This document provides an overview of an enterprise content management reference model. It describes the key domains of the model which include document management, records management, knowledge management, digital asset management, and web content management. It also outlines the common capabilities within each domain such as content storage, editing, search, and output management. The document defines different types of content that can be managed like documents, records, semantic content, and social content. It provides examples of typical functions and processes supported by enterprise content management systems.

1. Reference model
Enterprise Content Management
Danny Greefhorst
dgreefhorst@archixl.nl
Version 0.35
7 february 2016
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2. Document input
management
Search &
discovery
Social &
collaboration
Knowledge
management
Web content
management
Intelligence
Document
editing
Document
versioning
Search
indexing
Community
management
Information
exchange
Knowledge
codification
Knowledge
modeling
Knowledge
creation
Machine
learning
Data
mining
Data
visualisation
Form
recognition
Capture
Image cleanup
Document
storage
Document
publication
Record
storage
Record
publication
Record
term monitoring
Record
identification
Web content
editing
Web content
storage
Web content
publication
Discussion
Record
disposal
Digital asset
storage
Digital asset
identification
Indexing
Record
migration
Web content
syndication
Digital
rights management
Decision
making
Knowledge
storage
Search
Execution
Search result
publication
Conversion
Digital asset
transformation
Digital asset
publication
Recognition
Records
management
Document
management
Digital asset
management
Data
querying
Knowledge
publication
Web content
personalisation
E-Discovery
Knowledge
acquisition
Document output
management
Styling
Text-data
integration
Printing
Distribution
Template
definition
Information security
AuditAuthentication Authorisation Digital signatureEncryption
Business process management
Case
management
Proces
modeling
Content
routing
Straight through
processing
Workflow
management
Process
monitoring
Data
analytics
Planning
Data
filtering
Web content
statistics
Document
check-in/check-out

3. Domains
• Document input management: Receiving and processing documents.
• Social & collaboration: Being in contact with others and contribute to goals
together.
• Search & discovery: Searching and discovering relevant data.
• Intelligence: Retrieving information from data.
• Document output management: Spreading documents to others.
• Business process management: Improvement of the performance of the
organization by controling and optimizing business processes.
• Knowledge management: Managing the life cycle of knowledge.
• Document management: Managing the life cycle of documents.
• Digital asset management: Managing the life cycle of digital assets.
• Web content management: Managing the life cycle of web content.
• Records management: Managing the life cycle of records.
• Information security: Ensuring the availability, integrity and confidentiality of
data.

4. Document input
management
Search &
discovery
Social &
collaboration
Knowledge
management
Web content
management
Intelligence
Records
management
Document
management
Digital asset
management
Document output
management
Information security
Business process management
semantic
content
document
digital asset
record
web content
document
ontology
rule
social
content
document

5. Types of content
• Social content: data that are exchanged between people, such as
messages on social media and e-mail.
• Semantic content: data that are expressed in terms on an ontology.
• Document: a container of various types of content that can be edited as a
whole and stored as a file.
• Digital asset: content that represents a certain value and that is typically
accompanied with a usage right. This is typically multimedia content such
as images, sound or video but can also be a document.
• Web content: a combination of various types of content that are meant to
be published to a web browser.
• Record: a data item that must be preserved as proof of an action.
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6. Document input management
• Capture: Converting a paper document to a digital representation.
• Recognition: Recognizing the type of document, the characters (OCR),
handwritten tekst (HCR/ICR), marks (OMR) and barcodes.
• Forms processing: Extracting the values of form entry fields from a form.
• Image cleanup: Improving the quality of an image such as through
rotation, straightening, color adjustment, transposition, zoom, aligning,
page separation, annotations and despeckling.
• Indexing: Creating metadata that identifies a document.
• Conversion: Transforming a document to different format, such as a
durable format.
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7. Social & collaboration
• Community management: Supporting the linking of people and formation
of communities.
• Information exchange: Exchanging data and information between people.
• Discussion: Reaching a common view on a subject.
• Decision making: Reaching a common decision on how to handle a
situation.
• Planning: Reaching a common plan how to get to the desired situation.
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8. Search & discovery
• Search indexing: Creating an index of terms that can be searched for.
• Search execution: Searching for results.
• Search result publication: Publishing the results of a search.
• E-Discovery: Searching through large amounts of digital data for a specific
purpose.
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9. Intelligence
• Data querying: Determining the contents of specific data.
• Data filtering: Determining which data are relevant.
• Data analytics: Answering questions based on data.
• Data mining: Finding patterns and relationships in large amounts of data.
• Machine learning: Answering questions based on data through a self-
learning algorithm.
• Data visualisation: Representing data in a visual manner such that it leads
to information.
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10. Document output management
• Template definition: Defining standard tekst blocks and variables as the
basis for documents.
• Text-data integration: Combining a template (tekst) and structured data in
order to create one or more documents.
• Styling: Setting formatting attributes on a documents such as the font,
color and logo.
• Printing: Printing a digital document on paper.
• Distribution: Sending documents to receivers.
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11. Business process management
• Process modelering: Determining the structure of a process.
• Content routing: Routing content to people.
• Workflow management: Supporting the execution of interative processes
which have a predictable process structure.
• Case management: Supporting the execution of interactive processes in
which the process structure is not pre-determined up-front and in which
the case file is central.
• Straight through processing: Supporting the execution of processes that
are mostly automated.
• Process monitoring: Monitoring the status, quality and lead times of
processes.
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12. Knowlegde management
• Knowledge modeling: Determining the structure of knowledge in the form
of an ontology.
• Knowledge creation: Creating new knowledge, including rules.
• Knowledge acquisition: Collecting knowledge that has been created.
• Knowledge codification: Capturing knowledge and accompanying
metadata in a digital format using an ontology.
• Knowledge storage: Ensuring the availability of codified knowledge.
• Knowledge publication: Making knowledge available.
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13. Document management
• Document editing: Creating and changing documents and accompanying
metadata.
• Document storage: Ensuring the availability of documents.
• Document check-in/check-out: Ensuring that concurrent changes in
documents do not conflict.
• Document versioning: Recording the history of documents.
• Document publication: Making documents available.
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14. Digital asset management
• Digital asset identification: Indicate that something is a digital asset and
capturing accompanying metadata.
• Digital asset storage: Ensuring the availability of digital assets.
• Digital rights management: Ensuring that the rights that are part of digital
assets are respected.
• Digital asset transformation: Transforming digital assets to a different
form.
• Digitale asset publication: Making digital assets available.
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15. Web content management
• Web content editing: Creating and changing web content and
accompanying metadata.
• Web content storage: Ensuring the availability of web content.
• Web content publication: Making web content available.
• Web content personalisation: Adapting web content to the preferences,
role and behavior of people.
• Web content syndication: Making web content available at different
locations.
• Web content statistics: Provinding insight into the access to web content.
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16. Records management
• Record identification: Indicate that something is a record en capturing
accompanying metadata.
• Record storage: Ensuring the availability of records.
• Record term monitoring: Monitoring the terms for storing and/or
destroying records.
• Record publication: Making records available.
• Record migration: Transforming records to a more durable format or
medium.
• Record disposal: Removing a record and potentially moving it to another
location.
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17. Information security
• Authentication: Determining the identity of a subject based on an
authentication means.
• Authorisation: Determining whether a subject is authorised to access an
authorisation object.
• Encryption: Encoding data so that it is only accessible to owners of a
specific key.
• Audit: Capturing the access to data such that it can be proven legally.
• Digital signature: Capturing the identity of a subject at specific content
such that it can be proven that it is the source of the content.
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