Embed Size (px)
Citation preview
Enterprise Content Meets Information
Lifecycle Management
Welcome…
David WarnerProduct Sales Representative
Cell: (301)412-5356
Presentation Agenda
Documentum Update EMC’s Information Lifecycle Management (ILM) Documentum Records Manager Overview
Product Development Roadmap EMC Storage Solutions Live Demonstration
Documentum: A History of Innovation
19901993
1995
1996
1998
1999
2000
2001
2002
Full Suite of Enterprise Integrations
Digital Asset Management
Web-based Document Management
1st Distributed EDM system available
Internet Architecture
Web Content ManagementXML Component Management
Generalized Document ManagementCompany founded
2003 RM & eRoom
EMC
Acquisition 2004
Analyst Views on Enterprise Content Management
Performance Leader: Documentum
“Documentum 5 is an exceptionally robust and comprehensive package. It has an impressive breadth of functionality from WCM to digital asset management.
Documentum has a very strong vision, and has clearly demonstrated its commitment to the enterprise content management (ECM) market.
Documentum is further seen as a web content management (WCM) leader, and a leader in core document management (DM) functionality.”
- ECM METASpectrum, 01.04
Key Challenges of Information Management
Relentless Information Growth Business Continuity Regulatory Compliance Cost Containment
1
2
3
4
Information is data and content
Informationis more strategic
than ever
Informationmanagement is the key to organizational excellence
The Lifecycle of Information
Information has a lifecycle, and its value and required service levels
fluctuate over time
What is Information Lifecycle Management?
The Process of Information Lifecycle Management
Classify information based on its value
Identify Information Groups and their current service levels
Verify that each Information Group is receiving the correct level of service
Monitor, evaluate, and align service levels on an ongoing basis
Assess the value of the information to the organization.
Information Groups constitute the basic unit of management in the ILM process.
You may be paying too much or exposing your organization to risk.
1
2
3
4
Adjust to changing business requirements.
Requirements for Information Lifecycle Management
Tiered Storage
Integrated Protection and Recovery
DynamicInfrastructure
Active InformationManagement
Unified ManagementEnvironment
Flexible RecoveryLevels
Meta-Data & Policies
StructuredStructured Semi-structuredSemi-structured UnstructuredUnstructured
Business Processesand ApplicationsCRM
ERP
Pro
j. F
XV
Mw
are
Virtual Storage Layer
App
OS
Virtual Layer
Co
mp
ute App
OS
App
OS
Storage
Virt. Vol. Virt. Vol. Virt. Vol.
Virtual Infrastructure
App
OS
Virtual Layer
Co
mp
ute App
OS
App
OS
Storage
Virt. Vol. Virt. Vol. Virt. Vol.
App
OS
Virtual Layer
Co
mp
ute App
OS
App
OS
Storage
Virt. Vol. Virt. Vol. Virt. Vol.
Web
1
2
3
4
5
What the Analysts Say…
“In 2004-2006, IT organizations will increasingly connect the technical elements of storage
management with the business requirements of content management…ECM applications provide
the content knowledge to enable a more intelligent and automated ILM.”
—Meta Group, January 2004 Information Lifecycle Management and Enterprise Content
Management: The Confluence of Technology and Business
Benefits of Information Lifecycle Management
Reduced storage hardware costs Reduced IT administration costs Improved alignment between business objectives and IT
spending initiatives Application infrastructure optimized for business
continuity at lowest possible cost Compliance risk avoidance through managed retention
and disposition of ALL information
1
2
3
4
5
Documentum Has the Capability to Provide Visibility Into, and Manage, All Unstructured Enterprise Content…
Enterprise Content ManagementEnterprise Content Management
EDMEDM WCMWCM DAMDAM ERMERM CCMCCMDocuments
SpreadsheetsContractsDrawings
HTMLSGMLWMLXMLCodeForms
ImagesSoundVideo
Presentations
ReportsRecordsScanningImaging
Final Form StorageeMail
ProjectDiscussions
Desktop SharingOnline Meetings
eMailIM
Universal Content Repository
InfrastructureSoftware
Networked StoragePlatforms
Sto
rag
e M
gt.
Ser
vice
s
Information ManagementSoftware
Data Management
Importance of Managing Records
Corporate Scandals: Enron, WorldCom, Arthur Andersen drove Sarbanes-Oxley Act (SOX) to enforce Corporate Governance
International and Industry Specific Standards: DoD 5015.2, ISO 15489, MoReq, PRO, VERS, SEC 17a , GLB, 21CFR11, etc.
Enterprise Email Management
84% of the cost of doing business relates to paperwork, which is now electronic in nature
30-40% of all recorded information is simply unneeded and
should be deleted
A Complete Content Management System Includes Records Management
Static Low
High
Information Centric Policy Centric
Traditional Content Management
Traditional Records Management
Structure &Process
CollaborationLibrary Services and
WorkflowRenditions Virtual Documents
CM and RM solve different but overlapping problemsThe real requirement is to manage the complete lifecycle of contentIntegration provides a complete solution and is a required aspect of ECM
Retention Disposition Freeze Holds Audit Trails
De Facto Standard - DoD 5015.2
Developed by U.S. DoD as a result of lost records and litigation after the first Gulf War Endorsed by NARA for use across Federal government Well defined standard with formal certification process Serves as the de facto standard in the U.S. Federal, S&L and Commercial Markets Documentum assisted in defining the requirements – meets all requirements Specifications:
How a retention schedule is implemented How documents are filed as records How email is collected and stored What classification tools end-users must have How records are stored (physical storage repository) The records retrieval process What security control must be in place How the retention/disposition screening process must work What audit trails must be kept Chapter 4 – classified records management
Documentum Records Manager Heritage
Founded 1989 Provenance Systems - ForeMost®Renamed 2001 TrueArcAcquired 2002 DocumentumBusiness Focus Records ManagementMarket Share ERS LeaderCertifications DoD 5015.2, UK-PRO
VERS (Planned)DoD Certification 1997 – First Vendor
Most EDMS PairingsTechnology N-tier with Full APIInternet First Web Based ERSEase of Use Office, Email, EDMSInnovation Automatic Categorization
Records Services for EmailLong Term Preservation ProjectXML Based TechnologyLeverage Documentum*
Declaration of Records
Automated by Workflow,
Life Cycle or an End User
Right Mouse Click
Viewing the
Metadata
Profile and
Enforcing
Retention
Rules
Completing Content Life Cycle
Document Creation Collaboration Properties Workflow
Object BecomesA Record
Author Control
Records Management
Corporate Control
Store/ Transfer
Expunge
Legal Rules Regulatory Compliance
Business Rules Access Control
Retention
Disposition
Documentum ECM Documentum Records Manager
Time
Act
ivity
Dec
lare
Cla
ssify
Managing Electronic Messages
Businesses Use Electronic Messages In Several Ways
E-Mails Instant Messages Short Messages (SMS) On-Line Presentations Voice Over IP (VoIP) Voicemail
Point Solutions in the Email Management “Stack”
Storage
Email/System Console
Anti-Spam, Anti-Virus
Email Servers
Email Archiving
Storage Management
“Point Solution #1”
“Point Solution #2”
“Point Solution #3”
Open View
Email Archiving and Information Lifecycle Management
Storage
Email/System Console
Anti-Spam, Anti-Virus
Email Servers
Email Archiving
Storage Management
Open View
InformationLifecycle
Management
Documentum Enterprise Records Management Edition with Records Services for Email
Email Archiving Deployment Options
Server Side or Client RecordsActivators Invisible Capture to Selective Interactive Use DoD 5015.2 Compliance
Client RecordsActivator Public/Private Folder Monitoring for Drag ‘N Drop Filing Copy vs. Move Option, Save .MSG Format Option Intercept on Send Captures Outbound Messages Declare Button for Inbox Messages Search Button for Repository
Retention/Disposition Rules with Expunge
Documentum Records Services for Email
Monitor and CAPTURE: email
and records& attachments
ToFromCCSubjectKey terms, etc…
RepositoryStorage
TIMELY ACCESS to indexes,
metadata and archived records
MANAGE: Enterprise policies for indexing,
content checking, classify, security, audit, notification,
retention and disposition
ARCHIVE: duplicate copies to non-erasable, non-rewritable
appropriate medium
Records Administration Features
File Plan Management File Plan Re-Organization Retention and Disposition Paper File Control Active/Inactive File Migration Box Management Bar-coding Report Writer
Records Administration Features
File Plan Management Alpha/Block Numeric Unlimited Series Hierarchical Structure Inheritance From Parent Prefix, Section, File Case/Subject Files Folder/Doc Location File Number Validation File Restrictions
Records Administration Features
File Plan Re-Organization
•Copy, Move, Delete File/Branch
•Progress Logging and Status Display
•Visual File Plan Display
•Optional Inclusion of File Contents
•In-Progress File Plan Lockout
Records Administration Features
Retention/Disposition
Chronological/Conditional/Unknown Aging
Evaluate, Review, Dispose Stages
Post-Disposition Audit Trails
Final/Interim Disposition (7 Stages)
Authority Enforcement
Electronic, Non-Electronic, Folder Handling
Reports, Exceptions, Cutoffs
Freeze/Hold, Scrub, Physical Transfer
Vital Records Review via Tasks
Records Administration Features
Paper File Control
Manual, Automatic Folder Numbering Control
Unlimited Folder Series
Wallets/Temporary Dockets
File/Folder Charge-out and Reports
Recall Notices, Summary Reports
Configurable Folder Label Printing
Charge-out Returns, Pass-Along
Records Administration Features
Active/Inactive File Migration
Forward/Reverse Migration
Box Inactive Records
Accessioning
Custom Box Fields
Ad-hoc Migration Processing
Multi-stage Auto Migration
Records Administration Features
Box ManagementAutomatic Barcode Assignment
Box Numbering Control
Labeling
Box Charge-Out/Reservation
Box Scheduling
Bar-coding
Folders, Boxes, Documents, Charge-Outs
Auto Barcode Assignment
Batch Bar-coding, Label Printing
Records Administration Features
Report WriterReport Query and Results
Leverages Canned or Ad Hoc Reports
Access to All Fields
Security Driven
Integrated with Crystal Reports
Export Data to Other RW Products
Customizable and Extensible
RM Product Development Roadmap
Q4 2002 DoD Certification via Desktop Client 4i and 5 Platform Transfer and Synchronize Options
Q2 2003 RM 3.1.1 Uses a Docbase for RM Paper Enhancements
Q4 2003 RM 3.2 Rebranded Product Replaced Fulcrum with Verity Paper Enhancements
RM Product Development Roadmap
Q1 2004 RM 3.2.1 Office 2003 Support New Viewer
RM 4.0 New WebTop/WDK Interface Enhanced Paper Functions
Barcoding, Warehouse Mgt. Certifications – UK-PRO2 and partial VERS Product End of Support – ForeMost Enterprise
Standard support policies apply
RM Product Development Roadmap
1H-2004 RM 5.2 Platform, Repository, Metadata, UI Unification Full Function RM Capabilities in Docbase Web Based Documentum Administrator with RM Functions Virtual Documents Supported as Records Enhanced Single Search Capability API Exposure (DFC and WDK) of RM Functions Migration Tools for Pre 5.2 RM Versions RM Standalone Mode Continued Space Management – Physical Records DoD 5015.2 Chapter 4 Certification with Oracle DoD 5015.2 Chapter 4 Certification with Microsoft SharePoint
RM Product Development Roadmap
1H-2004 Record Services for Email 5.2.5 User and Admin UI Improvements Mailbox Shortcuts Migration Tools for .PST, .OST, Backup Tapes Existing Mail Stores Full Lotus Notes Support Support for IM Policy Management Tools – Monitoring
2H-2004 RM 5.3 Support for all DCTM Supported Databases and Platforms Recertification Against DoD 5015.2, UK-PRO, VERS Standards
Storage Infrastructure Completes the Content Lifecycle
Unified Content Services Create and Manage Deliver Archive Capture
DocumentumRepository
EMC StorageInfrastructure
Symmetrix CLARiiON
Centera Compliance Edition
Purpose-Built Magnetic Disk Records Storage to Overcome Current Media Limitations and Facilitate Records Retention & Compliance
Non-Overwritable, Non-Erasable
Assured Content Integrity & Availability
Seamless Scalability
Self-Managing, Self-Healing
Future-Proof Architecture
Improved Service Levels
DoD 5015.2 Certified
Superior TCO
How Centera Compliance Edition Works with DCTM
ApplicationSoftware
CAS System
Centera stores record
and Verifies Authenticity Using Fingerprint
User Retrieves
Record and CAS Authenticates
Record is created or used by application
Record is stored in
Centera and Fingerprint is Calculated
MANDATORY
< Content Address>
<Date: Aug. 27, 2002>
<Retention: 3 years>
USER DEFINABLE
<User Name>
<PDF (record format)>
<Customer Number>
<Record Source>
What does EMC Centera provide for Documentum?
Revision-safe content store that provides authenticity and immutability
Record-level retention, protection and disposition Record-level auditability Non-rewriteable
Automated business continuance & disaster recovery
Local and remote content replication Immediate access with no user intervention
Provides on-line access to archived content Faster record retrieval Significant reductions in TCO Content Address maps to Documentum Object IDs
Complete end-to-end compliance solution Records Management Enterprise Content Management Content Addressed Storage
Lower liability exposure in regulated industries Configurable retention periods Expiration dates (no smoking guns)
Superior total cost of ownership (TCO) Increased customer satisfaction by providing online access to
content
Joint Documentum and EMC Centera Solution: Compelling Business Value
Solution: Documentum Enterprise Records Mgt. Helps Customers…
“
”… by applying records management procedures to
manage large volumes of records and email in compliance with statutes, regulations and best practices for good governance.
• leverage information assets across the enterprise
• reduce the risk of non-compliance
• control the cost of litigation and operations
Who Benefits?
End Users – search and retrieval of official information for compliance and decision-making, organization supports productivity
System Administrators – means of applying consistent information lifecycle management that was never before obtainable or ubiquitous
IT Managers – storage management, policy check box, enterprise deployment, low maintenance once configured
Executives – risk management, enterprise perspective for control and awareness of official information, and low TCO
Demonstration
Uniting The World Through Content
