Description

Your selected company has received the first report from your IP1 enterprise content management (ECM) project and better understands their data problem, what EDM is, some problems that EDM can help solve, and how they should think about designing an EDM system to address their needs. They want to know what content will be involved, what systems are currently related, and the IT interacting with the data (variety, volume, velocity). There might be some surprises, but overall the data should be clearly connected to the company strategy (healthcare/service) and list how the data is currently managed before steps can be taken to implement EDM. The company’s current information infrastructure and content management processes should be analyzed through a scientific process (some specific method from a peer-reviewed article). Discuss how the data interacts with the technology/systems and tools used to manage this content (according to EDM elements like capture – not tools themselves) to provide a solid foundation for future EDM planning and prepare for IP3 where you discuss what improvements are needed to the infrastructure based on IP2. What information should be included in this type of detailed evaluation?

Assignment

One of the first tasks in the development of an enterprise content management guidebook is to evaluate (analyze) the enterprise information data and how it relates to the infrastructure and content management processes. The enterprise information infrastructure and content management processes consist of the data and how they are collected, managed, and stored throughout their life cycle in information systems as they relate to EDM elements.

For this assignment, you will conduct an in-depth evaluation of the enterprise content (at least 3 types of data) and what it means to the management infrastructure (impact of the new data) and content management processes in your selected organization. It is easiest to view the organization as not having any digital content and documenting the parts of the system that exist relative to your EDM framework (elements of EDM). The following are the project deliverables:

  • Update the Enterprise Content Management and Data Governance Policies and Procedures Manual title page with a new date and project name.
  • Update the previously completed sections based on instructor feedback.
  • Suggested Headings for Information Infrastructure Evaluation
    • Basis
      • Illustrate a basis (method) for evaluation and investigate the data in the organization. Describe nature of EDM to IT. Remember, this is helping the executives understand these aspects.
    • Content List
      • Sequence a categorized list of the content used for the major organizational processes (see Table 1) relating to each of the EDM structural elements (framework) you selected.
    • Content Management Tools
      • Survey what tools might be needed for the employees to interact with the data in each department (create, store, present, etc.) based on the selected EDM structure. This section should have at least one paragraph and table for each EDM element.
    • Content Management Processes
      • Investigate the processes' flow (who uses the data and how) of content through the infrastructure (similar to Table 1).
  • Be sure to update your table of contents before submission. Name the document "yourname_IT621_IP2.doc."

Example Structure

Please refer to this illustration of the expectation to guide you for your EDM structure and flow for the executives.

Example Tables with Design Elements

Please refer to the illustration of the expectation for your IP2 design to discuss the data and IT through your EDM structure and flow for the executives from IP1. Review this illustration to help you with the assignment.

1

Course number and name

Project name: HealthcareX Enterprise Content Management and Data Governance Policies and Procedures Manual

Student name

Date

Contents Outline and Requirements (Week 1) 2 Company Overview (Data Challenge) 2 EDM Overview 3 Implementation Lifecycle 4 Infrastructure Evaluation (Week 2) 5 Content Requirements 5 Content Design and Use 5 Tools and IT 5 Infrastructure Improvements (Week 3) 6 Analysis Outcome 6 Data Governance Evaluation (Week 4) 7 Foundations/Review 7 Interaction/Integration with EDM 7 Policies and Procedures 7 Data Governance Improvements (Week 5) 8 Analysis Outcome 8 References 9

Outline and Requirements (Week 1)

Company Overview (Data Challenge)

HealthcareX has undergone substantial growth in terms of patient volume. The organization has shifted from a paper-based organization to a digital organization as mandated by the US EMR/HIPAA directive. However, its data management practices, procedures, and systems have not kept up with the growth, resulting in inadequate content management that fails to guarantee the accurateness and accessibility of data, thereby compromising the protection of sensitive information. HealthcareX must ensure data security to safeguard sensitive information against unauthorized access, loss, destruction, and other potential risks.

Inadequate data security is detrimental to HealthcareX. It can expose the organization to a range of risks, including hefty penalties, harm to reputation, and financial loss (Haug, 2012). It is important to note that healthcare data, because of its sensitivity and high value, is frequently targeted by cyberattacks. As a result, the healthcare sector is subject to strict regulation, including specialized legislation like the Health Insurance Portability and Accountability Act (HIPAA). The HIPAA security law establishes national regulations to protect electronic health data that is created, received, used, or kept by healthcare organizations. The law requires healthcare organizations to implement proper administrative, physical, and technical strategies to ensure the privacy, integrity, and safety of digitally stored health information. In order to keep up with the rapid growth and ensure operational efficiency, HealthcareX needs to adopt enterprise document management (EDM).

EDM Overview

EDM is the systematic procedure of organizing, regulating, and protecting an organization's data resources. EDM encompasses a collection of approaches, guidelines, and tools that assist organizations in effectively handling their data as a valuable resource, and guaranteeing its accuracy, comprehensiveness, and reliability (Kunstová, 2010). By prioritizing data management, HealthcareX guarantees the security and accessibility of its data for staff. According to Vom Brocke et al. (2011), this enhances the capabilities of the organization by ensuring the acquisition of reliable data for precise analysis, the security and compliance of data in accordance with regulations, the aggregation of data from several sources to enhance efficiency, and the reliability and adaptability of data architecture to accommodate the growth of the organization.

One of the EDM frameworks that HealthcareX can adopt is the Cloud Data Management Capabilities (CDMC) framework. CDMC framework provides guidelines and abilities to assist enterprises in achieving smooth cloud migration, efficient data protection, and strong data management in the cloud (Ismael & Okumus, 2017). The framework was developed with input from leading global internet services and top-tier providers of data governance, intelligence, and data privacy services. The collaborative initiative was led by the EDM Council, an international body that promotes the advancement and adoption of data standards and optimal practices. Another framework that HealthcareX may consider is COBIT (Control Objectives for Information and Related Technologies). The framework is oriented towards business and outlines a collection of universal procedures for managing Information Technology. Each procedure is accompanied by its inputs and outputs, essential tasks, objectives, performance measurements, and a basic maturity model (Ismael & Okumus, 2017). Moreover, the framework provides universally recognized concepts, models, and analytical tools to enhance the reliability of information systems.

The framework that best suits HealthcareX is the CMDC model. This framework creates a complete set of guidelines for enterprises to effectively manage and safeguard their cloud data, securely migrate to the cloud, and integrate automation and technology to enhance data management. CMDC Focuses on assessing and improving data management capabilities (Ismael & Okumus, 2017). Implementation outcomes include increased data reliability, improved data governance, and enhanced data security.

Implementation Lifecycle 

Implementation of the project requires careful and proper planning. The following is an outline of the implementation phases:

· Initiation: Identifying the need, setting objectives, and getting stakeholder buy-in.

· Planning: Defining the scope, timeline, and resources required.

· Design: Creating detailed design specifications for the solution.

· Development: Building and configuring the solution.

· Testing: Ensuring the solution works as intended through various tests.

· Deployment: Rolling out the solution to users.

· Maintenance: Ongoing support and improvements post-deployment

Infrastructure Evaluation (Week 2)

Content Requirements 

Content Design and Use 

Tools and IT 

Infrastructure Improvements (Week 3)

Analysis Outcome

Data Governance Evaluation (Week 4)

Foundations/Review

 

Interaction/Integration with EDM

Policies and Procedures 

Data Governance Improvements (Week 5)

Analysis Outcome 

References

Haug, A. (2012). The implementation of enterprise content management systems in SMEs.  Journal of Enterprise Information Management25(4), 349-372.

Ismael, A., & Okumus, I. (2017). Design and implementation of an electronic document management system.  Mehmet Akif Ersoy Üniversitesi Uygulamalı Bilimler Dergisi1(1), 9-17.

Kunstová, R. (2010). Barriers and benefits of investments into enterprise content management systems.  Organizacija43(5), 205-213.

Vom Brocke, J., Simons, A., Herbst, A., Derungs, R., & Novotny, S. (2011). The business drivers behind ECM initiatives: a process perspective.  Business Process Management Journal17(6), 965-985.