabilities.
Key Benefits Achieved
Contextualized organizational ECM capabilities enable proper project kick-off.
Activities
Outputs
Establish workshop goals and success factors.
Review organizational objectives and priorities.
Identify objectives for ECM strategy.
Determine the ECM operating model and identify priority areas.
- ECM Operating Model
Introduce project charter.
- ECM Strategy Development Project Charter
Module 2: Define Future-State Visions
The Purpose
Design the future state of core ECM capabilities.
Key Benefits Achieved
Documented, graphic representation of future-state visions.
Activities
Outputs
Determine root causes of ECM improvement opportunities.
Understand relevant ECM capability areas.
Visualize ideal future state for ECM capability areas.
- Future-State Summary Graphics
Module 3: Conduct Operational Assessment
The Purpose
Gather information at the stakeholder and organization levels to identify improvement opportunities.
Key Benefits Achieved
Thorough understanding of current state and gaps in existing ECM operations.
Activities
Outputs
Review and revise the ECM operating model.
Conduct ECM operational footprint assessment(s).
Conduct ECM information lifecycle assessment(s).
- Operational Assessment Documentation
Summarize and consolidate ECM improvement opportunities.
- ECM Improvement Opportunities Register
Module 4: Select and Scope Work Initiatives
The Purpose
- Select work initiatives for inclusion in the ECM roadmap.
- Scope work initiative RACI and timelines.
Key Benefits Achieved
Detailed outline of work initiatives necessary to assemble roadmap and identify execution tools.
Activities
Outputs
Review and revise ECM future-state summary graphics.
Understand ECM roadmap work initiatives related to each ECM capability area.
Evaluate and select work initiatives for inclusion in roadmap.
- ECM Roadmap Work Initiative Action Plans (initial drafts)
Assign stakeholder roles and determine order and timing for work onitiatives.
Module 5: Build Roadmap and Assemble Execution Toolkit
The Purpose
Assemble roadmap using work initiatives previously selected and scoped.
Key Benefits Achieved
- Detailed action plan to execute ECM strategy.
- Valuable resources identified to assist in strategy execution.
Activities
Outputs
Review and revise ECM roadmap work initiative action plans.
Identify and understand priority work initiatives.
Review and understand related tools and templates in Info-Tech’s ECM execution toolkit.
Assemble customized three-level ECM roadmap and execution toolkit.
- Three-Level ECM Roadmap
- ECM Roadmap Execution Toolkit
After each Info-Tech experience, we ask our members to quantify the real time savings, monetary impact, and project improvements our research helped them achieve. See our top member experiences for this Blueprint, and what our clients have to say.
Client
Experience
Impact
$ Saved
Days Saved
City of Leduc
Guided Implementation
9/10
$27,500
20
Apogee Enterprises, Inc
Guided Implementation
8/10
N/A
N/A
AgCountry Farm Credit Services
Workshop
9/10
$13,236
10
City of Leduc
Guided Implementation
8/10
N/A
N/A
City of Toronto
Guided Implementation
9/10
N/A
20
City of Houston Department of Aviation
Workshop
10/10
$1.32M
120
Canadian Stewardship Services Alliance Inc. (CSSA)
Workshop
10/10
$16,000
10
Peoples Bank
Guided Implementation
9/10
$2,647
3
Conseil Des Ecoles Publiques de l'Est de l'Ontario
Guided Implementation
8/10
N/A
N/A
Southwest Gas Corporation
Guided Implementation
10/10
N/A
N/A
Office of the Attorney General
Guided Implementation
9/10
N/A
10
Liquor Control Board of Ontario
Guided Implementation
8/10
$300K
14
Social Security Administration
Guided Implementation
10/10
$33,091
120
InComm Inc
Guided Implementation
6/10
$66,183
N/A
InSource Solutions
Guided Implementation
6/10
N/A
N/A
Translational Research In Oncology
Guided Implementation
8/10
N/A
15
County of Tulare
Guided Implementation
8/10
$1,323
N/A
Lake Simcoe Region Conservation Authority
Guided Implementation
8/10
$3,000
5
Canada Foundation For Innovation
Workshop
6/10
N/A
N/A
Shelby County Government
Workshop
10/10
$264K
90
Far North District Council
Guided Implementation
8/10
$1,985
2
enX Corporation Ltd (previously Eqstra Corporation Ltd)
Guided Implementation
8/10
$26,473
90
APT Management Services PTY Limited
Guided Implementation
3/10
N/A
N/A
College Boreal
Workshop
6/10
$5,000
N/A
