Presented by Steve Studer for the AIIM IBM ECM and Microsoft in an Integrated Environment Update empowering better decisions faster IBM ECM Offering Manager for Microsoft SharePoint Integration 2011 IBM Corporation
Today s Agenda IBM ECM and Microsoft Collaboration Solutions IBM's ECM relationship with Microsoft How does IBM ECM and Microsoft work together FIMO integration Leveraging direct integration into MS Office App Quikr Connectors Leveraging direct integration into MS & Lotus Apps SharePoint 2010 Harvesting SharePoint content assets with ICC Accessing ECM content via Web Parts Leveraging CMIS Integrating Datacap for Imaging within SharePoint Where to go to learn more 2
IBM ECM Partnership with Microsoft Linkage Platform Industry Leadership Offerings Microsoft Gold Certified Partner Support for Microsoft Windows, Active Directory & SQL IBM ECM.NET APIs provide solution extensibility IBM and Microsoft are core leaders of CMIS standard Content Management Interoperability Services (CMIS) standard Enables applications to target one or more ECM repositories uniformly for basic content services Expose a standard set of APIs for the existing capabilities of ECM repositories IBM ECM SharePoint integration & IBM ECM unique Web Parts MS Office direct integration to IBM ECM Archiving Services for Microsoft Exchange and File Systems Business Partners offer solutions using IBM ECM.NET APIs 3 3
Browse FileNet P8 folder and documents
Advanced search and pre-defined searches
Search results and simple access controls
FileNet P8 user defined properties
BPM integration with Microsoft Office Mar 2010 Starting a Process Start an approval process within Office For the active document or any document in P8 8
Starting a Process - Sequential Select the process type, reviewers for the document, number of approvers required, process name, instructions, deadline, etc 9
Starting a Process Parallel 10
Social Collaboration and Content Management Improves Workforce Productivity and Reduces Costs Desktop Integration Email and Social Content Mashups, Portal & Web Content Mgmt Leveraging g ECM Services Document Management and Workflow Trusted Content Management, Information Governance, Smart Archive, Compliance & Content Analytics Business Value Drivers High ROI via desktop/email applications workforce productivity De-duplication of content for storage cost savings Improved find-ability timely actions Trusted content informed decisions 11 C S
Essential document management & content operations as a natural extension of your desktop and collaborative tools: Check-in/out Round-trip p editing IBM Lotus Quickr Connectors Versioning Collaborative Document Management Send/Copy Links Publish Draft Create from Doc Type View, Edit, & Prompt for Metadata Drag & drop of multiple files at once Note: No Quickr server environment required, the connectors can be download and installed independently. May 17, 12
IBM ECM and SharePoint Update empowering better decisions faster Microsoft Office and IBM FileNet Content Manager 2011 IBM Corporation
What's is IBM Content Collector for SharePoint IBM Content Collector for SharePoint 2.2 (ICC for SharePoint) supports: - Sweep content from SharePoint into IBM ECM - Supports 2010 in addition to WSS 3.0, MOSS 2007 - New support for sweeping content from SharePoint WIKI's and Blogs as well as Document Libraries - Ability to move content from SharePoint but keep latest copy - Automatically removes shortcut documents from Microsoft SharePoint once those documents have been deleted from IBM Enterprise Content Management (ECM) - Support for mapping list-level columns from Microsoft SharePoint libraries to IBM ECM metadata - Maintain original document properties in Microsoft SharePoint libraries when replacing collected content with a shortcut - Maintain Microsoft SharePoint and New Technology File System (NTFS) document security settings when storing collected information into IBM ECM systems 14
IBM Content Collector overview Source Connectors Lotus Domino Email Exchange Email PST File system SharePoint Custom Connectors Task Connectors Copy Move Delete Stub De- Duplication Text extraction Records Declaration & Classification Custom Task Connectors FileNet P8 CM Content Manager 8 Target Connectors
Example of new ICC integration with Microsoft SharePoint 2010 Example of ICC migrated documents that were at a status of final. Document with a contract value under $50,000 were moved to P8. Those with a contract value between $50,000 and $70,000 were marked as processed, and the most recent version was left in SP. Those with a vaule over $70,000 were replaced with a stub. Note the stubbed documents have all the original metadata a new feature in ICC 2.2 16
ICC for SharePoint Use Case Example Example of SharePoint content collection with classification in context BPM Workflow, rendition services imaging, archiving and Records Management Records are the lynchpin of any successful legal defense or Compliance program File Plan Records Automatically Retained and Classified Policy Management IBM Records Management 17 04/08/11 2009 2011 IBM Corporation Corporation
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Customer Use Cases for ICC and SharePoint Use IBM ECM for SP Storage optimization Use IBM ECM to store completed collaboration product Use IBM ECM for archival of SP Content Use SharePoint as application Portal to IBM ECM Combining SharePoint processes with IBM ECM 24
Content Management Interoperability Services Update OASIS approved standard for content management Open repositories More application choices from ISVs IBM Partners are building CMIS applications, e.g., WeWebU, Genus, ISIS Papyrus, Zia CMIS @ IBM http://www-01.ibm.com/software/data/content-management/cminteroperablity-services.html CMIS production support targets FileNet Content Manager delivered IBM Content Manager 2Q 2011 CMIS CM8 Tech Preview available on developerworks today 25
Microsoft CMIS Web Part for Microsoft SharePoint 2010 Microsoft SharePoint 2010 includes a CMIS Connector in the SharePoint 2010 Administration toolkit A CMIS Producer that makes SharePoint lists and document libraries available to other systems A CMIS Consumer Web Part that enables content from other CMIS repositories to be displayed and edited within SharePoint The CMIS Consumer Web Part connect to the IBM FileNet P8 5.0 CMIS provider Enables end-users to interact with P8 object classes and folders 26
Example of CMIS Web Part from Microsoft SharePoint 2010 27
Other Interesting Use Cases for CMIS & SharePoint Using IBM ECM and CMIS for mobile applications Also referred to as application to repository use cases where content is accessed from one or more ECM repositories through an end user application. 28
Important information on Datacap & Microsoft SharePoint Taskmaster Capture IBM s Strategic Capture Solution Replacing FileNet Capture ADR and supplementing FileNet Capture for existing customers Replacing 3rd party offerings such as Kofax, EMC/Captiva, Brainware, Readsoft, etc. End to end, enterprise wide capture Scanned documents as well as electronic documents Full integration with IBM CM8 and P8 ECM repositories Integration with existing FileNet Capture implementations Connectors the third-party repositories and generic output FastDoc Capture Standalone (client only) solution delivering the entire capture process scanning, recognition, validation and export Simple to install, learn and use Works with any TWAIN scanner or MFP A single attractive interface for all functions Pre-built integration to SharePoint Feature Taskmaster Capture FastDoc Capture Configurable Rules Yes No Architecture Client / server Client-only Web and Windows clients Yes Windows-only Recognition OCR, ICR, OMR, bar code OCR Flexible workflow Yes No Background processing Yes No email, fax Connectors with Yes No conversion Export connectors FileNet P8, CM8, SharePoint and Documentum, SharePoint generic and others, generic Export / Import PDF Yes Yes Enterprise performance options Yes No Configurable user interface Yes No Data validations Hundreds of pre-built Fixed validations actions Pre-configured applications Yes No National language support Yes English-only 29
Important points to consider about SharePoint The AIIM Research Using SharePoint for ECM How well is it meeting Expectations Highlights the following: Only 8% of customers have upgraded existing SP sites to SP 2010. Most customers plan to start over rather than upgrade The biggest issue for those upgrading to 2010 has been standardizing on metadata and taxonomies. Next Biggest issue, having to upgrade all MS applications and Operating Systems to take full advantage of SP 2010 46% reported their biggest on-going issue to be the lack of strategic plans on what to use SharePoint for, and what not to use it for. Next are governance issues, and the lack of expertise to maximize its usefulness. Over 60% of organizations have yet to bring their SharePoint installation into line with existing compliance policies. 70% have no acceptable-use policy and only 28% have a guidance policy on corporate classification and use of content types and columns. Only 11% have legal discovery policies for SharePoint. Even with the 2010 improvements, there are still reservations about ECM functionality, particularly records management, and users are not fully convinced about social business functions and overall scalability. 30
EntropySoft : Shared Document Services Addresses what Forrester Research identified as 4 approaches for better Content Integration: #1: Working with a central point of access to all documents #2: Normalizing access to content repositories #3: Organizing and doing document transfers #4: Synchronizing parts of content silos By Providing #1: A Web or SharePoint front end that allows users to search/navigate update to content in 40 repositories #2: A Content hub that normalizes access to content 40 repositories #3: An Extract, Transfer, Load application for organizing and performing document transfers #4: synchronizing parts of content silos WEB or 31