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Introduction
Enterprise Content Management

OVERVIEW

Enterprise Content Management (ECM) is not simply a software solution. In full meaning, ECM is the system including strategies, methods and set of tools used to capture, manage, store and deliver all unstructured content (or information) of an organization to users, to other applications and to business processes of the organization.

Unstructured information (includes many types such as documents, video, audio, email and reports exported from business applications, etc.) accounts for 80% of the total information volume of an enterprise. For example, in banking sector, unstructured information can be loan application documents, account – opening documents, L/C (Letter of Credit), video of ATM system supervision, recorded calls of customers to Customer service center, etc. This information makes up for a much larger portion than structured one which is stored as database in such applications as Corebanking, Switching, card Management System, etc.


80% information of an organization is unstructured


Introduction to the solution

An overall ECM solution consists of 2 main components: Capture of unstructured information and Management of the captured information.
Capture of unstructured information provides functionalities as follows:
  • Capture: : scan documents or import files if scanning is not required, perform online/offine, capture data from fax server, etc.
  • Classify: Captured documents can be classified manually or automatically (the system automatically identifies documents and “learns” taxonomy).
  • Extract: information in the document can be extracted thanks to such technologies as Optical Character Recognition (OCR), Optical Mark Recogni- tion (OMR), and Intelligent Character Recognition (ICR), etc.
  • Validate: Users can review and modify all the automatically extracted information
  • Delivery: Captured information and extracted information can be imported into central repository or other repositories.

5 basic steps in information capture


Functionalities of Information management component for captured information:

  • Document management: manage versions, link documents, manage virtual directories, etc.
  • Workflow management: create workflows, monitor and analyze the performance of process workflows.
  • Preservation policy: establish preservation policies for each type of information, ensuring compliance with financial accounting standards.
  • Lifecycle management: define a lifecycle from “Create” stage till “Completely discard” stage, provide automatic content transfer to difierent storage tiers based on status of information, support compression and anti-overlap.
  • Caching mechanism: help to reduce request for connections to the central but increase search capac- ity and access to documents from far locations (branches).
  • Security: Authentication (AD, Tivoli, etc.) Authoriza- tion (ACLs), Auditing (FDA 21 CFR), encryption, digital signature, full disposal.
  • Indexing and search: support users to search docu- ments easily by simple and steps on intuitive interface.
  • Statistics report: build, consolidate and export statistics of documents easily and quickly.

The overall ECM solution


Clients

Unstructured information exists in every enterprises and organizations and attaches to 80% of business processes especially paper works and documents. Therefore, ECM solution is suitable for all organizations or enterprises to deploy at a specific level, partially or wholly and compre- hensively. However, for some sectors in which IT application in operation accounts for high portion and processing unstructured information is required and important, ECM application becomes indispensable. For example:
  • Bank and financial organizations and credit institutions.
  • State and Governmental authorities.
  • Telecommunications services providers.
Benefits

ECM adoption brings many benefits to enterprises and organizations, helping to manage enterprise content and information easily and consistently, and meeting all standards and defined processes. In particular:
  • Automate business processes.
  • Centralize information management
  • Provide information quickly and fully.
  • Support better and timely decision-making.
  • Save operation costs (especially paper costs).
  • Measure work quality easily.
  • Reduce mistakes and loss
  • Check, search and retrieve information easily.

Digitalizing documents and saving paper costs with ECM solution



Our strengths

HPT is proud to be the first Information Intelligent Group partner (IIG Partner) of OpenText – the world’s leading supplier of Enterprise Content Management (ECM) solutions in Vietnam. By being IIG partner, HPT has capability to provide, consult and implement ECM solution of OpenText in Vietnam as well as in the region. Especially, OpenText has committed to support HPT in training technical teams, promoting market as well as to offer a special policy for HPT and all clients using ECM solution provided by HPT and OpenText.

Currently, HPT has built ECM consultant teams and a ECM deployment teams in both the North and South of Vietnam. We have implemented successfully ECM solutions in leading banks in Vietnam. In reality, the solution showed it meets the highest requirements and increases business effciency significantly as well as improves competitiveness of clients.