Comparing Core ECM Features of Documentum and SharePoint 2010 Which Platform is Right for You?

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1 White Paper Comparig Core ECM Features of Documetum ad SharePoit 2010 Which Platform is Right for You? Complex, heterogeeous ad fragmeted Eterprise Cotet Maagemet (ECM) ladscapes across most eterprises trigger strog busiess drivers to coverge to a smaller techology footprit. This eeds to be justified with a compellig busiess case eumeratig sigificat Total Cost of Owership (TCO) reductio ad Retur o Ivestmet (ROI). Eterprises with Documetum as their existig ECM stadard ad also cosiderig (or implemetig) SharePoit for collaboratio ad portal requiremets eed to objectively assess whether the latter ca also fulfil ECM eeds, potetially allowig covergece to a sigle platform for all iformatio eeds. The purpose of this white paper is to provide a objective compariso betwee the core ECM (Documet ad Records Maagemet) features of Documetum ad SharePoit This compariso will help ECM architects i establishig a evaluatio scorecard to decide which of the two platforms would better suit or suffice a eterprise s specific ECM requiremets or if they should co-exist to provide complemetary services.

2 About the Author Jaydev Kudurmutt Jaydev Kudurmutt is a Seior Cosultat at Tata Cosultacy Services (TCS) with 20 years of IT experiece. He is presetly egaged as SharePoit Architect with the TCS Corporate Microsoft Techology Ceter of Excellece Group. 2

3 Table of Cotets 1. Itroductio 4 2. Evaluatio Criteria 5 3. Compariso Matrix 6 4. Coclusio List of Abbreviatios 40 3

4 Itroductio The ECM ladscape i most orgaisatios is complex, heterogeeous ad fragmeted. Lack of a uified view ad platform for accessig ad maagig cotet leadig to overall loss i productivity i iformatio maagemet ad overheads o maitaiig the ECM footprit both from a operatioal ad capital expediture perspective are few of the challeges associated with it. CIOs ad Eterprise Architects are costatly faced with the eed to critically evaluate optios towards reducig this diverse footprit to the optimal extet that ca result i reductio of TCO ad icrease i ROI. Narrowig this problem statemet dow to a specific area, orgaisatios with heavy footprit of Documetum are icreasigly challeged with the lack of a uified platform for all-roud ECM, i additio to multiple, complex licesig optios ad associated costs, less tha optimal user experiece, customizability challeges, reduced developer productivity, lack of seamless iteroperability ad usability with Desktop productivity applicatios ad weak offerigs / roadmap for cloud-based ECM computig opportuities. Besides, may advaced features of Documet ad Records Maagemet of Documetum are seldom used or complex to uderstad. It must also be ackowledged that SharePoit has assumed tremedous adoptio i geeral, across most eterprises today as a platform for collaboratio ad itraet portals. Those that have ot yet adopted SharePoit are seriously evaluatig or plaig to implemet i the ear future. Those that have already ivested i earlier versios of SharePoit are lookig to evetually upgrade to SharePoit These treds exted as much to orgaisatios that have log stadig implemetatios of Documetum. ROI calculatios to determie the most optimal roadmap from a techology footprit perspective must critically ad objectively evaluate the merits/demerits of maitaiig both Documetum ad SharePoit (as stadaloe or complemetary platforms) versus covergig to a sigle platform. SharePoit 2010, with its sigificat fuctioal ad scalability ehacemets over MOSS 2007 i providig full-fledged ECM (Documet ad Records Maagemet features) alog with providig a capabilities-rich, uified ECM platform, its relatively simple licesig structure, strog iteroperability with Office productivity suites ad a defiitive roadmap for cloud based computig, make it, all i all, a fairly strog coteder for the ECM platform covergece road ahead. However, to make a objective assessmet of what ECM roadmap to adopt, a detailed compariso of the two products amely Documetum ad SharePoit is eeded. The purpose of this white paper is therefore, to provide a objective compariso betwee the core ECM (Documet ad Records Maagemet features) of Documetum ad SharePoit 2010 that would provide guidace to ECM architects i establishig a evaluatio scorecard to decide which of the two platforms would better suit or suffice a eterprise s specific ECM requiremets or i some cases, should co-exist to provide complemetary services. The emphasis is o the term specific sice ot all features that either product offers (or lacks i) may be applicable or critical to a orgaisatio s eeds. While the article does ot claim to be a authoritative compedium o every graular aspect of Documets ad Records Maagemet features offered by either product, it makes for a reasoable guidace primer. 4

5 Documetum versio 5.3/6.5 has bee predomiatly referred to for the compariso. The white paper first provides a listig of criteria that have bee used for the compariso, followed by a detailed tabular matrix that compares both the products o specific Documet ad Records fuctioality ad features uder each criterio (head). The paper cocludes with guidace o how to best utilize the compariso matrix to arrive at a evaluatio scorecard. Evaluatio Criteria The compariso of features betwee SharePoit 2010 ad Documetum is based o the followig high level criteria (heads): Core Documet Maagemet Cliet Itegratio Capabilities with MS Office Documets ad MS Outlook Versioig Liks, Virtual (Compoud Documets) Commo Documet Operatios Documet Reditios Security Navigatio Taggig ad Ratig Taxoomy Cotet Deletio Auditig Core Records Maagemet Iformatio Rights Maagemet Maagig Documet Lifecycles Documet Workflows Storage Programmability Search 5

6 Compariso Matrix Feature Fuctioality Documetum SharePoit 2010 Commets (Where relevat or required) Core Documet Maagemet create, store ad publish alog with metadata edit metadata properties of idetify uiquely usig a ID regardless of locatio I SharePoit 2010, i a Site Collectio ca be uiquely idetified by Documet IDs ad therefore URLs to ca be restricted to the site collectio followed by the Documet ID (regardless of which sub site, documet library or folder that the documet may be physically stored i). For the documet umberig to be geerated by SharePoit, the Documet ID feature eeds to be activated i the Site Collectio. The URL patter to refer to a documet by its Documet ID is as follows: px?id=<documet ID> Every cotet item i SharePoit is also idetified by a GUID that chages oce a cotet item is moved or copied to a differet locatio. I Documetum, every cotet object icludig are idetified by a uique object ID that is geerated as per a specific patter that icludes i it, the repository ad object type. Cofigurability of Documet IDs I SharePoit 2010, it is possible to cofigure the Documet ID capability (to a limited extet) to choose the Documet ID umberig schema. This capability allows a uique patter to be maually chose for each site collectio where the feature is eabled. It also esures that the Documet ID is truly uique eve across site collectios. The Documet ID is a alphaumeric strig i SharePoit 2010 that comprises 2 parts: 6

7 <Documet Prefix>-<-X-Y>. The Documet Prefix comprises of 4-12 characters, which ca be maually cofigured (if required) whereas the Documet Suffix comprises umbers that are auto-geerated by SharePoit. While it is theoretically possible for the same Documet ID to be geerated across site collectios or web applicatios (i the evet that we do ot cofigure the Documet ID prefix), the probability of that happeig is extremely miimal. Oly that iherit from the Documet Cotet Type are capable of leveragig the Documet ID geeratio feature. The Documet ID feature is available at the site collectio level ad ca be used across various site templates such as Record Cetre, Documet Cetre, Team / Collaboratio Sites ad so o. a lik (URL) as Documet ID Custom Documet Types I SharePoit 2010, ca be liked to Cotet Types that are logical metadata etities that ca help coveietly classify ad categorize based o their busiess or fuctioal use as well as apply policies ad workflows agaist. Cotet Types ad Site Colums (metadata) themselves are reusable across SharePoit 2010 sites, site collectios ad web applicatios. Similarly, i Documetum, are associated with Documet Types, which i tur are comprised of fields (metadata). Iheritace of Documet Types Custom Cotet Types ca be created based o OOB cotet types ad ca hold custom metadata (site colums). Custom Cotet Types ca iherit from ad exted to aother Custom Cotet Type. Documetum has similar iheritace ad customisatio capabilities o Documet Types. 7

8 However, a subtle poit of differece: All i Documetum must ecessarily iherit from a documet type. I SharePoit, by cotrast, it is possible to associate custom metadata with a documet library where such metadata may ot ecessarily be part of a cotet type. Custom Documet metadata various types of Metadata I additio to those metioed below, SharePoit 2010 provides additioal OOB metadata colum types such as: Perso or Group, Hyperlik or Picture, Calculated ad Currecy. Documetum supports a metadata type called as ID, which is a strig field that is usually system geerated. SharePoit s equivalet is the GUID which is also system geerated. Sigle Lie of Text Multi Lie Text SharePoit Madatory or Optioal Allows eforcig of uique values Allows settig of maximum umber of characters Allows settig of Default Value Allows a Calculated Value. Madatory or Optioal Allows for ulimited legth i Documet Libraries Ca specify umber of lies for editig Allows specifyig Type of text plai, rich, ehaced Allows optio of appedig of chages to existig text. Rich Text Date Time Boolea SharePoit / check box Allows default selectio of or 8

9 Choice SharePoit 2010 allows selectio through check boxes (sigle/multiple values), radio buttos (sigle value), drop-dow (sigle value) or list box (sigle/multiple values). Lookup SharePoit stores lookup values either locally i a list as hard coded set of values or i a userdesigated list. Documetum represets lookup fields as Value Assisted fields the domai values of the lookup are stored i Registratio Tables. Lookup from a Cetral Taxoomy Number (Iteger, Double) SharePoit 2010 offers a cetralized taxoomy store that ca be shared across site collectios, web applicatios ad eve farms this cetral term store ca be liked ito metadata colums (through maaged metadata lookup colums) that provide ituitive as well as type-ahead features to suggest. Object types ad metadata ca be shared across a repository (docbase) but ot across repositories. SharePoit Madatory or Optioal Allows eforcig uique values Allows specifyig miimum ad maximum values Allows specifyig umber of decimal places (Automatic or Explicit: 0 5) Allows specifyig a default value: specific or calculated) Allows showig umber as a percetage. Multi-Value SharePoit 2010 allows selectio through check boxes (sigle/multiple values), radio buttos (sigle value), drop-dow (sigle value) or list box (sigle/multiple values). Documetum allows selectio of Multiple or Repeatig values for a meta data field. Folders ad Sub Folders 9

10 Choice SharePoit 2010 allows selectio through check boxes (sigle/multiple values), radio buttos (sigle value), drop-dow (sigle value) or list box (sigle/multiple values). Custom Folders (with custom metadata) Implemeted i SharePoit 2010 as custom folder cotet types. Maximum Folder Name Legth Maximum URL Legth of ay Documet (icludig folders) > 128 chars 128 chars > 256 chars 256 chars Documetum has cosiderably greater limits tha SharePoit i terms of legth of file ad folder ames. Documetum has cosiderably greater limits tha SharePoit i terms of legth of file ad folder ames. File Name Legth > 128 chars 128 chars Documetum has cosiderably greater limits tha SharePoit i terms of legth of file ad folder ames. iclusio of special characters i amig of objects. SharePoit does ot support special characters i file ad folder ames such as ~#%&*{}\:<>?/ ". Also, SharePoit has the followig restrictios: The period character caot be cosecutively used i the middle of a file ame The period character caot be preset at the ed of a file ame A file ame caot commece with a period character. Maximum File Size that ca be stored > 2GB 2 GB Documetum ca store files of very large size as compared to SharePoit While SharePoit 2010 is cofigured by default for a maximum file upload size of 50 MB, this ca be icreased to a maximum of 2 GB. multiple views of cotet icludig persoalized views Both SharePoit ad Documetum support cofigurability ad creatio of views of cotet, which ca be persoalized. SharePoit i additio supports the ability for cotet owers to target cotet to users ad groups ad the 10

11 graularity of cotet targetig could be as fie as a list or documet item. Duplicate Documets i same Folder Documetum does ot prevet two (files) with the same ame from beig stored i a give folder. SharePoit either disallows this sceario or provides a cofigurable choice to store such as versios of the same documet. Cliet Itegratio capabilities with MS Office Documets Edit With Rich OOB, cliet itegratio capabilities with MS Office Cliets such as Excel, Word, PowerPoit ad Outlook exist for SharePoit Documetum WebTop 6.5 offers exposure to similar capabilities however, through separate purchase of cliet Applicatio Coector Liceses. Save As Populate metadata Check I/Out Create Versios Widows Explorer View of Cotet Bulk Copy, Paste, Move Same as Above Same as Above Same as Above Same as Above Same as Above Same as Above Itegratio with MS Outlook Sychroisatio of Caledars, Tasks, Cotacts, Documets SharePoit 2010 supports rich sychroisatio (bidirectioal) with MS Outlook cliets. Documetum WebTop 6.5 offers exposure to similar capabilities however, through the separate purchase of cliet Applicatio Coector Liceses. icomig mail SharePoit 2010 supports rich sychroisatio (bidirectioal) with MS Outlook cliets. Documetum WebTop 6.5 offers exposure to similar capabilities however, through the separate purchase of cliet Applicatio Coector Liceses. 11

12 Alerts Creatig SharePoit 2010 allows for users as well as cotet Alerts owers to cofigure alerts o cotet (chages). Alerts ca be cofigured to otify of ay chages to a documet library or list. Alerts may be set out to users idividually. Alerts ca also be set to groups if either of the followig is true: The group is a eabled group The group is explicitly added to a permissio group i the Site Collectio, Site or Documet Library where the alert is required. Subscribig to Cotet chages Same as above. Versioig Check I/Out Major Versios Mior Versios (Revisios) Cofigurabil ity to create versios major oly, major ad mior, oe. Delete mior versios while retaiig the major (approved) versio Publish / Upublish Versios Overwrite a Versio 12

13 Versio History Versio Labels/Com mets Documetum allows custom labels to be created as part of a versio, i additio to geerated versio/revisio umbers. SharePoit does ot have a equivalet feature. Check i commets however, ca be provided o either platform as part of a versio. Brachig Documetum allows a versio (revisio) to be brached. There ca be multiple such braches created i a versio tree. This allows idepedetly workig o a specific versio without impactig the curret or published versio. SharePoit does ot provide such capability. Restrictig umber of versios storig most File Types. Both Documetum ad SharePoit support a wide array of File Types that ca be stored Liks, Virtual (Compoud) Documets Documetum has a sophisticated ad wellevolved framework for creatig compoud (or logical sets) of called as Virtual Documets that ca be hierarchical i ature as well. SharePoit 2010 itroduces the otio of a Documet Set which is more a physical (rather tha logical) collectio of that share commo characteristics/behaviour such as metadata, workflow, versioig, dowload as a zip capability, uique Documet ID, permissios ad support for cotet types. The closest equivalet otherwise, of a Virtual Documet i SharePoit 2010 may be costrued as a hierarchy of folders that i tur cotai liks to however, sas the ability to collectively versio, dowload, apply workflows ad so o. 13

14 Lik folders to folders ad i may-tomay mode Documetum ca lik a folder to multiple folders (that could be i ay hierarchy) ad further these appear o the User Iterface as ay other ormal or aturally created folder uder that folder. There is o OOB support for such capability i SharePoit Preserve referetial itegrity i liks o, cascade deletes ad so o. Liks i Documetum ca be cofigured for referetial itegrity ad cascade deletes as compared to targets. I other words, ca be liked i a way that prevets deletig a documet that is liked to aother or coversely deletes the liked documet(s) o deletig the source. such capability exists i SharePoit At best, SharePoit 2010 itroduces the referetial itegrity ad cascades delete relatioships betwee two lists (but ot documet libraries). likig to specific documet versios irrespective of which versio is "curret" or "published". maitaiig liks as copies of with ability to reflect ay updates to origials o the copies. SharePoit 2010 supports maitaiig copies of with the ability to automatically update ay chages to the origials to the copies. seamlessly viewig liked folders ad as folders & Liks i SharePoit appear as distict icos i their ow right they may almost be cosidered as shortcuts or hyperliks but o further itelligece beyod that. 14

15 creatig shortcuts or liks to folders or SharePoit 2010 supports a Lik Cotet Type that allows creatio of liks (shortcuts) to URLs from withi a documet library or folder. The liks however are ot boud to the target i that, if the target is moved or deleted, the liks should also reflect or behave accordigly. I Documetum, by virtue of the fact that every object whether folder or documet is always idetified by a immutable object ID, liks are essetially object ID refereces which meas that if a object is deleted, all associated liks are also automatically deleted ad if a object is moved, the the lik cotiues to poit to the object. logically groupig shortcuts (liks) i a folder groupig to collectively apply metadata, workflows, dowloads ad versios I the case of SharePoit 2010, this is implemeted through a Documet Set which is a physical (ad ot logical) groupig of. I the case of Documetum, these features are available o logical groupigs. likig i a masterchild hierarchy Virtual Documets i Documetum support the ability for a documet to be desigated as a master documet that i tur liks ito child. There is o OOB support for such capability i SharePoit multiple liked ested Virtual Documets i Documetum support the ability to have ested / hierarchical liks of /folders. There is o OOB support for such capability i SharePoit

16 Commo Documet Operatios Upload idividually or i bulk Upload through drag-drop Drag-drop based uploads are provided to OOB o SharePoit 2010 Documet Libraries. O Documetum Web Top 6.5, this is possible through purchase of Applicatio Coector liceses. Dowload (Export) i bulk I SharePoit 2010, bulk dowload of is oly supported for Documet Sets (ad that too as a sigle zip file). Otherwise, a bulk dowload of i a give folder (or root folder) is possible through a Copy-Paste operatio usig the Explorer View. Documetum provides bulk Cotet Export features to OOB. Copy to other locatios Documetum allows for bulk copy ad paste through a Clipboard across locatios such as folders ad cabiets. SharePoit 2010 ca support this oly through Explorer view but ot as a ative capability. Otherwise, SharePoit supports a Sed To meu optio o a per documet basis to copy or move or copy as a lik to a differet documet library. SharePoit also supports a Cotet ad Structure View as a site level admiistratio optio to bulk move or copy cotet. Move to other locatios Documetum allows for bulk cut ad paste (move) through a Clipboard across locatios such as folders ad cabiets, while SharePoit 2010 ca support this oly through Explorer view but ot as a ative capability. Otherwise, SharePoit supports a Sed To meu optio o a per documet basis to copy or move or move with a lik behid to a differet documet library. 16

17 Move to other locatios leavig a lik behid Documetum allows for bulk copy as lik through a Clipboard across locatios such as folders ad cabiets. SharePoit 2010 supports a Sed To meu optio o a per documet basis to copy as a lik to a differet documet library. Associate a default documet template I SharePoit 2010, the default documet template could be, for example, stadard MS Office documet templates such as Word, Office ad so o, or a specific documet template idicated by a URL. Edit Documet Metadata i bulk I SharePoit 2010 as well as Documetum, there is o OOB feature to update metadata values i bulk uless a default value is assiged. However, i SharePoit 2010, usig the datasheet view, it may be possible to copy-paste colum values i bulk provided all the madatory colums for multiple have already bee etered or icluded i the bulk copy-paste operatio. Delete idividually ad i bulk Checkout i Bulk Edit i Bulk Documet Reditios covert betwee commo formats (for example Word to PDF or Word to HTML) SharePoit 2010 offers Documet Coversio services for commo documet format coversios such as XML to HTML, Word to HTML, IfoPath to HTML. Further, if the Office (2010) Web Cliet Access is eabled, Office ca be directly viewed i the browser without the eed for the correspodig Office Cliet applicatio. SharePoit 2010 also offers Word Automatio Services that allow coversio of the followig source to PDF ad XPS: 17

18 Ope XML File Format (.docx,.docm,.dotx,.dotm) Word (.doc,.dot) Rich Text Format files (.rtf) Sigle File Web Pages (.mht,.mhtml) Word 2003 XML Documets (.xml) Word XML Documet (.xml) Documetum Cotet Server provides two formats for trasformatio by default amely, PDF ad HTML. All other formats are provided separately by Documetum Cotet Trasformatio Services. Cotet Reditio Services ca produce PDF reditios for the followig source formats: Microsoft Word Microsoft PowerPoit Microsoft Excel Lotus WordPro WordPerfect PostScript Cotet Reditio Services ca produce HTML reditios for i the followig Microsoft Office formats: Microsoft Word Microsoft PowerPoit Microsoft Excel Cotet Reditio Services ca produce HTML reditios for i the followig Documetum Media Trasformatio Services is a optioal product (o top of Documetum Cotet Server) that lets oe maage rich media such as jpeg ad various audio ad video formats. reder i differet formats See Above Maage liks betwee the reditio(s) ad the origial I Documetum, whe a file is versioed, its reditios, icludig ay thumbail reditios, are ot carried forward with the ew versio of the file automatically. Whe a ew versio of the file is created, the reditios remai with the previous 18

19 versio. However, the Documetum Admiistrator may automatically cause geeratio of ew reditios upo check i, ad versio a file if it was selected durig reditio creatio. Whe the source documet is deleted, all its reditios are also automatically deleted. Reditios themselves caot be checked out/versioed/updated. All ACLs of the source object are automatically iherited by reditios. I SharePoit 2010, a lik is preserved betwee the source documet ad the target format. Differet documet cotet types ca be assiged differet documet coversios. It is possible to have chages made to the source documet automatically propagate to the target format this is cofigurable ad optioal. It is possible to directly update ad versio target idepedetly of the source. Security itegrated Widows autheticatio Documetum ad SharePoit both essetially plug ito exteral autheticatio stores i order to autheticate users. Both ca be cofigured/customized to autheticate agaist various types of autheticatio stores such as Active Directory, LDAP ad custom stores. SharePoit by default is cofigured to use Widows Autheticatio (agaist AD). autheticatio agaist LDAP sources Documetum ad SharePoit both essetially plug ito exteral autheticatio stores i order to autheticate users. Both ca be cofigured/customized to autheticate agaist various types of autheticatio stores such as Active Directory, LDAP ad custom stores. autheticatio agaist custom sources like SQL databases Documetum ad SharePoit both essetially plug ito exteral autheticatio stores i order to autheticate users. Both ca be cofigured/customized to autheticate agaist various types of autheticatio stores such as Active Directory, LDAP ad custom stores. Web SSO Documetum ad SharePoit both essetially plug ito exteral autheticatio stores i order to autheticate users. Both ca be cofigured/customized to autheticate agaist various types of autheticatio stores such as 19

20 Active Directory, LDAP ad custom stores icludig Web SSO providers. Claims based autheticatio SharePoit 2010 builds i ative support for Claims based autheticatio, which meas it ca plug ito ay autheticatio provider (regardless of platform/vedor) that supports this protocol. Documetum may ot atively support claims based autheticatio yet. Cotrol cotet access at User ad Group level Both platforms have a security model based o Groups ad Users for cotet access. Permissio assigmet to AD Groups SharePoit supports security groups based o Active Directory groups if usig Widows autheticatio. Customisability of Permissio Levels Documetum supports default ad customisable permissios (ACLs) ad privileges to users ad groups o cotet. Documetum implemets ACLs through Permits, Exteded Permits, Privileges ad Exteded Privileges. SharePoit 2010 also provides default ad customisable permissio levels to users ad groups o cotet. SharePoit has default Permissio Levels such as View, Read, Cotribute, Full Cotrol, ad Desiger which i tur are collectios of permissios custom permissio levels with differet combiatios of permissios are possible. Permissio to Browse Documet Metadata Permissio to Browse Cotet Permissio to Browse Metadata but ot Cotet I SharePoit, it is ot possible to assig a permissio that allows just browsig of documet metadata without actually beig able to view the cotet of the documet. 20

21 Permissio to Relate Documets/ Objects NA I Documetum, there is a feature that allows objects to be related for example likig of folders ad there is a specific permissio that allows a user to create such likages ad without ecessarily havig the permissio to edit the cotet. There is o equivalece of such capability ad hece permissio i SharePoit. Permissio to Versio Documets/Ob jects but ot Edit Documetum allows versioig a documet without ecessarily beig grated the permissio to edit the documet. There is o equivalece of such a capability ad hece permissio i SharePoit. Permissio to Edit Documets/ Objects SharePoit has separate permissios for Add, Edit ad Delete uder the Cotribute Permissio level custom Permissio levels ca be created to allow for ay combiatio of these permissios or idividual permissios. Similarly Documetum has separate permissios for creatio, modificatio ad deletio of cotet. Permissio to Delete Documets/ Objects SharePoit has separate permissios for Add, Edit ad Delete uder the Cotribute Permissio level custom Permissio levels ca be created to allow for ay combiatio of these permissios or idividual permissios. Similarly Documetum has separate permissios for creatio, modificatio ad deletio of cotet. Permissio to Create Security Groups Permissio to Create Metadata (fields, documet types) I Documetum, this icludes permissios to create documet types ad fields. I SharePoit, this icludes permissios to create cotet types ad site colums. Permissio to Create Taxoomy Cotaier Structures I Documetum, this icludes permissios to create cabiets, folders ad so o, while i SharePoit, this icludes permissios to create Sites, Sub Sites ad Documet Libraries. 21

22 Permissio to assig permissios to groups/users Permissio to Audit cotet. There is o separate audit-specific permissio at par with other permissios i SharePoit to be able to Audit cotet this is more a admiistrator privilege. Documetum has explicit privileges i respect of audits. Graular permissios to Users/Groups to cofigure, view ad purge audit logs Documetum has graular privileges for cofigurig, viewig ad purgig audits. Multiple levels of permissios such as at folders ad I Documetum, it is possible for a give user that is part of a group with a elevated set of permissios o a object to be explicitly deied oe or more of those permissios. I SharePoit, there is o meas of doig this ad the user will always acquire the uio of all permissios he/she gets through differet group memberships. Permissio iheritace across cotaier hierarchy icludig the ability to override at ay level. Documetum supports ACLs at DocBase, Cabiet, Folder ad Documet levels. Similarly, SharePoit supports permissios at Site/Sub Site, Documet Library, Folder ad Documet Levels. Metadata level security o. Both Documetum ad SharePoit support maximum security graularity up to the Documet level. Metadata level security is ot supported OOB. est security groups Documetum allows security groups to be ested so as to iherit permissios of the paret group(s). I SharePoit 2010, there is o OOB capability to est security groups. At best, it is possible to have oe level of AD group(s) cotaied i a SharePoit group. 22

23 Permissios at "Everyoe" level. Documetum has global or default permissios such as dm_world for example that applies to all users. Similarly SharePoit 2010 has global or default permissios for example for all Widows Autheticated users. Navigatio view ad avigate through hierarchical structures (orgaisatio) of cotet SharePoit 2010 provides cotet orgaisatio through Web Applicatios, Site Collectios, Sites, Documet Libraries/Lists ad Folders. Navigatio is provided through Global Navigatio, Quick Lauch Bar, Tree View, Locatio (Folder) ad Metadata based Navigatio, Summary Liks Web Parts, TOC Web Parts, Site Directory ad last but ot least through Maaged Metadata models, Cotet Types ad Tag Clouds. SharePoit 2010 makes it possible to cofigure ad display multiple views of cotet displayig the desired metadata ad apply sortig, groupig ad filters folder or flat views ca be displayed. Views o Documet Libraries/Lists ca be created exposig/hidig differet colums or metadata (as desired) ad the targeted based o Audieces through Web Parts such as Cotet Query Web Parts or Documet Library Web Parts. Graularity of targetig is possible up to a or list item level. Users ca be give the permissio to create persoal views as log as they have at least cotribute rights (or "Maage Persoal Views" permissio). SharePoit allows OOB capability to cofigure views i the form of a Spreadsheet (DataSheet) views, Gatt views ad Caledar views. SharePoit 2010 provides locatio ad metadata based avigatio as part of the Quick Lauch Navigatio pae o the left side for a Documet Library. This pae ca provide the followig avigatioal aids, depedig o Locatio Based Navigatio settigs chose: Navigatio by folder trees Navigatio by Cotet Types as well as by Metadata Navigatio by Tags ad Ratigs 23

24 Documetum offers a Web Top cliet as a browser based User Iterface to avigatig cotet repositories. Cotet is orgaized as Repositories (DocBases), which i tur are composed of Cabiets, Folders ad Sub-Folders. Cotet orgaizatio is represeted typically i a moolithic view of a file-folder structure. It is possible to cofigure views of cotet i folders to display metadata of choice ad also be able to sort, filter ad page. It is also possible for users to create persoalized views of cotet. The ability for cotet owers to selectively target cotet to audieces may ot be possible OOB. There are o OOB secodary methods of visual avigability such as metadata drive avigatio ad tag clouds. Documetum provides a Web Developmet Kit to eable customizatio of the User Iterface whereas SharePoit provides desiger tool (SharePoit Desiger) based customizatio capabilities. The desiger is a power-user or Iformatio Worker orieted tool that does ot really demad core-developmet capabilities. Metadata drive avigatio SharePoit 2010 provides locatio ad metadata based avigatio as part of the Quick Lauch Navigatio pae o the left side for a Documet Library. This pae ca provide the followig avigatioal aids, depedig o Locatio Based Navigatio settigs chose: Navigatio by folder trees Navigatio by Cotet Types as well as by Metadata Navigatio by Tags ad Ratigs Documetum does ot offer meta data or tag drive avigatio capabilities OOB. Taggig ad Ratig Folksoomy - Ability for ed users to tag cotet ad discover/aviga te through tags SharePoit 2010 offers a OOB Eterprise Keyword as well as Term Store that allow ed users to tag cotet with a cofigurable optio to restrict such capabilities as well. Such keywords ad terms also display as autosuggestios to allow ituitive selectio of 24

25 available taxoomy promotig re-use ad cosistecy i cotet classificatio. add commets/o tes to ad share otes. I SharePoit 2010, oe or more users to a documet similar to Documetum ca add multiple tes however, this is more like a collaboratio feature ad is ot a meas of aotatig a documet like i Documetum. tes ca be added without the eed to check out a documet (eve if check out required for edit optio has bee cofigured). Commets ca be added otherwise as part of out of box or custom text colums created i a Documet Library such commets would amout to oe field per documet item. rate (by cotet cosumers) SharePoit 2010 itroduces a powerful folksoomy feature allowig ed users (cotet cosumers) to rate (ad cotet) ad the be able to browse/search for by ratigs. aotate documet cotet SharePoit 2010 does ot support Cotet aotatios OOB. Third Party vedor tools are typically required to provide for this capability. Documetum has OOB capabilities for Cotet Aotatios. Taxoomy maage ad orgaize cotet i a hierarchical system of folders ad sub-folders. have a cetralized / shared taxoomy across cotet repositories. SharePoit 2010 provides the Maaged metadata model, which allows metadata to be reused across the Eterprise i other words across farms, web applicatios ad site collectios. SharePoit 2010 supports the cocept of a Eterprise taxoomy that allows metadata i documet libraries ad lists to be liked ito a cetral Term Store, through maaged metadata colums. 25

26 Documetum supports object types that ca be shared across cabiets, folders ad. May ot be flexible eough to share across docbases (repositories). import taxoomies (csv files for example) SharePoit allows creatio of Eterprise Taxoomies called as Term Sets that ca be coveietly imported ad geerated from a spreadsheet. SharePoit also allows creatio of cotet type hubs that ca publish cotet types across site collectios, web applicatios ad farms essetially allowig for a shared (reusable) taxoomy. Iheritace of cotet structures (documet types, folder types ad so o) Both Documetum ad SharePoit support iheritace of documet or cotet types. Ituitive avigatio of taxoomy trees to guide attributig of. SharePoit 2010 builds a rich taxoomy visualisatio that allows easy ad suggestive attributig of metadata to. It is possible for this taxoomy to be cotrolled ad restrictive or opeed up to user commuities to cotiuously build ad evolve. Metadata value lookups Documetum implemets metadata value lookups through Value Assisted Fields ad Registratio Tables while SharePoit 2010 implemets these through maaged metadata (eterprise level), site colum level lookups. Eforce metadata values Defaults for metadata Both Documetum ad SharePoit allow mechaisms to eforce the etry of metadata ad also to restrict the domai rage of metadata values. Bulk attributig of Neither Documetum or SharePoit offer OOB features to bulk attribute a collectio of with commo metadata uless otherwise default values have bee specified. 26

27 Cotet Deletio soft delete - Recycle Bi Documetum does ot really offer a OOB Recycle Bi feature where deleted ca be accessed ad the permaetly deleted or restored. This eeds to be custom developed. SharePoit 2010 offers a cofigurable recycle bi feature OOB for deleted. hard delete I geeral, whe a documet is deleted i Documetum, it is oly flagged as deleted ad there is o OOB recycle bi feature to view this. SharePoit offers the ability to soft delete a documet (which meas it goes ito a recycle bi) ad the permaetly delete this either based o a schedule or o demad. restore soft deleted (from Recycle Bi) cofigure retetio period i Recycle Bi Auditig audit viewig / dowloadig of audit chages to audit deletes of audit documet versioig 27

28 audit creatio/upda te/deletes of documet types audit chages to documet permissios Core Records Maage met Create, maitai ad report o Hierarchical File Plas This fuctioality is available by default i the core SharePoit 2010 Stadard/Eterprise Editios, whereas Documetum Records Maager ad Documetum Retetio Policy Services are required to avail of this fuctioality i Documetum. Declare as records Declare ustructured collaborative cotet as Records SharePoit 2010 allows may types of collaborative cotet such as wikis, blogs, ad forums that ca also be declared as records apart from. Declare s as Records SharePoit allows the ability to route s from Outlook/Exchage to documet libraries based o various parameters such as subject lie fields. However, the ability to drag-drop s from Outlook to SharePoit documet libraries is limited ad may require the use of third-party tools. Documetum Archive Services offers the ability to route ad archive mail messages from platforms such as MS Outlook. Put Holds o Records Holds are a meas by which records (, list items ad so o) ca be preveted from beig edited or deleted. Holds ca be applied ot oly 28

29 withi documet or record cetres but also i practically ay kid of site ad i-place. All Held Items are tracked i what are kow as Hold Lists. Holds ca be idividually applied at item level maually or through bulk selectio of items i a documet library or list. Put Holds o -Records SharePoit 2010 makes it possible to put holds o items ot declared as records. Carry out ediscovery ad move records to Hold It is also possible to do a ediscovery Search for items based o search terms withi a Site Collectio as a whole or scoped to specific sites withi the site collectio ad the apply Holds i bulk o items retrieved as part of Search results. Agai, this method of applyig Holds offers two optios the optio of applyig i-place holds or copyig the items (idetified for Holds) over to a differet Records Cetre ad addig the same to a Holds List(s) o the target. Route ad Orgaize ito Record File Plas based o meta data preserve complete audit data of a documet Apply retetio/dispo sitio policies to Documets ad Records Retetio policies are part of SharePoit 2010 s Iformatio Maagemet Policy ad ca be cofigured at cotet type, documet library or folder level. Retetio policies ca comprise multiple retetio stages. Retetio policies ca be applied differetly for that have bee declared as records ad for those that have ot. A summary of key Retetio actios is as follows: Move to a Recycle Bi Permaetly delete Trasfer to aother locatio Trigger a workflow 29

30 Skip to the ext (retetio) stage Declare as record Delete previous drafts Delete all previous actios It is also possible to optioally specify a recurrece of Retetio actios for a give stage till the ext stage is triggered. have multiple retetio stages o Documets ad Records I SharePoit 2010, a retetio stage allows defiig a evet that will trigger a actio. The evet ca be based o a property of the documet or it could be drive by a custom retetio formula that is istalled o the server. A example of the former is to subject a documet to a actio, oce its cotract date exceeds 3 years. For example, the actio could be for to trasfer the documet to a Record Cetre by meas of Copy, Move or Move with Lik optios or to declare the documet as a i-place Record. A separate retetio stage ca further specify how log a documet should, for example, be preserved as a Record before it is either destroyed automatically or trigger a dispositio workflow that will allow a Records Maager to maually itervee ad decide whether to cotiue to retai the documet or delete it. We could also have retetio stages where, for example, for the first 3 years, trigger a approval workflow at a recurrece of 1 year, 2 years beyod that delete ay versios created o the documet at a mothly frequecy for a period of 1 year, after which declare the documet as a Record by movig to a Record Cetre preservig it for two years, the moved off to a third locatio for a year ad fially delete the documet permaetly. Retetio evets could be date based (like date created, modified, date whe documet was declared a record or custom formulas based o metadata). defie Retetio Policy templates ad apply to Both Documetum ad SharePoit allow creatio of retetio policies aroud documet types / cotet types. 30

31 Documet Types ad Folders apply retetio policies to Folders i a File Pla Both Documetum ad SharePoit allow creatio of retetio policies o folders. I SharePoit, a retetio policy applied at a Cotet Type level ca be overridde at documet library or folder levels if required. defie I-place Records ad Holds It is possible i SharePoit 2010 to declare a Documet as a Record at its existig locatio which may be i ay documet library i ay site, be it a Documet Cetre or a Collaboratio site ad so o. Cetral ad Distributed Records Maagemet I SharePoit 2010, it is possible to have multiple Records Cetres i a web applicatio depedig o the ature ad volume of records cotet. Maagemet of compoud records I SharePoit 2010, it is possible to have Documet Sets that i tur ca be subject to Iformatio Maagemet Policies as well as Retetio Policies. Physical Records Maagemet I case of Documetum, feature is provided through Documetum Physical Records Services. I SharePoit, there is limited (pseudo) support for physical records trackig through Iformatio Maagemet Policy attributes such as barcodes, expiratio, auditig ad labels ad workflows. Physical trackig ad maagemet of such records i cojuctio with logical records represetig them o SharePoit must happe maually or by other meas. Iformatio Rights Maagem et protect from beig locally copied, prited, mailed, edited, ad so o. Both Documetum ad SharePoit require a separate Rights Maagemet service or add-o to provide this feature. I case of Documetum, this is the Documetum Iformatio Rights Maagemet Services while i the case of SharePoit; it is the Active Directory Rights Maagemet Services. 31

32 I-built Digital Sigatures I SharePoit, digital sigatures implemetatio is iheretly through cliet applicatio fuctioality (for example, MS Word) rather tha a SharePoit server side feature. Documetum o the other had provides a more formal ad rigorous implemetatio of digital sigatures that are cotrolled o the server for this; a Documetum Trusted Cotet Services licese is required. Maagig Documet Life Cycles Documetum has a well-defied otio of a Documet Lifecycle distict from ad a super layer over documet workflows. The Lifecycle essetially promotes tracks ad maitais the complete state trasitio of a documet from the time it is create till the time it is disposed or archived this may iclude several user-iitiated as well as automated work steps applied o the documet. I SharePoit, this would be loosely achieved through a combiatio of state machie workflows, evet hadlers ad retetio policy/stages but ot as a formal documet-cetric feature. Documet Workflows simple sigle step workflows for review ad approval. OOB support from both platforms associate workflows with Documet Types obtai collective review feedback o a documet from multiple reviewers. 32

33 trigger a documet workflow maually or automatically (for example upo upload or edit). cofigurig multi-step workflows without eed for codig recordig ad displayig Workflow History assigig, viewig tasks ad alertig users o tasks commo workflow actios such as sedig otificatios, copyig, movig, coditioal brachig ad loopig of actios, ad so o. automatic escalatio ad While Documetum workflow allows the ability to cofigure automatic rule based delegatios ad escalatios as well as maual delegatios without 33

34 delegatio (without codig) code. SharePoit 2010 requires this ability to be coded (usig a tool like Visual Studio) for example, developig a Modificatio Form with escalatio parameters that ca be icluded i the workflow cofiguratio. Maual cofiguratios for escalatio by busiess users are ot supported OOB by either product. visually composig state machie workflows (without developer itervetio) Documetum Busiess Process Maager allows Iformatio Workers to compose ad cofigure reusable state machie workflows visually without the eed to write code whereas SharePoit requires this to be doe through Visual Studio, which is more a developer, orieted tool. While SharePoit Desiger 2010 is more limited i capability, it does allow for reusable workflows icludig site level workflows. OOB cofigurability support for Exceptioal coditios arisig out of workflows, icludig Susped ad Resume capability. Automatically trigger workflows from office cliets without cofiguratios Work Queues ad task prioritisatios 34

35 Storage file system storage of (separate from metadata) Documetum architecture is iheretly based o storage of cotet metadata i a database ad the actual cotet o file storage. While SharePoit 2010 is atively cofigured to store metadata ad cotet i the database, it ca ow be cofigured (i cojuctio) with SQL Server 2008 to relegate cotet storage to Remote Blob Storage (RBS). This leverages the OOB FileStream provider feature of SQL Server 2008 however i order for blob cotet to be stored o NAS, a third party storage provider eeds to be deployed ad for this, SQL Server 2008 R2 Eterprise Editio is required. It is possible to move cotet from documet library (cotet database) storage to RBS at a later poit of time; however the coverse is ot true. storage of millios to tes of millios of, Terabytes of data SharePoit 2010 like Documetum ca ow scale up to store huge volumes of cotet, ruig ito terabytes. Upto 30 millio per documet library ca be supported i SharePoit 2010 without sigificat performace degradatio depedig o average documet size. Up to 5000 items per documet library view ca be supported without sigificat performace degradatio. Backup ad Restore SharePoit supports ative backup utilities through its Admiistratio iterface as also through powershell/ stsadm admiistratio iterface. Graularity of backup ca be fairly deep up to a idividual list or documet library level. Native SQL Server based backup utilities ca also be leveraged. Documetum also supports ative backup/restore utilities. Programm -ability a full-fledged platform object model / API that ca be leveraged for documet maagemet features. Documetum DFC (Documetum Foudatio Classes) ad DFS (Documetum Foudatio Services) (6.0 owards) provide API as well as web services for cliet applicatios to cosume ad operate agaist Documetum. Similarly SharePoit 2010 offers cliet ad server side API, web services, REST full services, WebDav, FPRPC ad JSOM (JavaScript Object Model) based iterfaces for cliet applicatios to iterface with. SharePoit also offers limited WSRP ad CMIS support. 35

36 ative platform web services that ca be leveraged by cliet applicatios to implemet documet maagemet features. WebDAV protocol for documet maagemet operatios SharePoit atively supports WebDAV for features such beig able to ope a documet library i a Widows Explorer view ad uploadig, movig, deletig cotet. Documetum supports WebDAV through WebDAV Services icluded as part of Cotet Server ad this allows desktop applicatios such as Adobe Photoshop to directly iterface with Documetum. FP- RPC protocol for documet maagemet operatios NA Specific to SharePoit that allows WYSIWYGauthorig tools such as SharePoit Desiger to itegrate with SharePoit ad create/deploy artefacts. Search Full Text ad keyword (property) idexig Full Text Search of commo ad specific documet formats. Out of box or free dowloadable ifilters i SharePoit for commo MS Office formats, XML, text files as well as for PDFs ad Zip files. Third party ifilters eed to be procured for specific or specialized documet / image formats for example egieerig/autocad drawigs. Documetum also full text search capabilities for search o metadata (taxoomy) 36

37 perform Boolea searches SharePoit 2010 ow supports a query sytax that ca combie full text ad property query. wild card search SharePoit 2010 supports wild card searches o properties ad o people. search o documet types sort o Search results SharePoit 2010 Search ca OOB sort o parameters like timestamp (for cotet) but FAST Search ca sort o may more parameters icludig properties (refiemets). Modulatig size of search results page search results customize look ad feel of search results without code save search results SharePoit 2010 offers auto-suggest (type ahead) capability o search queries as well as ability to subscribe to search query results (whe chaged) but o OOB feature to save search queries o a persoalized basis for purpose of recall. refie search results based o facets search based o social parameters - tags ad ratigs 37

38 subscribe to search results deliver search results as RSS feeds Documetum may require a separate Web Publisher add-o to deliver RSS kid of capabilities. search o various cotet repositories atively, third party coectors or federatio. SharePoit 2010 supports search o file shares, Exchage folders OOB but requires specific Search coectors (licesed separately) for other cotet sources such as Documetum, Lotus tes these coectors could be provided by Microsoft, or the cotet source vedor or a third party vedor. Also, the search coector architecture is extesible so that custom search coectors ca be developed as well, if desired. SharePoit 2010 ca also support federated search with other search appliaces. Documetum similarly supports ative, third party ad federated search capabilities. exposig search services through web services to cosumers Documetum 6.0 owards itroduces Documetum Foudatio Services (DFS) that expose a SOA framework for cosumers of Documetum features such as cotet, search ad workflow as well as a SDK to build custom cosumer services. SharePoit 2010 similarly exposes web services for cosumptio by cliet applicatios, server side API ad cliet side API. Cliet-side API also icludes support for JSOM (JavaScript Object Model). Web Services iclude support for SOAP as well as REST. directly check out a documet from search results 38

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