Top 10 New Years Resolutions for ECM

A lot of folks are doing end-of-year predictions about what will happen in 2010 in the Enterprise Content Management universe. In general I'm not a huge fan of making predictions on the future of technology... the easiest way to predict the future of technology is to build it. So instead of countering their predictions with mine, I thought I'd share a list of ten new years resolutions for ECM geeks:

1) Test Your Disaster Recovery Strategy!

Yes, you probably have a decent backup strategy... but are you sure??? When was the last time you tested it? If you haven't tested your disaster recovery strategy, then you don't have one. What if your server melts? How long would it take to recover? What if your existing backups are corrupted? What if your database gets hacked and somebody deletes all your tables? Test your existing what-if scenarios... and then add one more to the list!

2) Install Necessary Patches

Are your security patches up to date? Or is there some annoying little bug that's driving you nuts, which might be fixed in a newer version? It's probably a good time to take stock of where you are, and where you'd like to be... Oracle Metalink has some pretty good advice on How To Maintain UCM and How To Maintain Site Studio. After doing the minimum, think a bit about where you'd like it to go next.

3) Learn About At Least One New ECM Feature or Technology

ECM is a fast changing field... do you know as much as you need to know about records management? How about the new features in Site Studio 10gr4? Have any new connectors been released that might make integrating ECM into your systems easier or more useful? How much do you know about Web 2.0 and Enterprise 2.0? Make a commitment to read a book or at least some blogs about something new in the ECM universe, and how it can benefit you.

4) Calculate Return-On-Investment

Some ROI is based on fairly hard-cost numbers that are easy to calculate... How much less printing and shipping did you have to do this year? Did you save money on warehouse space by scanning documents instead of keeping paper copies? Were you able to lower call-center volume with a self-service web site? Were you able to save on legal costs because your system was easier to audit?

Other kinds of ROI are harder to calculate... for example, how much time did you used to spend looking for documents, compared to now? Were you able to more effectively collaborate? Were you able to avoid problems and spot new opportunities because you had more information at your fingertips? These kinds of calculations might have to rely on soft numbers, and some end-user surveys.

5) Retire Outdated Systems

The primary value of ECM is that you can use it as a central repository for all your content... but all that value is wasted if you keep those old systems around. Commit yourself to retiring at least one outdated system. Go for the low-hanging fruit: something with useful information, that is difficult to use, and easy to replace.

6) Determine What Content Is Popular

It is always a good idea to keep statistics on what content is popular... not only does it help you determine what information is useful to your audience, it's also a great way to encourage user adoption. If you knew that your content had a below-average popularity amongst your peers, you might take some more care to make your content easier to understand, and easier to find. In other words... once rankings are public, people use less jargon, and better metadata.

It's also a good way to determine what content needs to be updated... if a one year old document is extremely popular, you might want to kick off a workflow to get the original author to make a new version.

7) Perform a General Audit Of Your Repository

Run a few performance tests on your site... spot check your users to make sue their security credentials are not too generous... see if you can simplify your workflows so they are faster... check your repository to see which metadata fields are always left as the default (a good sign that nobody uses them)... see if you can simplify your security and metadata model a bit...

8) Run Formal Usability Tests

There are a lot of great ideas on usability tests in Don't Make Me Think... but my favorite is also the most simple:

  • Come up with 10 or so common use cases for your system: why would people use it?
  • Collect 10 novice users who have never had any training on your system
  • Ask them to perform these 10 simple tasks, and don't give them any guidance
  • Videotape them
  • Force your developers and administrators to watch every minute of the tape!

Trust me... there are few things more painful to a developer than watching people click the wrong button... it will haunt them in their sleep until they make the system easier to use. Especially if you threaten to make them watch it every day until it's fixed.

9) Documentation!

Admit it: there is a little bit of black magic in your setup. Some customization you wrote, some script you hacked together, some configuration flag that nobody else knows about... Commit yourself to documenting at least three features of your solution that would be difficult for people to figure out n their own. And then -- of course -- check it into your ECM system!

10) Give Back To The Community

Got an idea for an ECM blog post? Maybe a nice presentation topic for local user group? How about some quick tips and tricks that you can share on the Oracle ECM forums and mailing lists? Then please share! At the very least, show up to local user groups and network with your fellow ECM practitioners... ARMA, and IOUG all have local groups worth checking out.

Software is like a lot of creative endeavors: the very best always create more value than they take. Which is a good New Year's Resolution, no matter who you are ;-)


Best in the list are Documentation and giving it back to the community.
As products go bigger and complex there will some easier ways of doing things that never get documented for what ever the reason and it leaves people running around bushes..
Giving back to the community: If people take small steps in this direction over a period of time we will have lot of content...

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