My Documentum Personal Access to Documentum from Everyday Applications 1
My Documentum Family Information
Content Management Challenges Using Common Business Applications Compliance Difficulty adhering to corporate GRC policies Decreased ECM ROI Low ECM adoption Personal Productivity Large amount of time wasted trying to find relevant information 3
An Analyst Perspective on ECM Adoption ECM initiatives fail to be adopted by businesspeople Low adoption rates and frustrated users plague ECM enterprise implementations Today s ECM technologies change the way businesspeople work and not always in positive ways Many would prefer to work in their desktop productivity client applications such as Microsoft Outlook And when they can t, they come up with workaround after workaround to avoid using ECM systems Abstract the complexities of ECM from end users ECM technologies need to keep business people away from the details of managing content ECM is a Software Priority Source: Craig Le Claire and Ken Poore. "Enterprise Content Management's Next Step Forward," For Information & Knowledge Management Professionals(2008) 4
The My Documentum Product Family My Documentum for That provides Key benefit Desktop Exposes Documentum to the user s desktop and provides native access within Windows Explorer or Macintosh Desktop Transparent repository access, with a minimal learning curve while providing direct access to Documentum from many applications Microsoft Outlook Native integration with Microsoft Outlook allows users to capture and manage content, via email Work with information in corporate repository while in email context Microsoft SharePoint Seamless access into Documentum via SharePoint interface & native repository services Allows SharePoint users direct access to Documentum. Provides a single corporate repository and content services for disparate sites. Offline Quick, local access to Documentum content when disconnected Access your information anytime, anywhere while ensuring that the most current version of content is available 5
My Documentum PRODUCT OVERVIEWS 6
My Documentum for Offline 7
EMC My Documentum My Documentum for Offline Key Features: Access content in the repository when offline Automatic synchronization Conflict resolution mechanism Full offline metadata support Subscribe to content Key Benefits: Access your information anytime, anywhere both online and offline Upload content automatically when reconnected to the repository Ensure most current versions of content are available 8
How My Documentum for Offline Works Graphical Overview How it Works The My Documentum Folder Provides access to the latest versions of documents when not connected to the repository Synchronize Choose specific documents, folders, and subscriptions Personalize Tailor to suit individual needs Resolve Issues Mechanism to resolve conflicts that arise during synchronization 9
My Documentum for Desktop (formerly File Share Services) 10
EMC My Documentum My Documentum for Desktop Key Features: Exposes Documentum as a file share Native access at OS level Work-in-place link management Support for distributed content Support for MAC OS Key Benefits: Transparent repository access, with reduced learning curve Support for distributed content Direct access to Documentum from many applications 11
Product Focus Scalability and performance Tighter Operating System integration Streamlined large file handling with client-side authoring caching Support for distributed content Smart updating (update client software automatically) My Documentum for Desktop (6.5 SP2) is the new release included as part of the My Documentum Suite: Re-architected for large number of users Addressing performance and scalability issues new sizing guidelines GA Q4 2009 12
Drag-and-Drop to Windows Explorer 13
Inter-linking of Microsoft Office Objects Natively linking external content into file formats produced by the list of certified applications. If this content is stored in the repository, it will be accessible by all users via FSS 14
My Documentum for Desktop Real Customer Implementation Financial Services A global bank is using My Documentum for the Desktop to protect IP while allowing bankers to work through everyday Office applications Bankers use Office business applications (Excel/Word) and as well as Adobe Acrobat to create deal documents, with many OLE links. Work within a team of bankers who create, review and edit documents shared in deal-specific folders. Bankers are unaware of any Documentum presence continue working through familiar Office applications Can enter metadata when saving content to Documentum Bank uses Documentum to meet audit and compliance requirements and secure IP 15
My Documentum for Microsoft Outlook (formerly DCO or Documentum Client for Outlook) 16
EMC My Documentum My Documentum for Microsoft Outlook Key Features: Native integration with Microsoft Outlook Comprehensive metadata management Offline access and support Capture content in context and tag with properties Advanced search and discovery Key Benefits: Familiar interface will increase usage and reduce training Gain additional control over intellectual property Continue to work within Outlook 17
The Key Focus Areas What s changed in My Documentum for Microsoft Outlook Personal productivity Extend the natural Outlook user experience to ECM Archiving and compliance Supports manual classification of e-mail and preservation of context Knowledge management Offline access to the repository 18
Native Integration with Microsoft Outlook Leverage ECM capabilities from within the familiar Outlook interface Menus Main/Context Toolbar Tree View Preview Pane List View Tab model Others Favorites Rules Task Bar Increase usage of ECM, by providing Documentum capabilities from within the familiar Outlook interface Manage your e-mail and related content through one interface 19
Finding and Evaluating Content Locate relevant information faster Search Documentum folders and local storage Search based on: Properties and content Completely integrated with Outlook search dialog Searches can be saved via Outlook Search Folder 20
Comprehensive Metadata Management Efficiently manage metadata and properties for classification and security Content can inherit metadata and security settings from folders Outlook dialog for specifying metadata attributes one at a time or by type Tag with metadata: to find relevant information faster Automate workflows 21
Offline Access and Support Work with content, when connected or disconnected Work with content anytime, anywhere, even when disconnected from the repository Automatic content synchronization Conflict resolution user interface with several resolution options 22
Capture and File Content Capture content in business context, as a natural part of daily workflows Microsoft Outlook Drag n Drop E-mails (Single/multi select) Attachments Outlook Folders Files from desktop Microsoft Outlook Rules DCO Toolbar or Menu Send and Save DCO Toolbar or Menu Move/Copy Microsoft Outlook Copy/Paste Documentum folders in Outlook EMC Documentum Platform 23
Sharing Content Share content from within Documentum efficiently Attach content As link As attachment Quickly select Content From My Documentum Folders From My Rooms Send & Save Save attachments or e-mail into the content repository when sending an e-mail 24
My Documentum for Microsoft Outlook Real customer implementation: Pharma Use Case Example: A large federal agency has reviewers that use e-mail as their main messaging platform to receive and approve drug submission requests. The agency needs to store this business-critical information being exchanged through e-mail for governance and compliance purposes. The reviewers want to accomplish all workflows through Outlook and continue to work within Outlook. My Documentum for Microsoft Outlook Becomes the launch point for regulatory work Reviewer receives the proposal, collects and packages all of the information Initiates workflows, goes through two levels of approval Final Approval is received and documents are converted to PDFs Reviewer continues to work through Outlook, while agency manages and secures IP in Documentum 25
Feedback from Customer Everyone appreciates the performance and user experience of the new version much more. Power Users love the performance/user experience Shelved plans for a hybrid 5.3 deployment strategy. 6.5 users indicate that 6.5 is a huge leap from the 5.3 product. They ve decided to all go to 6.5. 26
My Documentum for Microsoft Outlook Real customer implementation insurance Use Case Example: An insurance company uses e-mail and Microsoft Outlook to communicate between brokers and clients. Usually, such e-mail correspondence is printed out and stored in client specific folders. The company wants brokers and clients to continue to collaborate through e-mail while finding a more efficient system to collect and maintain all of this critical information exchange for billing, governance and compliance purposes, specifically for e-discovery and litigation. My Documentum for Microsoft Outlook Broker receives client e-mail request for insuring a building/commercial property Broker get quotes from providers through e-mail and sends to client Client receives quotes and initiates a bid All of this correspondence occurs through e-mail Brokers and clients do not have to learn a new application, can continue to work within Outlook Brokers can find information related to a specific client, at their fingertips All business critical information is stored in Documentum and managed for e-discovery and litigation purposes 27
Feedback from Customer Status In July, 6K+ Emails, and 13K+ docs. Planning and sizing for a worldwide deployment of up to 6K DCO users. And have shifted their process from a complete paper-based model to a solution that is as easy, and natural to use as Outlook.. Plan to roll out to ~70 additional users in EMEA in mid August. Comments Now that we have gotten through some of the initial hurdles that you would expect with any pilot, MDOC's has been a tremendous asset to both our client and our internal team. It is driving work efficiencies as well as in some cases a better work product. Staff are committed to start using it immediately. Over the next 2 weeks you will see a spike in usage now that we have the latest fixes installed. Feels more like Windows than browsing through links like MCD. I am liking the speed of the upgrade and will be using it more often now. Ease of use great Users are addicted to using it. I am able to do what I need to do! Hooray, I can be a fan on the next phone call. 28
My Documentum for Microsoft SharePoint 29
Why do customers want ECM and SharePoint? SharePoint Just make SharePoint and Documentum work together 30
How EMC Documentum Interoperability for SharePoint fits into the Customer Environment Leverage the Documentum platform Ensure Content Governance Extend Documentum access across the enterprise 31
EMC Documentum Repository Services for SharePoint 32
EMC Documentum Repository Services for Microsoft SharePoint Usability 100% Transparency to SharePoint users, processes and add-ons Compliance Repository of record Common Policy Management Long-term retention CM Integration SharePoint content in ECM processes Repurpose/reuse SharePoint content Operational Improve SQL Server manageability HSM De-duplication Object-level restore Object Metadata Documentum SharePoint End User Object Content EDRSMS Metadata Metadata Microsoft EBS Layer EMC EBS Handler Object Metadata SQL Server 33
EMC My Documentum for Microsoft SharePoint 34
SharePoint as a Documentum Client Who are the users? Most users in this applications will be familiar with SharePoint. This product was designed for those users. EMC My Documentum for Microsoft SharePoint OOTB SharePoint Can you see the differences? 35
EMC My Documentum for Microsoft SharePoint Use SharePoint as a Documentum Client Edit Apply Properties Lifecycle 36
Documentum Search Web Part Searching Documentum Libraries 37
My Documentum for SharePoint - Benefits Overview Expand the reach of content management: ECM for the masses Native end-user experience less training, less confusion Provide access to ECM content & interaction with ECM processes 38
From the customer s mouth Through their integration of the Microsoft SharePoint environment with their world class enterprise content and records management solution, EMC s solution is well positioned to address many of today s compliance requirements while supporting wide end user adoption and use of SharePoint solutions. Brad Tweed Managing Director Gimmal Group, Inc. EMC Documentum Repository Services for Microsoft SharePoint creates a true partnership, like Yin & Yang, SharePoint having the friendly face for everyone to see and Documentum providing the muscle for everyone to use. EDRSMS combines best of breed solutions allowing users to access their documents from the more user friendly interface (SharePoint) while storing and managing them in a robust content management platform (Documentum) Rami A. Al Ghanim Systems Analyst, SharePoint Integrations Project Manager Saudi Aramco 39
Why EMC for SharePoint? EMC Consulting Services Strategize Advise Architect Implement Manage Support Tiered/ Unified Storage Virtual Infrastructure Backup, Recovery, Archive Business Continuity Enterprise Content Management Security EMC helps you build your information infrastructure 40
My Documentum Roadmap 41
GA Dates Client name Version GA Date My Documentum for Microsoft Outlook 6.5 SP1 6.5 SP2 August 17, 2009 November 2009 My Documentum for Microsoft SharePoint 6.5 SP2 October 17, 2009 My Documentum for Desktop 6.5 SP2 Q4, 2009 (estimated December 2009) My Documentum for Offline 6.5 SP1 6.5 SP2 August 4, 2009 Q4 2009 (estimated November 2009) 42
What is My Documentum? Personal Access to Content Services 1 Personal 2 Ease 3 Compliance Productivity Online and offline access, all through familiar interfaces with no change in process Find relevant information quickly and efficiently of Use Users stay in familiar applications Minimal training High adoption rate & IT resource optimization Quick ROI on ECM investment, by increasing adoption amongst end users Enforce content policies retention, protection, usage Migrate content to the appropriate storage tier based on policy 43
Resources Emc.com/mydocumentum Technical Whitepaper, demos, datasheets Catch us at: December 2 joint Microsoft and EMC webcast Microsoft OBA, SharePoint and My Documentum Microsoft SharePoint Conference Momentum Athens 44
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