Conclusion

Conclusion

Len Asprey (Practical Information Management Solutions Pty Ltd., Australia) and Michael Middleton (Queensland University of Technology, Australia)
DOI: 10.4018/978-1-59140-055-4.ch022
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Abstract

Many enterprises in the commercial and business sectors are yet to address the inadequacies in their document and content management environment. Given the vital role that documents play in most business processes, the failure to implement management controls in this area is somewhat enigmatic. One might be forgiven for thinking that this failure is based on some wishful belief that the problem will disappear. However, many enterprises could not even adequately manage their documents in the “good old days,” when mostly physical documents were used to support business processes and “life was easier.” Perhaps some enterprises have the view that the new digitization of document formats will herald the long-awaited utopia of the “paperless office,” and the problem of having to “manage documents” will magically vanish. We do not think so. There may be a visualization aspect that impacts whether executives are able to discern that they may have a problem. With mismanaged physical document collections, executives have been able to see whether they had a problem, because they could observe collections of documents around offices, and notice volumes of documents waiting to be processed. However, millions of digital documents might be sitting mismanaged on network file systems, where it is difficult for executives to visualize the problem. Unless they care to browse the folder structures or arrange for scripts to detect the extent of document redundancy, inappropriate document naming and versioning, inadequate integrity constraints, and security issues, the disorder can remain hidden until a problem occurs. Then management’s response is reactive rather than proactive. Furthermore, the digitization of documents (or “putting them up on the intranet or Internet”) does not equate with management of documents. We have always mismanaged documents. Those ancestors with their tortoise shells who were mentioned in earlier chapters, may have had them taken or destroyed by rival tribes. Their preservation technology was not all that satisfactory either. So, the requirement to manage information in containers in whatever form is not some “new problem,” and it is not likely to be brought under control until it is addressed by executive management.

Complete Chapter List

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Dedication
Table of Contents
Foreword
John Mancini
Acknowledgments
Chapter 1
Introduction  (pages 1-27)
Len Asprey, Michael Middleton
This chapter provides a brief historical perspective on the evolution of document types and introduces a new document paradigm that has emerged with... Sample PDF
Introduction
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Chapter 2
Len Asprey, Michael Middleton
This chapter provides a synopsis of the contemporary business environment and reviews some internal and external factors that influence enterprise... Sample PDF
Business Planning Frameworks and IDCM
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Chapter 3
Len Asprey, Michael Middleton
We now review how business and government enterprises that have yet to embark upon IDCM may be managing processing of different document types. We... Sample PDF
Characteristics of Enterprise Document Environments
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Chapter 4
Len Asprey, Michael Middleton
The last chapter reviewed the challenges of managing documents in business and government enterprises, where there is, as yet, no attempt to... Sample PDF
Characteristics of IDCM Systems
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Chapter 5
Len Asprey, Michael Middleton
In this chapter, we conclude the appraisal of the characteristics of IDCM systems that we commenced in Chapter 4. This chapter begins by reviewing... Sample PDF
Business Systems Interfaces and IDCM Opportunities
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Chapter 6
Len Asprey, Michael Middleton
This chapter deals with the planning aspects of an IDCM project, including scope, feasibility, and life-cycle development. It reviews the typical... Sample PDF
Project Life-Cycle Planning and Methodologies
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Chapter 7
Policy Framework for IDCM  (pages 193-216)
Len Asprey, Michael Middleton
This chapter deals with the development of a policy framework that enables an enterprise to articulate its policy for managing documents and... Sample PDF
Policy Framework for IDCM
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Chapter 8
Feasibility Study  (pages 217-239)
Len Asprey, Michael Middleton
In this chapter, we examine the relevance of using a feasibility study as a key component of life cycle management that may be used when embarking... Sample PDF
Feasibility Study
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Chapter 9
Len Asprey, Michael Middleton
This chapter covers the development of a business case for the acquisition and implementation of an IDCM strategy. It provides insights to assist... Sample PDF
Building the Business Case
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Chapter 10
Len Asprey, Michael Middleton
This chapter discusses a framework that enterprises can use for structuring the requirements analysis and definition stage of an IDCM. The framework... Sample PDF
Requirements Analysis and Definition Framework
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Chapter 11
User Requirements  (pages 280-304)
Len Asprey, Michael Middleton
In the last chapter, we discussed an integrative approach to developing requirements for information systems, applying Sommerville’s framework of... Sample PDF
User Requirements
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Chapter 12
Len Asprey, Michael Middleton
This chapter is the first in a series that reviews the requirements analysis and definition for IDCM functional requirements. We noted in Chapter 10... Sample PDF
Functional Requirements - Digital Office Documents
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Chapter 13
Len Asprey, Michael Middleton
In Chapter 4, we indicated that there were various technology options available to organizations for capturing email as a record of a business... Sample PDF
Functional Requirements - Email Management
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Chapter 14
Len Asprey, Michael Middleton
This chapter addresses the functionality for managing physical office documents using IDCM technology, so that the organization has a solution that... Sample PDF
Functional Requirements - Physical Office Documents
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Chapter 15
Len Asprey, Michael Middleton
In this chapter, we review the requirements for document imaging systems that enable the scanning and conversion of physical documents to image... Sample PDF
Functional Requirements - Document Imaging and Recognition Technologies
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Chapter 16
Len Asprey, Michael Middleton
In Chapter 4, we reviewed how workflow management systems might be considered an integral component of IDCM architecture. We discussed the... Sample PDF
Functional Requirements - Workflow
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Chapter 17
Len Asprey, Michael Middleton
In Chapter 3, we discussed a range of subsystem options for managing engineering and technical drawings. The most suitable system solution is the... Sample PDF
Functional Requirements - Engineering and Technical Drawings
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Chapter 18
Len Asprey, Michael Middleton
When we looked at the characteristics of document and Web content management in Chapter 3, we noted that there could be many limitations with how... Sample PDF
Functional Requirements - Web Content Management
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Chapter 19
Len Asprey, Michael Middleton
In this chapter, we will examine requirements determination and analysis that may be useful for defining the nonfunctional and domain requirements... Sample PDF
Nonfunctional and Domain Requirements
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Chapter 20
Package Selection  (pages 432-460)
Len Asprey, Michael Middleton
This chapter covers the typical procurement processes for selecting an IDCM solution and contains useful techniques for validating various solutions... Sample PDF
Package Selection
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Chapter 21
Implementation Planning  (pages 461-480)
Len Asprey, Michael Middleton
In this chapter, we provide guidelines for implementation planning, along with techniques that can be used during the implementation process to... Sample PDF
Implementation Planning
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Chapter 22
Conclusion  (pages 481-487)
Len Asprey, Michael Middleton
Many enterprises in the commercial and business sectors are yet to address the inadequacies in their document and content management environment.... Sample PDF
Conclusion
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