My Documentum - enChoice Documentum.pdfMy Documentum for Desktop (6.5 SP2) is the new release...

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My Documentum

Personal Access to Documentum from Everyday Applications

Information

My Documentum Family


Content Management Challenges Using Common Business Applications

ComplianceDifficulty adhering to corporate GRC policies

Decreased ECM ROILow ECM adoption

Personal Productivity Large amount of time wasted trying to find relevant information


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

Source: Craig Le Claire and Ken Poore. "Enterprise Content Management's Next Step Forward," For Information & Knowledge Management Professionals(2008)

ECM is a Software Priority


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


PRODUCT OVERVIEWS

My Documentum


My Documentum for Offline


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


How My Documentum for Offline Works

How it WorksGraphical Overview

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


My Documentum for Desktop(formerly File Share Services)


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


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


Drag-and-Drop to Windows Explorer


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


My Documentum for Desktop Real Customer Implementation – Financial Services

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

A global bank is using My Documentum for the Desktop to protect IP while allowing bankers to work through everyday Office applications


My Documentum for Microsoft Outlook(formerly DCO or Documentum Client for Outlook)


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


The Key Focus Areas What’s changed in My Documentum for Microsoft Outlook

Knowledge management Offline access to the repository

Archiving and complianceSupports manual classification of e-mail and preservation of context

Personal productivity Extend the natural Outlook user experience to ECM


Native Integration with Microsoft OutlookLeverage ECM capabilities from within the familiar Outlook interface

Menus– Main/Context– Toolbar– Tree View– Preview Pane– List View

Tab model– Others

FavoritesRulesTask 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


Finding and Evaluating ContentLocate 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


Comprehensive Metadata ManagementEfficiently 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


Offline Access and SupportWork 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


Capture and File ContentCapture content—in business context, as a natural part of daily workflows

Microsoft Outlook

Drag n DropE-mails(Single/multi select)AttachmentsOutlook FoldersFiles from desktop

DCO Toolbar or Menu

Send and Save

DCO Toolbar or Menu

Move/Copy

Microsoft Outlook

Copy/PasteMicrosoft Outlook

Rules

Documentum folders in Outlook

EMC Documentum Platform

http://www.deviantart.com/deviation/40255275/


Sharing ContentShare 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


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 OutlookReal customer implementation: Pharma

My Documentum for Microsoft OutlookBecomes 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


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.


My Documentum for Microsoft OutlookReal customer implementation – insurance

My Documentum for Microsoft OutlookBroker 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

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.


Feedback from Customer

StatusIn 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. ”


My Documentum for Microsoft SharePoint


Why do customers want ECM andSharePoint?

“Just make SharePoint and Documentum work together”

SharePoint


How EMC Documentum Interoperability for SharePoint fits into the Customer Environment

Leverage the Documentum platform

Ensure Content Governance

Extend Documentum access across the enterprise


EMC Documentum Repository Services for SharePoint


EMC Documentum Repository Services for Microsoft SharePoint

Usability100% Transparency to SharePoint users, processes and ‘add-ons’

ComplianceRepository of recordCommon Policy ManagementLong-term retention

CM IntegrationSharePoint content in ECM processesRepurpose/reuse SharePoint content

OperationalImprove SQL Server manageability HSMDe-duplicationObject-level restore

SQL ServerDocumentum

MetadataObject Metadata

Object

Content

Metadata

Metadata

SharePoint End User

Microsoft EBS Layer

EDRSMS

EMC EBS Handler

Object


EMC My Documentum for Microsoft SharePoint


SharePoint as a Documentum ClientWho 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?


EMC My Documentum for Microsoft SharePoint Use SharePoint as a Documentum Client…

Apply LifecycleEdit Properties


Documentum Search Web PartSearching Documentum “Libraries”


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


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 TweedManaging 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 GhanimSystems Analyst, SharePoint Integrations Project Manager

Saudi Aramco


EMC Consulting ServicesStrategize • Advise • Architect • Implement • Manage • Support

Why EMC for SharePoint?

Virtual Infrastructure

Tiered/Unified Storage

Backup, Recovery, Archive

Business Continuity

EnterpriseContent

ManagementSecurity

EMC helps you build your information infrastructure


My DocumentumRoadmap


GA Dates

Client name Version GA Date

My Documentum for Microsoft Outlook

6.5 SP1

6.5 SP2

August 17, 2009November 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, 2009Q4 2009 (estimated November 2009)


2 Ease of Use• Users stay in familiar applications• Minimal training• High adoption rate

3 Compliance & 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

What is My Documentum?Personal Access to Content Services

1 Personal Productivity• Online and offline access, all through familiar interfaces with no

change in process• Find relevant information quickly and efficiently


Resources

Emc.com/mydocumentumTechnical Whitepaper, demos, datasheets

Catch us at:

December 2 joint Microsoft and EMC webcast – Microsoft OBA, SharePoint and My Documentum

Microsoft SharePoint Conference

Momentum Athens

http://www.momentumeurope.com/

My Documentum - enChoice Documentum.pdfMy Documentum for Desktop (6.5 SP2) is the new release...

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