ENTERPRISE CONTENT MANAGEMENT

Which one is best for your organisation?

INFORMATION MANAGEMENT

Information management environments are comprised of legacy

information resident in line of business applications, Enterprise

Content Management (ECM), Electronic Records Management

(ERM), Business Process Management (BPM), Taxonomy and

Metadata, Knowledge Management (KM), Web Content

Management (WCM), Document Management (DM) and Social

Media Governance technology solutions and best practices.

ECM

• Enterprise Content Management (ECM) is the strategies, methods and tools

used to capture, manage, store, preserve, and deliver content and documents

related to organizational processes.

• Capture boils down to entering content into the system.

• Manage is what you do next to it, so it can be found and used by whomever it is intended

for.

• Storing it means finding it an appropriate home in your infrastructure, be it a formal

content management system or other information solution.

• Preserve refers to long-term care – archiving – the practice of protecting it so it can be

utilized however far into the future the organization needs it to be available.

• And deliver is all about putting the information in the right people’s hands right when they

need it.

ECM SYSTEMS

•Alfresco

•EMC – Documentum

•Microsoft - SharePoint

•OpenText – Livelink

GARTNER ECM MAGIC QUADRANT

ALFRESCO

Alfresco recognizes the connection between ECM and BPM with the Alfresco One hybrid ECM product and the Alfresco Activiti workflow and

BPM suite.

ALFRESCOKEY FEATURES

• Access controls for setting user and group permissions that limit who can read or modify

documents.

• Version control to track changes and allow rollback to previous versions.

• Collaboration that facilitates content sharing in a secure manner, controlled by IT.

• Compliance features that manage record lifecycle from creation to destruction.

• Document management stewardship for business-critical documents.

• Mobile content management that allows access to documents anywhere, anytime.

• Process management tools to streamline cross-company business processes.

• Social media interfaces for YouTube, Facebook, Twitter, LinkedIn, Flickr and Slideshare.

• Workflow to help developers, administrators and non-technical business users design and manage

business processes.

ALFRESCO

STRENGTHS

• Keen sense of the ECM market's needs by adding new features to its product, including open APIs that support off-the-shelf integrations case management, analytics and workflow.

• Alfresco One, its core ECM product, delivers a consistent experience across social, mobile and cloud capabilities that support content management initiatives.

• Clients indicate that Alfresco's increased focus on the quality of its certified partner network has improved presales and post sales support

CHALLENGES

• Limited vertical solutions are hindering Alfresco's ability to differentiate. Enterprises should keep an eye on Alfresco'sexperience in their related vertical industries to make sure it will meet their needs.

• Performance and scalability were highlighted by some customers (surveyed by Gartner) as an issue.

• Prospective customers should pilot Alfresco with their most demanding use cases to ensure proper configuration and installation that suits their needs.

• A lack of experienced implementation partners and reports of inconsistent support make it important for prospects and customers to challenge Alfresco's support model.

• Identify an Alfresco-certified partner before committing or purchasing.

EMCDOCUMENTUM

Originally rooted in document management, the EMC Documentum suite provides ECM tools for ensuring regulatory compliance amid high transaction volume.

EMC – DOCUMENTUMKEY FEATURES

• The following are key components of EMC's Enterprise Content Management product:

• Document ECM platform, which is a repository for enterprise content.

• Documentum xCP, which is a development platform to help companies automate business processes.

• Documentum D2, which is an intuitive user interface for accessing enterprise content.

• Captiva, which is a set of ECM tools that automate document capture and transform information for content management systems, classifying data for subsequent business processing.

• Documentum Sciences, which is a platform that provides personalized, multichannel communication with customers.

• Syncplicity, which provides secure file sharing and file synchronization

• The Documentum platform complies with Content Management Interoperability Services (CMIS) standards, making it easier to interface with other content management systems.

EMC - DOCUMENTUM

STRENGTHS

• EMC offers extensive ECM components in its Documentum portfolio.

• Advanced its product offerings with cloud and mobile capabilities that provide customers with various choices of delivery model. Public cloud and industry solutions are also available for select products.

• The Documentum D2 client — EMC's modern, persona-based UI — provides a better user experience and enhanced collaboration capabilities, according to clients who have adopted it.

• EMC's technology partner ecosystem is well-established and has a robust global presence.

CHALLENGES

• EMC's sale of Syncplicity to a private equity company in July 2015 has reduced its product portfolio, although Syncplicity remains an EMC Select Partner. Prospective clients should consider their needs for EFSS, to see if EMC still meets all their requirements.

• Customer support issues and service levels are a concern from some of EMC's customers.

• Customers should work with EMC's service management group to gain above-average support and service levels.

• Documentum is predominantly deployed in large enterprises; it has a limited footprint in smaller enterprises due to implementation complexity and cost.

• Prospective customers should evaluate their complete ECM needs and determine if Documentum is the appropriate fit before committing to EMC.

MICROSOFTSHAREPOINT

Originally designed to help companies create Web portals, Microsoft SharePoint ECM has been integrated with other proprietary software to

create an ECM suite

MICROSOFT - SHAREPOINT

• The key components of the Microsoft SharePoint ECM suite are:

• SharePoint Online, a cloud-based service hosted by Microsoft that targets organizations of all sizes.

• SharePoint Foundation, the foundation technology for SharePoint that provides tools for

collaboration and document sharing.

• SharePoint Server, the underlying package for on-premises use of SharePoint, which provides tools

for ECM, business intelligence and enterprise search.

• SharePoint Designer 2013, which allows customers to design workflows.

• OneDrive for Business, which synchronizes team content to folders for offline use.

• Microsoft FAST Search, which provides indexing and efficient search of content of all types.

MICROSOFT - SHAREPOINT

STRENGTHS

• Microsoft's pervasive presence in enterprises of all sizes has created a huge ecosystem including both skilled experts on SharePoint implementation and customization, and vendors that add functionality to the basic core platform.

• Office 365's established cloud capabilities make leveraging SharePoint as an ECM solution attractive to many customers looking for easy-to-implement cloud ECM.

• Microsoft SharePoint has strong collaboration and team-room functionalities — being the basis for several other vendors' social and collaboration functionality

CHALLENGES

• SharePoint Online capabilities are not as complete as those of SharePoint on-premises.

• Customers considering SharePoint Online or Office 365 should pilot existing SharePoint ECM use cases.

• The SharePoint user interface is aging and new features are needed for a contemporary, Web-based user experience.

• SharePoint does not provide the same broad range of full ECM capabilities as the market leaders. Customers often have to rely on third-party add-ons for capabilities beyond the basics in areas such as imaging, records management, workflow and BPM.

OPENTEXTLIVELINK

This overview examines OpenText Content Suite, a set of ECM tools for

managing content from capture through archiving and disposition.

OPENTEXT

• Archive Server provides secure, policy-based content archiving.

• Content Server offers a centralized content repository.

• Enterprise Connect provides a common interface, through which workers can access and interact

with all their business content.

• Imaging Enterprise Scan enables scanning and indexing of low to high volumes of documents.

• Records Management manages content throughout its lifecycle with audit trails, and according to

company policy and regulations.

• Tempo Box allows users to synchronize information across all of their devices.

• Directory Services unifies user accounts across content repositories and business systems, so

workers can log in once and access content across systems.

OPENTEXT

STRENGTHS

• OpenText has a strong footprint within vertical solutions, especially for the government, life science, and utilities/energy industries.

• Strong technical partnerships with SAP, Microsoft and Oracle give OpenText a global presence in the ECM marketplace..

• OpenText offers a robust portfolio with a heavy focus on traditional ECM capabilities, making it a strong option for businesses looking for solid ECM functionality to address information governance requirements.

CHALLENGES

• Customer survey scores indicate lagging support and service responsiveness in relation to OpenText. In many cases the support is excellent, but there are enough cases — across regions and products — to warrant this caution.

• Prospective customers should learn as much about the products as they can and push for full answers to service and support SLAs before committing to a purchase.

• Emphasis on integration with third-party solutions such as SAP and Microsoft has delayed improvements to the OpenText Web UI, which can be a confusing and less than intuitive user experience.

• Prospective clients should track different users' experiences with OpenText and adjust their training requirements as needed.

• OpenText's policy for continued support of acquired and legacy products can mean little forward momentum or migration to developing and improved products.

• Customers should engage with OpenText to understand product roadmaps and ongoing upgrades in negotiating and getting support for migrations

REFERENCES

•AIIM

•The Real Story Group

•CMS Wire

•Tech Target

•Gartner

THANK YOU

Maria Lim

Director and Senior Consultant

IM Tech Solutions Ltd

Maria@imtechsolutions.co.uk

Skype: maria_13652

Mobile: +447896120587