Some 600 participants attended the Open Text Content Days 2010, which took place on May 6 and 7 in Munich, to get the latest news about enterprise content management systems (ECM). With 30 exhibitors, six keynotes, and eight workshops, there was ample opportunity to glean tips about managing enterprise data from different sources in a standardized way and without infringing security regulations. The event was aimed at companies of all sizes, with ECM products being particularly interesting for the areas of financial accounting, human resources, marketing, legal, and customer services.
Companies often use many different file types, programs, and applications from different vendors to create and manage their business documents, Web content, e-mails, forms, reports, and digital media such as videos, photos, and audio files. Back in the 1990s, the Waterloo, Canada-headquartered company Open Text created the basis for today’s Internet search engines and now provides enterprise content management solutions that enable companies to look for, process, share, and encrypt enterprise content according to their needs. Using collaboration tools, several employees can work on one document at the same time. This makes it easier for companies to, for example, manage campaigns from a number of different regions.
Open Text and SAP: the Digital Personnel File
Open Text’s ECM products can be used to process data from SAP systems and the two companies have been working closely together for 20 years now. From SAP Access by Open Text and SAP Archiving by Open Text through SAP Extended Enterprise Content Management by Open Text, a range of ECM solutions are available to help companies integrate their business documents into their SAP systems.
SAP Digital Asset Management Application by Open Text is a software product for managing digital media content such as videos, audio files, graphics, and photos. The solution is an add-on for the SAP Customer Relationship Management (SAP CRM) application and is designed to help marketing and legal departments plan and develop media content, execute campaigns, and gauge results.
Open Text Vendor Invoice Management for SAP Solutions streamlines accounts payable operations. SAP Employee File Management by Open Text – a co-development by SAP and Open Text – processes digital personnel files. The application is already being deployed by the Swiss railway company SBB and enables secure access to 30,000 personnel files from all the company’s locations.
Companies that already use SAP software and that are interested in an ECM enhancement can contact implementation partners directly.
Introducing the Open Text ECM Suite with Rights Management
Regardless of whether a company uses SAP, Oracle, or Microsoft or whether employees work with iPads, BlackBerrys, or desktop PCs, the products from Open Text integrate all the content in a single content management system. The cornerstone is the Open Text ECM Suite, which has now been extended to include Open Text Rights Management Services, too. This service enables documents, files, and content to be protected both inside and outside the corporate network. Thanks to an authorization concept, employees are, for example, prevented from printing certain documents, forwarding certain e-mails, or saving certain files locally. This stops confidential data from being saved on USB drives and falling into the wrong hands. If users wish to access the data, they must first authenticate themselves on the rights management server. The application can be used to encrypt Microsoft Office (2003 and 2007), PDF, HTML, and CAD files, as well as zipped files.
Facebook for the business world
Tom Jenkins, executive chairman and chief strategy officer of Open Text, predicts that the future lies in cloud computing, social media, and mobile applications. “We don’t want to replace Facebook, but we’re providing a kind of Facebook that you can use internally for your own company,” he said at the event. Content within companies is set to grow continuously, but ever fewer storage media will be available. That’s why it will become more important to shift enterprise content to clouds.
Devices such as the iPhone and the iPad have changed the way we work. In the future, companies will no longer send their customers weighty manuals, but will make their product instructions available as e-books on iPads or as multimedia files. To demonstrate this, Jenkins had brought his iPad with him from Canada and presented his book about enterprise content management to the audience as an e-book.
Pulse, a new module for Open Text Content Server 9.7.1., is now available to help companies structure their media content, providing a people-centric view into the existing content server environment. Open Text Everywhere maps the entire Open Text ECM Suite on smartphones, enabling users to update and manage microblogs, wikis, communities, and documents while away from the office.