The bulk of the information used every day is stored in documents and document-type data containers. According to a IDC survey, the cost of document management and distribution amounts to 5-15% of the turnover of European companies. There is a big variety of documents and document-type information:
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Short documents / comprehensive documentations
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Elements such as text, pictures, graphics, tables, video content, audio content
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Various storage/transfer media (Web, Notes, ERP, paper, …)
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Complex processes (classification, workflow, compliance)
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Complex technology (tools, formats, environment systems)
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Complex distribution
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Cross-media (online, print, E-mail...)
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Cross-application (Web site, employee portal...)
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Customized for the consumer (screen, PDA, paper...)
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Personalized
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Authentic
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...and this is how it’s transferred to portals and Web applications:
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Publishing
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Copy/insert
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Links, navigation (...)
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"Activities for achieving consistency"
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Syndication (multiple use)
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As an original document
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As simple "HTML Posting"
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As pure PDF ("electronic document")
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Proprietary "Template Editors“
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Copy/insert/post-editing
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Search in other systems
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Document hit lists in original formats
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...which creates the following problems:
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Multiple efforts of maintaining the same content (and associated high cost)
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High cost of maintaining content
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Redundant data
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Lack of consistency
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Content is not suitable for specific media and consumers
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Costly distribution methods
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Data errors
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Redundant technologies
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Inappropriate reinforcement of existing procedures (focus is on media/technology, should be on content)
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Information is embedded and difficult to access
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Making the Information stored in a large variety of documents systematically available in ways which are optimally suited to consumers is a key challenge for modern organizations.
This is not a trivial task, one of the reasons being that the bulk of today’s information is extremely redundant. Identical content is stored by many consumers in multiple versions as files on hard disk and attachments in mail systems. This content is frequently converted to HTML and copied to CMS systems for Web publication; in addition, PDF files may be created for printing. Each original file may well have dozens of redundant copies and transformations. We estimate that 20-50% of the data storage of companies is used up by redundant copies of documents.
This redundancy utimately results in inconsistent information, non-compliance and a lack of correct and pertinent information for the consumer.
The solution to this problem is an automated information supply for the consumer based on intelligent Web services which are fed from centralized, unique sources and which automatically create customized and ready-to-use versions of the data for the consumers.