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Enterprise Software: ECM Shared Services
Shared Services occur when one or more groups within an organization are able to share the funding and utilization of a resource. Shared Services goes beyond centralization. Shared Services are often organized like a small business that deliver services to internal customers at a cost that is competitive with other alternatives.
IBM has been a proponent of the deployment of ECM as a shared service in an organization. They recommend creating an ECM Center of Excellence. It’s a great idea, and one that isn’t at all specific to IBM software. The theory goes that ECM services are resources that can be productively applied to all departments. Rather than creating many parallel departmental ECM solutions, it is more cost-effective to create a single ECM shared service. And this centralization of ECM can introduce efficiencies gained by a cross-department approach to collaboration and information sharing.
ECM shared services apply equally to labor resources as well as infrastructure. Efficiencies can be gained by sharing people with specialized skills across many areas which include content capture, repository, discovery, compliance, business process management, requirement gathering, solution design, process modeling, technology administration, and governance. The ECM Center of Excellence (CoE) drives ECM initiatives that involve all these different areas throughout the organization.
Gartner now says that organizations can save 20% by adopting an ECM shared services approach. The Gartner report said that “Businesses have long struggled with multiple ECM deployments which have, in turn, created information silos and caused businesses to pay for separate sets of software licenses, maintenance and support skills for too many ECM vendors.”
