Developing an ECM Strategy or Concept of Operations

You need to start the ECM program or project by agreeing upon an ECM strategy or Concept of Operations (ConOps). I addressed this in my previous post “What are your benefits of Enterprise Content Management?”, and the ConOps describes;

• Vision of the Future for the organization after the project or program has been completed
• the organizational changes and content governance structures required
• the new business processes, behaviors, and Ways of Working that will be required of staff
• the tools, applications, and IT infrastructure needed to achieve successful implementation.

The purpose of the ConOps is;

• to achieve agreement of the stakeholders to this vision
• to facilitate communication between stakeholders & the Executive Board on how to reach that vision
• to obtain permission from the Executive Board for the ECM–related implementation project or program to be established and to start
• and finally, it should ensure that the proposed project or program contributes to the organization’s Information Management strategy, and in turn its business strategy.

Many use IEEE 1362-1998, "IEEE Guide for Information Technology - System Defnition - Concept of Operations (ConOps) Document" to develop a ConOps, but you can also use the following structure from AIIM’s ECM and ERM Specialist training program:

1. Executive Summary
2. Introduction
3. Vision, including Principles and Anticipated Benefits
4. ECM system
5. Processes
6. Ways of Working (WoWs)
7. Support organization
8. ECM ‘Instruments’
9. Legal and regulatory Issues
10. Policy framework
11. Governance
12. Technology (the IT Environment)
13. Appendix A: Glossary of Abbreviations
14. Appendix B: Glossary of Terms

The AIIM ECM and ERM Specialist programs tell you how to develop a ConOps, and the following links provides you with examples of ConOps:

• http://www.archives.gov/era/pdf/concept-of-operations.pdf
• http://www.access.gpo.gov/projects/pdfs/FDsys_ConOps_v2.0.pdf
• http://www.nwdc.navy.mil/Conops/Conops.aspx
• http://www.solidthinking.org/
• https://www.myaoc.org/EWEB/dynamicpage.aspx?webcode=020607_Conops
• http://www.eurocontrol.int/oca/public/standard_page/op_concept_conops.html

I prefer to keep the ConOps as short and precise as possible, - do you have an example of a good ConOps or ECM Strategy document? Let me know.

By Atle Skjekkeland.