Microsoft Office SharePoint Server 2007 and EMC Documentum

WHITE PAPER THE BENEFITS OF INTEGRATION FOR CONTENT MANAGEMENT SOLUTIONS Microsoft Office SharePoint Server 2007 and EMC Documentum The benefits of in...
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WHITE PAPER THE BENEFITS OF INTEGRATION FOR CONTENT MANAGEMENT SOLUTIONS

Microsoft Office SharePoint Server 2007 and EMC Documentum The benefits of integration for Content Management Solutions Fujitsu Information Management Practice

WHITE PAPER THE BENEFITS OF INTEGRATION FOR CONTENT MANAGEMENT SOLUTIONS

EXECUTIVE SUMMARY

Most Enterprises have singularly failed to implement an Enterprise Content Management (ECM) solution which really meets the needs of their business. Unstructured data is still routinely held, duplicated many times over, on file stores, on personal hard drives and in email systems. Even where basic collaborativecontent management solutions have been introduced, these are often at departmental level, unable to take advantage of enterprise tools which enable innovations such as identity-based search, intelligent backup and archiving, or the ability to shift seldom-accessed content to cheaper, more energy efficient storage. With the release of Microsoft Office SharePoint Server 2007 (MOSS 2007), Microsoft has expanded the SharePoint concept well beyond its collaboration-inspired origins and can at last present a credible story in the wider Content Management arena. There is little doubt that with its close integration with Office 2007, MOSS is set to become the user interface of choice and is set to dominate the productivity and collaboration space. Just as impressively for some organisations, MOSS 2007’s capabilities of version control, simple retention and applied metadata with which to store and search information may well be sufficient. However, for those organisations that need the extended capabilities and inherent tiered storage architecture which are the raison d’etre of the conventional ECM approach – championed by the industry market leader, EMC Documentum – then there is merit in seeking an accommodation between MOSS 2007’s collaboration and productivity focused approach on the one hand, and Documentum’s industrial-strength ECM capability on the other. Responding to customer interest, and recognising that each product has strengths complemented by the other, Microsoft and EMC Corporation have for some time been engaged in a partnership intended to help their customers find comprehensive technical solutions to ECM-related business problems. In 2006 the companies brought some exciting joint offerings to market, the most notable being the announcement of an integration between MOSS 2007 and EMC Documentum. Soon after the announcement, it became apparent to Fujitsu’s Information Management practice, which has many years experience working with both SharePoint and Documentum, that customers might need guidance in this area with so many ECM products on the market, where is the advantage in going down a hybrid route?; are there any constraints or pitfalls?; and do customers ever really need both?

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Hence Fujitsu has written this paper, detailing our independent view, to establish two key points: 1. Enterprise organisations will benefit by utilising the best of Documentum and MOSS, together. 2. The Documentum and MOSS joint offering should be considered as the best of breed content solution for an Enterprise today. This paper examines the integration option from two basic standpoints. Firstly, for a MOSS environment, it examines how the addition of EMC Documentum can provide extended compliant archive and retention services. Secondly, the more general case of an organisation with a modicum of compliance overhead, (e.g. SOX, Case Management, ISO 9000 etc) is examined. Their normal daily operations result in a mix of collaborative documents being produced, which, ultimately lead to the creation of master documents of significant business value. These documents, it is proposed, should reside in the Documentum repository (with all associated benefits relating to management of the information lifecycle), while all correlating information, e.g. drafts, meetings, emails, blogs, reviews, project plans etc, should be created and managed within the familiar productivity landscape represented by the Microsoft Office Suite. The integration software exhibits the trend towards component functionality epitomised by Service Orientated Architecture (SOA), and enables relatively lower skilled support personnel to quickly and easily create professional customised interfaces, exposing just those components necessary to enable efficient working. Thus, although the integration represents a merger of functionality between two ‘best of breed’ applications, the user experience is almost seamless. With user acceptability being a principal contributing factor for so many implementation disappointments, this is one hybrid that should not fail to win over the ever-pressured knowledge worker. This hybrid solution should, at the same time satisfy those charged with managing the environment (IT mangers, or business managers tasked with enforcing and monitoring regulatory compliance) that all necessary steps are being taken to ensure enforcement of business processes and Information Lifecycle Management (ILM) including retention and disposal regimes, along with optimum provision for other services such as Back Up, Recovery and Archiving (BURA).

WHITE PAPER THE BENEFITS OF INTEGRATION FOR CONTENT MANAGEMENT SOLUTIONS

INTRODUCTION

In this White Paper, Fujitsu describes how Microsoft Office SharePoint 2007 (MOSS) and the EMC Documentum Enterprise Content Management platform complement each other to meet the collaborative working and information management needs of all levels of the enterprise, from personal productivity to corporate governance. Two examples, typifying commonly encountered business scenarios, are used to demonstrate the benefits of an integrated MOSS and Documentum solution, and to discuss the key business, technical and end-user aspects of such a deployment.

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BACKGROUND

Microsoft Office enjoys a leading position as a personal productivity suite on end-user desktops. Historically, users collaborated and shared documents created on the desktop through e-mail and shared file servers. E-mail invariably led to information overload as users circulated information to wide distribution lists to avoid omitting anyone who might be interested, while file servers accumulated burgeoning but generally unsearchable collections of uncontrolled documents. More recently, the aggregation of information into departmental and enterprise repositories of various sorts has provided improved information discovery facilities, including enterprise search and ‘publish and subscribe’ functionality. Though far from universal, the enterprise repositories approach, where adopted, has facilitated enforcement of information governance policies and reduced problems associated with fragmented information management. Meanwhile, portals have provided a uniform way of aggregating, organizing and presenting information from multiple sources to end-users, often with additional collaboration features.

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There is, however, an inevitable tension between improved corporate control, arising from centralised services, and convenience for end-users, for whom a key factor is the ease with which they can open and save shared documents from desktop applications and participate in ad-hoc document sharing activities and workflows. Furthermore, they need collaborative functionality to be integrated seamlessly with their desktop environment.

WHITE PAPER THE BENEFITS OF INTEGRATION FOR CONTENT MANAGEMENT SOLUTIONS

MICROSOFT SHAREPOINT AND EMC DOCUMENTUM

Microsoft SharePoint was originally positioned as a collaborative portal, enabling easy document sharing amongst teams through tight integration with Microsoft Office. With the release of Microsoft Office SharePoint Server 2007 (MOSS), Microsoft now offers much more than collaboration and warrants serious consideration for some specific content management applications. The emphasis is on the provision of a single integrated solution for intranet, internet and extranet collaborative portals, incorporating a rich set of services, which span a wide range of business activities, and provide seamless integration with both Microsoft Office and other lineof-business systems. A key feature of MOSS is the ability to aggregate information from heterogeneous sources and present it to end-users in a uniform and familiar manner. MOSS’s collaborative model is structured as hierarchies of sites, subsites and workspaces, each of which is highly configurable to meet the specific needs of organisational groups, workgroups, virtual teams or individuals. Indeed its component based structure (Web Parts) makes it an ideal integration environment allowing any software vendor to easily add components to the MOSS environment.

EMC Documentum enjoys a similarly dominant position in the marketplace (Gartner, Magic Quadrant for Enterprise Content Management, Oct 2006), but its starting point is fundamentally different. The Documentum Enterprise Content Management platform is a unified environment for storing, organizing, retrieving, archiving, and delivering any type of unstructured information within an enterprise. It comprises of three layers: a distinct repository for content objects; services for manipulating the content itself and a framework for enterprise business processes and collaboration. Through Documentum’s own extensive integration features, these services can be incorporated into a wide variety of end-user applications, including Documentum’s own content-centric applications, Microsoft Office and back-office services such as ERP or CRM. Enterprise-scale administration is facilitated by Documentum’s policy-based approach for content retention, archiving, storage optimization, security and audit, compliant records management, and formal document life-cycles and processes. MOSS and Documentum thus have several capabilities in common, notably information organisation, sharing and collaboration. They differ, however, in their emphasis between flexibility to manage collaboration and sharing on an ad hoc basis, and consistent enterprise-wide information compliance or governance. The larger an organisation, the greater its need to reconcile these apparently conflicting interests. Clearly there are extremes, where one organisation’s content management requirement may be fully satisfied by MOSS and another’s is best served by the Documentum suite, however Fujitsu experience suggests that there is a large population that may be served by the hybrid approach. As with the extremes however, the balance of products may also vary.

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THE INTEGRATION SOFTWARE

In the absence of the integration software the two repositories would exist in isolation. It would be necessary to function in two different GUI environments, emphasizing the unwanted approach of treating ECM as an application. By integrating the product sets, the natural flow of the working environment is enhanced, particularly when both products may be accessed via the same Office 2007 style GUI. During our evaluation, Fujitsu tested two products, Wingspan Docway, and the Documentum Suite comprising ‘Documentum Content Services for SharePoint’ (DCS) and ‘Documentum Archive Services for SharePoint’ (DAS). The Wingspan Docway product is broadly equivalent in functionality to the Content Services for SharePoint offering from Documentum. The DAS is unique in that its aim is simply to enable archiving and retention using Documentum. It provides automation of these functions, based upon MOSS attribute or folder, migrating content to a specified Documentum container, from which Documentum archiving operations can be performed. Both the Docway and DCS products used to demonstrate the

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integration techniques manifest themselves as Web Parts within MOSS, though both require that Documentum DFC libraries are available to the integration environment which is normally resident within MOSS. The Documentum Content Services for SharePoint also requires the Documentum ‘Primary Interop Assembly’ (PIA) to be present. Once installed, the Web Parts can be selectively added to your customised web pages in the standard MOSS manner. The Documentum functionality exposed is broadly similar to the basic MOSS functionality and allows for search and retrieve, check-out, workflow inbox, subscriptions etc. Both products also permit the ‘promotion’ of documents within MOSS to a selected Documentum folder, and both support Single Sign On.

WHITE PAPER THE BENEFITS OF INTEGRATION FOR CONTENT MANAGEMENT SOLUTIONS

BUSINESS JUSTIFICATION

As with any form of investment, the decision about what sort of Content Management landscape to deploy is driven by a wide variety of influencing factors. Most of these factors are well known and understood, but their relevance to the business varies widely depending upon the organisation under consideration. Traditionally, when selecting a document management solution, different organisational departments tended to choose a point solution without considering the wider implications of their choice. Often these were budget or authority constrained, such that the wider ramifications were beyond the scope of their decisions. Today, content management is increasingly regarded as much a part of an organisation’s infrastructure as the desktop and the network, with the resultant implication that it too, must be considered at an enterprise level.

Ultimately, investment reflects a management judgment that the expenditure, in all its forms, will produce a return. This return may be either in a tangible form, e.g. reduced staff cost, or an intangible form, e.g. increased customer satisfaction or better customer experience. The implementation of the technology must, therefore, address the strategic objectives. Typically these objectives include one or more of the drivers below:

BUSINESS DRIVERS Records Management (retention/disposal policy)

Collaboration

Record classification

Among/between internal teams

Information Lifecycle Management – HSM

With external teams

Compliance with Relevant Standard

Geographic disparity

Compliance with ‘Hold’ orders

Differential Customer Service

Legal Discovery

Customer access to documents

Risk mitigation

Claims processing

Compliance Management

Invoice processing

External approval bodies

Operating Efficiency

Safety case

Reduce storage costs

Secure Data Store

Reduce staff costs

Encryption

Reduce paper management costs

Censored renditions DRM Table 1: Typical ECM Strategic Objectives

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BUSINESS SCENARIOS

Most organisations are familiar with both the requirements for, and the benefits of, some form of content management. Content management has historically been regarded as a stand-alone application, driven largely by compliance requirements in specific, well-defined domains. However, the growing trend for courts around the world to demand access to internal company documentation is changing that perception. All organisations, irrespective of size, are vulnerable due to the requirement that they must submit themselves to ‘information discovery’ processes which go beyond the bounds of controlled information stores to encompass potentially all of organisation’s information. One particularly worrying example is the requirement to produce emails, for instance following leaks or during investigations where particular emails are said to have existed and which then has to be investigated. This alone may be sufficient justification for organisations to address the long standing information silo issues. Most, of course, already have central fileservers for unstructured data, alongside and more formal arrangements (including existing ECM solutions) for management of business critical data. For some small and medium-sized enterprises basic content management, coupled with good email governance, may be sufficient. Indeed simply deploying MOSS may be a significant step towards helping organisations manage the plethora of electronic information produced each day. MOSS can act as a replacement to ad-hoc or unstructured file servers, offering metadata association and an integrated content search engine. Content may be exposed in a familiar web paradigm and the integration with other Microsoft productivity tools is of course, excellent. However MOSS is less proficient at managing retention or disposition (MOSS is currently not certified as DoD 5015.2 or ISO15489 compliant), and workflow capability is centred on Microsoft’s own Windows Workflow Foundation, which is more a powerful toolkit for developers than a fullfeatured Business Process Management application. Earlier SharePoint versions also gained a reputation as being difficult to manage, mostly because of their success, with rapid, almost anarchic expansion. Deployment of MOSS therefore needs to be managed to ensure the ubiquitous ‘islands of information’ paradigm is not perpetuated and a single binding search capability is constructed which will become vital for Legal Discovery (e-Discovery) purposes.

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In addition, the way MOSS sites are used in an organisation, – and it is certainly possible, once collaborative approaches take root, that there may be more MOSS sites than people, – can lead to issues regarding what happens to content after a team disbands or a project ends. Content will frequently have a life that is much longer than the site itself, so what should an organisation do with this ‘casual’, but nevertheless important, collaborative content? At the other extreme, the organisation may be involved in a tightly legislated industry, e.g. Nuclear power, Pharmaceuticals, Financial Services, etc. In such cases, it is very likely that there is a document, content or records management system is already in place to assist the safety case or other conformance activity. In this environment, document production is already tightly regimented and the final signed-off document is all important. The productivity tools used to generate it are relatively unimportant compared to the end product, alongside an audit trail demonstrating that the correct process was used to create it and that the correct roles were involved in vetting and approving. Fujitsu recognizes that rarely are operating environments as distinct as the two scenarios above suggest. In the real world, adhoc document production co-exists with more formal activities. Many documents are created in teams with formal workflow review processes. Thus, we believe what most organisations require is a best in class productivity environment, coupled with a best in class ECM environment. Coupling the homogenous Microsoft individual productivity and collaboration tools with an established, compliant, scalable, distributed ECM solution, such as Documentum, using the middleware identified here, could provide an optimum solution for many enterprises. Two such patterns provide excellent illustrations of how different balances of enterprise and local interests can be achieved with both solutions based upon the integration of Documentum with MOSS.

WHITE PAPER THE BENEFITS OF INTEGRATION FOR CONTENT MANAGEMENT SOLUTIONS

Scenario 1 – MOSS plus archiving

Scenario 2 – MOSS in compliant environment

The first scenario places greater emphasis on local agility, flexibility and diversity, while ensuring that minimum standards for information management are maintained. This is perhaps the profile of an enterprise in a less regimented environment, where conformance with external inspection agencies is unusual. The adoption of MOSS will be either be a natural progression, (for example the enterprise already uses SharePoint), or a migration from local file servers due to recognition that some documents may need additional safeguards either from a legal or business continuity perspective. Indeed, it is possible that an upgrade may be positioned as a restructuring exercise to harmonize a number of disparate existing MOSS sites, and apply a rudimentary taxonomy for business value documents. Basic content management, file sharing and tools for enablement of team and project-based collaboration are provided by MOSS, but there is recognition that some content, specifically more formal documents which may have legal implications (invoices, contracts, HR correspondence etc), may need additional retention and archiving strategies. This would be provided, using gateway software, by the Documentum repository. This is retention with a light touch, which nevertheless is able to take advantage of the full range of archiving, retention and tiered storage management/ILM services offered by Documentum.

The second scenario focuses on enterprise conformance to consistent policies and standards, but still in an environment where this co-exists with less formal collaboration approaches, as well as ad-hoc document creation by individuals and groups. This is a fairly typical, heterogeneous environment, representative of many organisations which have some degree of regulation, for which ECM, retention and audited document change processes are mandatory. If we consider for example, the petrochemical, pharmaceutical or utilities markets, considerable effort is expended creating, managing and updating documents relating to quality, safety or license issues. A change to a single document can involve many individuals within, (and external to), the organisation itself. In this sort of environment, the editorial and ‘publication’ process, using the productivity tools in the Microsoft integrated environment could be managed within the MOSS environment, (thus emails, meetings, notes, actions etc can all be managed within the MOSS system). But on completion of the editorial process the final document would reside as the ‘Master’ copy in a Documentum repository. Indeed, some of these tasks could even be orchestrated by the Documentum BPM engine, including formal parallel review and sign off. The resulting virtual content store thus becomes a hybrid repository with corporate information potentially residing in one of two (or more) stores, depending upon its nature. Adhoc and intermediate or background data may reside within a MOSS site, while formal records necessary for compliance are policed within the Documentum environment. The notion that there are two distinct variants of content management is relatively new and has come about largely as a result of the availability of new, cheaper technology. Indeed many analysts are already referring to the two distinct classes of content management: basic content services (BCS) and enterprise content management (ECM). BCS is characterised by low cost (typically $100 per user) limited functionality, reduced scalability, rapid deployment and seamless client integration in a small number of popular applications. In contrast, full Documentum offers greater BPM capabilities, ILM policy support, enhanced integration with other authoring and control applications, print document control systems etc. These tools can be combined to create Content Enabled Vertical Applications, based around complex business processes, potentially interfacing with multiple systems external to the ECM system, different flavours of which (for different needs within the enterprise) can run on the same ECM infrastructure.

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In the sections below, we investigate some of the practical issues observed when configuring real solutions to satisfy the scenarios described. Scenario 1 – Collaboration with enterprise-level retention control

SCENARIO 1 Business need

Support for team working and casual collaboration • Where the ability of team members both inside and outside the organisation to share and work together on documents and drafts is important, (with appropriate versioning and access control, and scope for use of workflow tools to manage approval steps), but • With some enforcement of organisational standards for information retention, archiving and records-keeping, applied in a pervasive but non-intrusive way.

Example customer use

Government policymaking • Supporting research and ideas generation, identify appropriate materials and bring them into shared spaces for team members to access and comment on • Collation of stakeholder input internally and externally, enabling outside contributors to contribute content and participate in the content creation process • Document drafting with multiple authors, with check-in, check out and version control features and the ability to roll back or otherwise access content from earlier versions • All carried out within the context of automated rules-based retention and records management policies, as appropriate. Other potential customer scenarios with a similar mix of ad hoc, informal collaboration, formal process and rules-based retention requirements: • Advertising and media production • Commercial environments, e.g... bid response production • Manufacturing in lightly regulated industries.

Working Environment

User experience is primarily MOSS, with MOSS content management for working files. The Documentum integration component is Archive Services, which promotes key documents to the Documentum Lifecycle / Retention Policy system. Search may be carried out in either environment, but the user must be familiar with the logical separation of information.

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WHITE PAPER THE BENEFITS OF INTEGRATION FOR CONTENT MANAGEMENT SOLUTIONS

Fig 1: Collaboration with Retention/Archive Working Environment (Scenario1) In this environment, the user is able to exploit the collaboration capability of MOSS in harmony with the close integration of the productivity tools (MS Office), something that is likely to increase in demand as uptake of Office 2007 progresses. Deployment could consist of a number of independent departmental solutions each as virtual sites or as separate servers, thus allowing for parallel development, or the adoption of a phased approach. Documents stored will have value to the business, but few would be deemed ‘essential records’. Those records which are marked as such can be moved to the Documentum retention manager, while those documents that are not deemed records may remain within the MOSS domain. Categorization of documents is established using MOSS tools, which permit very rapid deployment and agile re-configuration, with the Documentum environment mirroring the attribute data specified in MOSS for the subset of documents affected. Using Documentum Archive Services, migration (either manual or automatic), moves the document to the specified Documentum structure and associates it with the Retention Policy Services schedule defined in Documentum. Options during transfer include ‘move’ and ‘retain shortcut’ which leaves behind a shortcut (DRL) from which the file can be accessed. It should be noted that since the MOSS object is essentially just a URL, searching from within MOSS will only find metadata and the URL text string.

Whilst there are some considerable benefits in adopting such a solution, it should be noted that, there are some potential drawbacks to consider also. Clearly, with two content management systems involved, there is an overhead in terms of hardware, software and administration. Both integration products tested allow for single sign on, so user administration, possibly the most expensive daily function, can be kept to a minimum. Also the promotion of ‘Documents’ within the MOSS environment to ‘Records’ within Documentum must be carefully managed and controlled, with the organisation ensuring strict adherence to policy to ensure promotion happens for the correct documents. This may be achieved automatically through the use of Document Types, through position in the site hierarchy or manually via policy alone. In this way, high value documents may be logically isolated from the daily output of the business. Summary Benefits of Scenario 1 • Rapid Deployment • Low cost solution • Extensible, phased approach • Scalable point solution • Highly configurable content services • Integrated document management / change control • Consistent user experience - reduced training costs Page 12 of 20

Scenario 2 - Typical enterprise, some compliance requirement with audited processes SCENARIO 2 Business need

Enforcing compliance with enterprise standards and/or formal regulation • The principal business driver, for enterprise content management across the majority of organisations which have embraced it, is compliance – the ability: • to comply with formal regulation and requirements through strict and consistent adherence to agreed processes, and • to demonstrate that compliance has been conducted through audit trails and capture of relevant metrics. • Demonstrable retention policies, records management, archiving and version control, with a focus on security and restrictions on access. Formal sign off and change management procedures. • In order to maintain productivity, it is important that these systems are not soawkward to use that they get in the way of normal operations, therefore user interface design is a crucial feature.

Example customer use

Sales support systems in financial services • ecent high profile cases have led to regulations which impose very heavy procedural and reporting requirements over the entire sales cycle for consumer banking and insurance products. These might include: •Formal record keeping of initial customer contacts, notes from face to face conversations, all correspondence including forms, and potentially, recordings of phone conversations • Formal approval cycle for proposals or insurance • Given the life of some financial products (insurance policies might run for 25 years or more) the record keeping requirement is lengthy and in some cases even open-ended. • In this scenario, processes must be followed to the letter by all employees at all times, therefore it is appropriate to use heavyweight business process management tools. • It is possible that some information resides in a CRM or ERP system, so integration capability becomes important. Other potential customer scenarios with a similar requirement [for] locked-down access and full user access auditing. • Government departments (e.g. taxation records and correspondence) • Financial Services regulatory compliance (SOX, Basel II, or FSA) • Pharmaceutical companies (principally drug trials) • Law firms and organisation’s legal departments • Human resource departments (e.g. defence against unfair dismissal or discrimination claims)

Working Environment

The user interface is MOSS, along with ad hoc team collaboration in instances (which might be rare) where this is permissible. However, while information is presented and accessed via MOSS, it resides in Documentum. The user experience is thus primarily with Documentum functionality, but presented within MOSS. The Documentum integration component is either Docway Wingspan or Documentum Content Services for MOSS. Information governance is enforced via the policy engine in Documentum, together with the security model, enterprise search and business process management.

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WHITE PAPER THE BENEFITS OF INTEGRATION FOR CONTENT MANAGEMENT SOLUTIONS

In this scenario, documents normally reside in the Documentum solution, however access is provided to the Documentum content store via the gateway software and presented within a MOSS site. Thus, the user experience is MOSS, but the functionality is Documentum. Native Documentum commands are initiated from within the familiar GUI with MOSS providing all the collaboration and productivity tools, which is the primary benefit of the integration. Documentum clientside customization is not necessary, but server configuration remains the same effort as a pure Documentum solution. However, in this scenario integration to third party data sources and established Business Process Management may be exploited, allowing more comprehensive process control. The main advantage of such a configuration is that the organisation has a choice of user interfaces, allowing contributors to access the repository using familiar MOSS paradigms, while more advanced users (e.g. Document Controllers, Records Managers etc) may elect to access the repository using standard Documentum client access. Indeed, one possibility would be to exploit the same IIS instance for use with Documentum Webtop and associate the two environments depending upon the user profile, i.e. task based selection. In this manner Document Management does not become a discrete activity, as is the case in many organisations, simply a manner of filing documents. Specialised product training is reduced, while Document Management principles and the integrity of records are maintained.

Taxonomies are developed and applied to Documentum whilst independent attributes may be assigned to the collaboration areas within MOSS, capturing interim revisions or comments from external editors. Formal review cycles are defined and managed from the BPM system, potentially incorporating information from the ERP and CRM systems. Issued documents may be held as auditable records together with their originating documents (e.g. scanned applications or complaints letters) and authorizing approvals. It is perhaps worth noting that the method of integrating MOSS to the Documentum solution is based upon a .NET SOA architecture, with both enabling products presenting functionality as configurable Web Parts. Clearly, there is opportunity to extend this architecture to interface with other information sources, e.g. Maintenance Management, PDM, CAD, in order that MOSS becomes the enterprise information portal, but the repository remains under the control of Documentum.

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Fig 2: Typical Enterprise Working Environment (Scenario 2) Summary Benefits of Scenario 2 • Taxonomy for Document Types • Integration with external data sources • Extensible workflow / BPM solution • Consistent user experience • Accredited, Policy based, Retention / Disposal • Single repository – Simplifies Legal Discovery • Intuitive user interface • Integration with MS Office as authoring applications.

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Once again there are some possible negative ramifications to consider. Principally there are still two environments to purchase and administer. There is also the probability that functionality is duplicated, e.g. version control or simple workflow may be performed in either environment but should only be permitted in one, making the other feature redundant, however with the demarcation of responsibility clearly established, potential filing errors should be reduced. It should be noted that, with the current release of the integration products, it is not possible to render the Documentum standard workflow forms. Thus, careful design or additional service effort may be required to incorporate such steps into the integrated MOSS environment. It is anticipated that this limitation will be eliminated with the release of the Documentum 6 product set.

WHITE PAPER THE BENEFITS OF INTEGRATION FOR CONTENT MANAGEMENT SOLUTIONS

HYBRID ENVIRONMENT CONSIDERATIONS

In both scenarios described above, a hybrid solution is implemented to derive the content management benefits highlighted. It is not unusual to adopt ‘best in class’ solutions and integrate them, indeed SOA and Web Parts almost demand such an approach, but some degree of caution is called for on implementation. Active Directory synchronization is desirable to minimize user administration and careful consideration must be given to synchronizing file plans, object models and even naming conventions, to ensure the two environments remain harmonious. Backup policy must be carefully orchestrated. With two independent databases, maintaining part solutions in two independent file stores, backup regimes must be aware of the timing and order of backups to ensure integrity on restoration. Indeed because MOSS physically stores documents in the database, you may even need to consider the elapsed backup time.

Using the integration products tested, searching must be performed on both repositories independently. However this may be obviated by the implementation of an additional heterogeneous search mechanism. Documentum offer an Enterprise Content Integration (ECI) solution, to expose external source databases (such as MOSS) for searching. Microsoft have developed the Ifilter mechanism to provide the same level of functionality, but currently Documentum do not provide an Ifilter for its internal search engine, FAST. There are however, other third party Web Part integrations (not tested as part of this report) which purport to provide heterogeneous search capability. Some tools, including the Docway product, intercept the MOSS search term and initiate a parallel search on the Documentum repository, returning the results as two separate Web Parts on the same page. This has the added benefit of not duplicating the index, a time consuming and resource hungry activity.

LICENSING CONSIDERATIONS

Beyond business requirement and technical considerations, there is the issue of license costs. To date, no formal joint licensing model has emerged from the co-operation between Microsoft and EMC Corporation over MOSS-Documentum integration, nor is it likely to emerge. This is due to the very different licensing models operated by the two companies. Many organisations likely to be attracted to this technology will have ‘Enterprise Agreements’ in place for Microsoft products, while Scenario 2 customers may well be Documentum users already or be planning a Documentum deployment as part of a technical roadmap. While clearly running two sets of products will require two sets of license agreements, for a

substantial number of customers such deployments are likely to be ‘one plus one’ situations, with organisations choosing to add capability and value to existing implementations, with technologies complementing each other and reinforcing the overall investment case, rather than fresh double deployments. There are, however, strong links between the two companies with EMC Corporation being a Global Alliance Partner, a Microsoft Gold Certified Partner for Service and a Gold Certified Partner for Software..

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CONCLUSION

Fujitsu agrees with the majority of analysts who predict a widespread uptake of MOSS, particularly in those organisations not traditionally targeted by ECM vendors, i.e. the small to medium sized enterprise or those larger organisations without compelling compliance drivers. There are likely to be a wide variety of reasons for this, including the proliferation of electronic data within all organisations, necessitating an ILM Policy coupled with a Retention Policy, which in turn, requires organisations to manage their legal liability. Thus, basic content services are likely to attract smaller organisations or divisions of larger ones, in order to address the upsurge in electronic data prevalent in their daily operations. Storing and managing Email (as opposed to simply archiving it) may become a business justification in the pursuit of Risk Mitigation or compliance with the newly amended Federal Rules of Civil Procedure (FRCP, amended Dec 1st 2006). Once this data begins to fall under the control of a content management system it is likely that the boundaries will be explored, leading to a more comprehensive requirement and hence a more comprehensive product set as represented by Documentum. In this manner, the organisation’s information begins to exist in a virtual repository, where some data, (emails, newsletters, HR performance material etc), resides in one system while other material, (SOP’s, Accreditation or License support documents, accounts etc), resides in another. The key point for many organisations however, is the ability to access all material from a common interface. The solutions discussed herein offer such capability.

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It would be easy to suggest that these integration products just benefit potential MOSS consumers, however Fujitsu believe that the integration is of equal benefit to established ECM users. For the same reasons expressed above, it is likely that the footprint of content management will be extended by the uptake of MOSS solutions, thus expanding the possibility of increased functionality through extended, integrated process management, HSM, single Retention Policy etc. ECM vendors, such as EMC Corporation, need not fear the entry of MOSS, but should embrace it as the world’s largest software vendor begins to evangelize the benefits of ILM. It is certain that major vendors will continue to commit to SOA support. It is also clear that a large number of integration products will appear, in a similar vein as the two highlighted herein. It could yet be that MOSS’s greatest contribution to ECM is, via Web Parts, to act as the homogenisation enabler of the heterogeneous data landscape most organisations have evolved to date. It is also in this area that one more far reaching implication could occur. Just as the advent of web based clients changed the way the applications were written and deployed – specifically, desktop clients became unfashionable and intranet clients became the norm – it is also just possible that Web Parts may now come of age and ultimately replace expensive customised web interfaces. In the configuration tested, it became a trivial task to add ECM components, configure their behaviour and style, incorporate them into pages with other third party Web Parts, and all without any XML knowledge. It may not yet be the end of customizing Webtop, but organisations will need to work harder to justify this particular practice before embarking on it in the future.

WHITE PAPER THE BENEFITS OF INTEGRATION FOR CONTENT MANAGEMENT SOLUTIONS

APPENDIX A: TEST ENVIRONMENT

Conceptual Configuration

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APPENDIX B: GLOSSARY

BCS - Basic Content Services

DRM - Digital Rights Management

MOSS - Microsoft Office SharePoint Server 2007

BPM - Business Process Management

ECM - Enterprise Content Management

SOA - Service-Orientated Architecture

BURA - Backup, Recovery and Archiving

ERP - Enterprise Resource Planning

SOP - Standard Operating Procedures

CAD - Computer Aided Design

FSA - Financial Services Authority (UK)

SOX - Sarbanes -Oxley

CRM - Customer Relationship Management HSM - Hierarchical Storage Management Documentum - EMC Enterprise Content Management Suite

HR - Human Resources

DRL - Documentum Resource Locator

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