WHITEPAPER. The Death of the Traditional ECM System. SharePoint and Office365 with Gimmal can Enable the Modern Productivity Platform

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1 1 WHITEPAPER SharePoint and Office365 with Gimmal can Enable the Modern Productivity Platform 1

2 Table of Contents 1.1 Overview What are the Challenges? The Ideal The Modern Productivity Platform Gimmal can Fully Enable the Modern Productivity Platform Summary About Gimmal... 7 About Gimmal Gimmal is the world s leading provider of solutions built on Microsoft SharePoint that extend and enhance its broad enterprise information management and governance capabilities and provide SAP content archiving and interoperability. With Gimmal s ground-breaking and award-winning solutions you can easily transform SharePoint into a platform that consistently governs and manages the content, documents and records in your organization and work with content online or offline from your Windows 8 PC, Tablet or Windows Phone. For more information, visit Copyright 2014 by Gimmal LLC All rights reserved. No part of this publication may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of the publisher, except in the case of brief quotations embodied in critical reviews and certain other noncommercial uses permitted by copyright law. 2

3 Overview Organizations have been addressing their Enterprise Content Management (ECM) requirements the same way for the past twenty years. When ECM solutions first came out, they were founded on the premise that organizations needed a way to manage unstructured information that would grow exponentially year after year. The strategy that ECM solution vendors took was to develop all-encompassing platforms that managed content in a central location and provided all the capabilities an organization needed. Today, the ECM market is over $5 billion 1, so ECM has certainly been a successful business for ECM vendors. However, in terms of return on investment, the same can t be said for ECM customers. The proprietary nature of these systems, combined with their difficulty to deploy, resulted in incomplete deployment and adoption, and this has been a recognized failure by organizations worldwide. To realize the value of enterprise content management users need to believe the platform simplifies their efforts and offers improved efficiency to their daily work. This means current ECM systems must embrace and support current expectations of information management: social, mobile, and cloud enablement. Further, the systems must provide a user experience that users love; one that gives users what they need, when they need it, without them having to think about it. This same platform must connect business applications, such as ERP, that can streamline work processes by combining the power of the detailed business systems with an experience that is efficient and focused on the user. Simply put, what we have today is not meeting organizational and user needs and is costing companies in overall productivity. In this paper we will outline the key factors that have resulted in the death of the traditional ECM system as we know it today. We will also examine the rise of The Modern Productivity Platform, its benefits and value and how it, in tow with Gimmal, can ensure that organizations will be able to dramatically improve productivity will driving down costs within an enterprise environment. What are the Challenges? In order to get to the ideal solution, we have to first understand the challenges, issues, and complexities of the current situation. To help define this situation, we need to look at five specific areas: Cost This includes the cost to purchase and maintain complex, monolithic ECM systems, and the costs to manage massive annual data growth. User experience As previously noted, for traditional ECM solutions, the user experience was never a priority: the system was designed to manage content, not engage the user. Content silos Disconnected systems do not allow for business process optimization, especially when some are controlled and others are not. Technological evolution Data growth, consumerization of IT, new engagement models (Cloud, Mobile, Social) and Big Data/Business Intelligence have had a significant impact, but are not being leveraged. What CIOs want We ve misunderstood what CIOs want, which are solutions, and not technology. The cost of traditional ECM systems is simply staggering. The starting price for a small enterprise deployment of 2,500 users can be as much as $1.5 million in license fees. Add a 20% average annual maintenance fee of 20% and in the first year of ownership the costs escalate to $1.8 million 2. According to AIIM research three-quarters of organizations have more than one ECM system deployed, and more than a quarter of organizations have more than four ECM systems deployed 3. In a multi-system environment maintenance, not to mention IT management costs, can quickly build beyond reason. According to AIIM research, 75% of organizations have more than one ECM system deployed, and more than a 25% of 1 Gartner, Market Share Analysis: Enterprise Content Management, Worldwide, 2013, June Traditional ECM vendors assessed based on publically available U.S. GSA pricing 3 AIIM, ECM at the Crossroads, June

4 organizations have four or more Factor in storage costs for exponentially growing volumes of content, and the information management bill surges ever higher. Based on IDC data, by 2020, organizations will have to manage 10 times as much information as they do today 4. All of that information is going to be stored somewhere, but how will it be accessed? Managing content is one thing, but getting value from information means leveraging it; be it through other business applications, collaboration or just simply sharing. All of these things have one thing in common, they all involve the user. User experience is the most critical aspect of the modern productivity platform and the failing of organizations to adopt or support the new consumer solution driven experiences has left traditional ECM systems unusable. Most organizations also struggle to give users immediate access to the content they need. In part this is due to the segregation of content from the user, which often sits idle in content silos. According to AIIM, 61% of active ECM systems are simply content dumping grounds, and not connected to any process that can derive value from that content. As Gartner states, most organizations simply maintain information as opposed to managing it The engagement model has changed significantly since the first ECM solutions came to market over two decades ago. Like the organizations who use it, technology has evolved. The consumerization of IT has affected every organization. People are comfortable with the user interfaces in the apps they have for personal use, and they want that simple, familiar experience in their work environment too. Cloud-based, file sync and share (FSS), collaboration tools like Dropbox and Box have become pervasive within organizations, often to the detriment of content security. Not surprisingly, users continue to leverage them because IT has not yet offered a replacement that is as easy to use. On the contrary, IT provides tools that are restrictive, complex, and offer limited search capabilities. (see graphic 6 to the top 7 ) Organizations leveraging outdated ECM systems are not enabling users to connect to one another and share information easily, and that pushes them to find their own solution. For the most part this solution is the 4 IDC, The Digital Universe of Opportunities: Rich Data and the Increasing Value of the Internet of Things, April Gartner, 2013 Strategic Roadmap for Enterprise Information Management, November AIIM, ECM at the Crossroads, June IDC, The Digital Universe of Opportunities: Rich Data and the Increasing Value of the Internet of Things, April

5 aforementioned Cloud-based FSS and collaboration tools, which has a negative effect of creating new silos of content in disconnected and unprotected environments. Furthermore, this separation of user and content means organizations are not able to connect the growing mass of valuable content and benefit from the Big Data revolution, as content is being stored, but not leveraged through business intelligence. In most cases, traditional ECM systems do not enable organizations to take charge of and leverage their most valuable resource: information. Most traditional ECM vendors have not overcome the key failing of their solutions and the reason adoption has never been high which is the ability to connect people and content. Yet, the CIO has spent millions on the foundation technologies (servers, data bases, productivity suites, Intranets/portals, etc.) that extend to information management platforms such as document management, records management, business applications, collaboration tools, etc. in hope that their ECM system will provide that missing connection. But ECM system vendors continue to deliver a solution that misses the CIO mark. What CIOs want, and now justifiably expect, are solutions that leverage their existing technology stack, and integrate and consolidate their information management platforms. They want these solutions to be relevant to their organizations, not only today, but in the future, so they can adopt and extend technologies as the need arises. What is the solution to all of these challenges? The Ideal The Modern Productivity Platform Organizations require an information management solution that engages the user by connecting them to the content they need immediately, simply, and through a familiar experience. It should be something that people are used to and that improves productivity and collaboration. It must provide document and records management. It needs to integrate with other business systems, and be able to both drive and extend business processes. It must be future ready, so efforts to implement changes, like moving to a cloud based architecture, are not stifled by proprietary technology. SharePoint is The Modern Productivity Platform. SharePoint is a proven enterprise platform for information management. Sixty-four percent of organizations consider collaboration to be the primary focus of their information management solution. SharePoint was built with the user in mind, and its roots as a portal or collaboration tool continues to provide the foundation for the overall solution SharePoint connects people and content in a way no other EIM solution can. Sixtyfive percent of organizations use SharePoint as their primary ECM system. Forty-six percent of organizations use SharePoint as their records management system 8, which is twice that of the next ECM/RM system. So from a pure content and records perspective SharePoint is the leading solution. When it comes to preparing for the future, SharePoint ensures its customers that it is Cloud, mobile and social ready. Be it as a pure Cloud based ECM with Office 365 and SharePoint Online, or enabling enterprise file, sync and sharing through One Drive for Business, users can get to their content in whatever experience they prefer, on any device they are carrying. Ninety percent of the Fortune 500 is leveraging enterprise social 9, and Yammer s direct integration with SharePoint ensures that it can be done to scale and securely. Most importantly, SharePoint is the only EIM platform that offers organizations complete flexibility and choice, ensuring they get a solution that fulfills all of their unique needs. SharePoint does this for the most part through its vast partner ecosystem. In this model, SharePoint can truly be a platform for EIM that can be enhanced and extended to meet the horizontal and vertical requirements of every organization. 8 AIIM, ECM at a Crossroads, June Deloitte, Enterprise Social Networks: Useful Tool, Not Always a Panacea, February

6 Gimmal can Fully Enable the Modern Productivity Platform Gimmal has spent more than a decade providing enterprise-class solutions that enable organizations to better leverage their investment in SharePoint. From rapidly deployable, enterprise scale, branded intranets to governance underpinnings that allow organizations to extract the value of information, Gimmal reduces business application complexity and drives content-enabled business solutions. By keeping in lock-step with Microsoft and the evolution of SharePoint, Gimmal is one of very few vendors that provides a Cloud-ready platform for organizations looking to, or preparing to move their on-premises solutions to Office 365. In supporting both the on-premises and Cloud paradigms offered by Microsoft Gimmal enables continued support for existing investments in SharePoint while providing a path for the future and the inevitable push to the Cloud. All of this can be accomplished though Gimmal s extensive product portfolio: Gimmal Portal in 90 Days - Enterprise Intranet Gimmal can help you create a content-ready corporate intranet in record time, with easy enterprise control and extensions to the best of what SharePoint has to offer for search, company branding, web content management, personalization, localization, and social collaboration. Gimmal Portal components for SharePoint 2013 minimize the need for costly custom code and provide you with a supported upgrade path for your Intranet to the next release of SharePoint. Eliminate wasted time gathering common requirements, jump start your portal with a rich library of site templates, establish a flexible Information Architecture, take full advantage of essential productivity features such as enterprise search, mega menu navigation, and personalization and localization. Gimmal Information Governance Suite & Compliance Suite for SharePoint Complete information lifecycle management for SharePoint, ensuring that the moment a document comes into your organization it can be controlled in compliance with baseline or the most stringent retention plans. Reduce cost and risk by transforming your SharePoint environment into a productive, consistent and compliant content management platform with transparent information governance. The Information Governance Suite is the only solution available today that extends the powerful capabilities of SharePoint to improve user search, create consistency in SharePoint documents and sites and provide true end-to-end site governance, all without moving content outside of SharePoint. Benefit from a highly productive and efficient solution that extends SharePoint with the Department of Defense certification for records management systems, the de-facto standard for records management applications in North America. With the Compliance Suite, organizations no longer need additional third-party content and records management repositories or solutions to support certified records management for SharePoint. This allows organizations to simplify their infrastructure and reduce the cost and complexity of being compliant. Gimmal ERP-Link for Microsoft SharePoint and SAP Dramatically improve adoption of SAP business processes and control of SAP content through interoperability with SharePoint without having to invest in a second ECM platform. ERP-Link brings the bidirectional access of content to users of SharePoint and SAP. With ERP-Link Suite for SAP and Microsoft SharePoint SAP and SharePoint users have common access to documents and the 6

7 ability to work on shared business processes. ERP-Link is an SAP ArchiveLink-certified platform that can be used for accounts payable and finance, HR, plant maintenance, project management, and more anywhere documents are needed to support functions based in your SAP system of record. GimmalPoint for Windows 8 & Windows Phone Access content in SharePoint on-prem or in the Cloud from any Windows 8 supported device, or version of SharePoint. Connect to all of your key content sources: SharePoint, Office 365, OneDrive, OneDrive for Business, Yammer, OneNote and Box, all directly from the GimmalPoint App. Offline support lets you download documents locally, view item and document properties, and leverage enhanced search across multiple sites. Regardless of whether you use SharePoint 2010 or 2013, on-premises or in the Cloud on Office 365, or using all environments within the same organization be assured of fast, synced access to all of your information on your Windows 8 touch-enabled desktop, laptop, Smart Phone, or Tablet! Summary Gimmal is empowering organizations in their move to the Modern Productivity Platform and can ensure that organizations will be able to take SharePoint and leverage it as the leading enterprise content management platform it has become. This is done by extending and enhancing SharePoint s native records and governance capabilities, connect it to business applications such as SAP, and drive adoption of SharePoint through automation and a simplified role-based user experience. ECM does not have to be complex and cumbersome, nor does it have to live on-premises when the Cloud could provide a more flexible and affordable environment. Gimmal brings this all to organization and enables them to leverage their investment in SharePoint, drive innovation and adoption and build departmental business solutions with a user-first experience. 7

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