ecm

Adriano, James DavidHernandez, Herb Patrick

Penarubia, TimothyRivera, Nikholai

Enterprise Content Management

Module Objectives

• Describe an enterprise content management system• Explain how the Content Server repository stores

and manages content• List the types of content and formats that can be

managed by the repository• Explain versions and renditions• Describe how users navigate the Webtop interface

Enterprise Content Management 1-2

Enterprise Content Management (ECM)

• The Documentum ECM platform helpsmanage unstructured content– Over 80% of enterprise content

is unstructured• Problems associated with

unstructured content:– Ineffectively classified– Difficult to find– Not secure– Difficult to verify

authenticity– Unregulated


Structured

UnstructuredEmail & Attachments

PDFs

Checks

X-rays

PaperDocumentsRich Media

Web PagesAudio & Video

RecordsInvoices

Manuals

Claims

Contracts

Instant Messages

Forms

Images

XML

Rows and Columns

ECM Basics• Content Server Repository• Working with the Repository

ECM Basics• Content Server Repository• Working with the Repository

The ECM Solution• The Documentum ECM platform:

Adds intelligence to content for fast searchesManages content lifecycles according touser-defined business rulesControls publishing of content throughmultiple channels and formatsControls access to documents based onsecurity levelsEnforces regulatory requirementsSupports collaborationIntegrates with authoring tools and enterprise applications


The Big Picture


Documentum ECM Platform

Create / Capture Manage Deliver / Archive

Security and Audit Trails Library Services Versioning Lifecycles and Workflows Renditions and Transformations

Office Applications (MS Word)

XML Applications

CAD Applications

Scanned Images

Computer-Generated Documents (Reports)

Enterprise Applications

(ERP, CRM, etc.)

FaxCD-Rom

Publications

Email

WirelessWebsites

Archival / Storage

Benefits of ECM: Storage & Retrieval• Advantages to managing documents in an ECM system

versus a file system:


File System

Can't be certain that a document is the latest version

Limited permission settings for individual documents

Search for documents based on a limited set of properties

Different formats maintained as separate files

Workflow and routing not available

Can't be certain that a document is the latest version

Limited permission settings for individual documents

Search for documents based on a limited set of properties

Different formats maintained as separate files

Workflow and routing not available


Always access most up to date version of a document

Restrict who can read, edit, or delete a document

Search for documents based on descriptive information

Seamlessly maintain different formats of same document

Route documents for review and approval

Always access most up to date version of a document

Restrict who can read, edit, or delete a document

Search for documents based on descriptive information

Seamlessly maintain different formats of same document

Route documents for review and approval

Benefits of ECM: Content Distribution• Advantages to distributing documents managed by an ECM

system versus files stored on a file system


E-mail

Reference documents via file system paths that: don't necessarily

reference the latest version

are invalid if the document is moved

Sending a document as an attachment exacerbates version and security issues increased disk space

usage

Reference documents via file system paths that: don't necessarily

reference the latest version

are invalid if the document is moved

Sending a document as an attachment exacerbates version and security issues increased disk space

usage

File System Documentum ECM Platform

Reference documents via dynamic URLs that: always retrieve correct

version of a document always retrieve the

document even if it changes location

restrict access to the document based on permission settings

Reference documents via dynamic URLs that: always retrieve correct

version of a document always retrieve the

document even if it changes location

restrict access to the document based on permission settings

Example Scenario: Driver's License


Application (E-Form)

Digital Picture

Digital Thumbprint

Proof ofInsurance (scan)

Issued License

RenewalNotice

Timer (Agent)

CompletenessCheck Workflow

Background Check (search)

5 Years Later…

Comprehensive Content Management


Content

Context Decisions, Outcomes

Processes

ProjectsTemplates

Production SOPs

R&D Compliance

Process Portal

Online Catalog

Technical Publishing

Brand ManagementSystem

Customer Newsletter

Financial Disclosure


The Documentum Repository

• Documentum’s repository:– Stores content on a file storage system

– Stores properties in a Relational Database ManagementSystem (RDBMS)

• Oracle, SQL Server, DB2, Sybase– Supports multiple operating systems

• UNIX, Linux, Windows


ECM Basics Content Server Repository• Working with the Repository

ECM Basics Content Server Repository• Working with the Repository

Repository

File Storage System Database

TERMINOLOGY NOTE: The terms repository and Docbase are often used interchangeablyTERMINOLOGY NOTE: The terms repository and Docbase are often used interchangeably

The Content Server

• The Content Server is a service thatmanages the repository– The repository can only be

accessed via the ContentServer

– Supports client-server andweb-based applications


BUSINESS BENEFIT: The Content Server enforces configurable security policies and business rules, providing secure and controlled access to content

BUSINESS BENEFIT: The Content Server enforces configurable security policies and business rules, providing secure and controlled access to content

Content Server

Repository


Repository Objects• Content is stored in the repository

as an object

• An object is made up of two elements:– Properties

- Stored in the database– Content file (optional)

- Stored on the file system


Repository


Content File Properties

owner namecreation dateobject name

owner namecreation dateobject name

What are Properties?• Properties are used to describe

all objects in the repository– Useful for searching and

organizing information• Property values can be assigned in a variety of ways:

– Automatically by the Content Server– Automatically by a client application– Manually by a user– Programmatically through customization


TERMINOLOGY NOTE: The terms metadata, properties, and attributes are used interchangeably throughout this course

TERMINOLOGY NOTE: The terms metadata, properties, and attributes are used interchangeably throughout this course

Content File

Properties

BUSINESS BENEFIT: Properties allow content to be organized and retrieved efficiently and effectively

BUSINESS BENEFIT: Properties allow content to be organized and retrieved efficiently and effectively

owner name: Johncreation date: 05-21-2005object name: Assembly Processformat: msw8subject: Manufacturingkeywords: mfg, tool, assembly

owner name: Johncreation date: 05-21-2005object name: Assembly Processformat: msw8subject: Manufacturingkeywords: mfg, tool, assembly

What is Content?

• Any type of electronic data can be managedby the repository:– Document– Web page– XML document – Report– Executable– Engineering drawing– Scanned image– Audio or video file– Thumbnail file– Corporate record


File Formats• Content files in the repository can be of any format• Content files can be created with

any application• When a document is accessed,

the appropriate viewing orediting application isautomatically launchedon the client computer


AVI

MP3

DOC

JPG

DWG

PPT

OCR

Versions• When a document is modified it is stored in

the repository as a new version• Each version has a unique version

number• By default, users automatically

access the most recent, or CURRENT,version– Always only one CURRENT

version of a document– Can revert to previous versions

when needed


1.1

2.0

1.0

CURRENT

BUSINESS BENEFIT: The availability of previous versions of a document provides a record of changes, including who made the changes

BUSINESS BENEFIT: The availability of previous versions of a document provides a record of changes, including who made the changes

Renditions• A content file can also be associated with one or more renditions

– A rendition is a read-only representation of the contentthat differs from the original in some way

– Different format, language, resolution, etc.


PDF HTML ForeignTranslation

RenditionsNative Format

DOC

BUSINESS BENEFIT: To view a document, users do not need to have access to the same expensive or complicated native application that was used to create the original content

BUSINESS BENEFIT: To view a document, users do not need to have access to the same expensive or complicated native application that was used to create the original content

Security• Access to objects in the repository is controlled by

object permissions– A flexible permissions structure that allows the

granting of specific access levels to specific users– Permissions can be assigned automatically or manually

based on business requirements


WorldOwnerStanleySalesMarketing

BROWSEDELETEWRITEREADVERSION

Users/Groups Permissions

Client Applications• Users interact with the repository

through client applications– Documentum clients– Application integrations– Custom client applications

1-19Enterprise Content Management

Repository

Documentum Webtop

Documentum TaskSpace

MS Word Integration

Content Services for SAP

ECM Basics

Content Server Repository Working with the Repository

ECM Basics

Content Server Repository Working with the Repository

BUSINESS BENEFIT: Users are able to access the repository using client applications that are best suited for their job and comfort level

BUSINESS BENEFIT: Users are able to access the repository using client applications that are best suited for their job and comfort level

Content Server

ecm

Technology