Lotusphere BP304: Looking For the Right Document Management Alternative

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Are you looking for the right destination for your Lotus Domino Document Manager migration? Or are you just looking for full function document management that your users will like? Do you feel like trying to satisfy all your constituents (end users, compliance officer, CFO, LOB managers, CTO, etc.) is like trying to build a sheep with 5 legs that will still win the race? WeÔÇÖve spent many, many hours with fellow Redbook team members and consulting with our customers on the best document management alternatives for different situations. WeÔÇÖll share our best practices on how to decide as well as some of the surprising answers weÔÇÖve found (like a race-winning sheep with 5 legs!)

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  • RHD: Animatie schaap 5 poten toevoegen
  • RHD: Animatie schaap 5 poten toevoegen
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • Lotuslive example
  • GoogleDocs example
  • GoogleDocs example
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • First the axes - Freedom versus Compliance - Quick implementation versus Longterm Program Secondly mood pictures - Students sharing - Departments collaborating - Business Manager with an urgent need - CIO with a long term vision Thirdly introducing ICT terms - Document Sharing - Document Collaboration - Document Point Solutions - Enterprise Document Management
  • Lotusphere BP304: Looking For the Right Document Management Alternative

    1. 1. BP304 Can a sheep with five legs win the race?: Looking for the Right Document Management alternative Roland Driesen | Business Consultant / Founder Silverside Femke Goedhart | Senior Consultant / Co-author Redbook on migrating from the Domino Document Manager platform
    2. 2. Introduction speakers <ul><li>Femke Goedhart Roland Driesen </li></ul><ul><li>Senior consultant Business consultant </li></ul>
    3. 3. Agenda <ul><li>Different corporate languages </li></ul><ul><li>Defining the spectrum </li></ul><ul><ul><li>Freedom versus Compliance </li></ul></ul><ul><ul><li>Fast versus Longterm </li></ul></ul><ul><li>Mixing the alternatives </li></ul><ul><li>Conclusion </li></ul>
    4. 4. Agenda <ul><li>Different corporate languages </li></ul><ul><li>Defining the spectrum </li></ul><ul><ul><li>Freedom versus Compliance </li></ul></ul><ul><ul><li>Fast versus Longterm </li></ul></ul><ul><li>Mixing the alternatives </li></ul><ul><li>Conclusion </li></ul>
    5. 5. how many proverbs are in this painting!
    6. 6. the meaning of a sheep with 5 legs!
    7. 7. CEO: “Information at my fingertips” barriers also exist within companies!
    8. 8. Manager: “optimize my business process”
    9. 9. ICT Manager: “according to my architecture”
    10. 10. CFO: “but re-use our existing resources!”
    11. 11. User: “how do I handle all those requests?”
    12. 12. Different Corporate Languages <ul><li>CEO: Compliance / Shareholders </li></ul><ul><li>CFO: Stay in budget </li></ul><ul><li>Managers: Optimize business processes </li></ul><ul><li>ICT Manager: Technical platform </li></ul><ul><li>The end user: Don’t bother me with difficult software! </li></ul>
    13. 13. Agenda <ul><li>Different corporate languages </li></ul><ul><li>Defining the spectrum </li></ul><ul><ul><li>Freedom versus Compliance </li></ul></ul><ul><ul><li>Fast versus Longterm </li></ul></ul><ul><li>Mixing the alternatives </li></ul><ul><li>Conclusion </li></ul>
    14. 14. Definition Enterprise Content Management <ul><li>2008 AIIM Definition: Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists. </li></ul>
    15. 15. Key Considerations <ul><li>Has required features </li></ul><ul><li>Infrastructure platform support </li></ul><ul><li>Vendor support (e.g. single vendor) </li></ul><ul><li>Compatibility with existing systems </li></ul><ul><li>Total cost of ownership </li></ul><ul><li>Supported end-user interfaces (e.g. Lotus Quickr Connectors) </li></ul><ul><li>Extensibility (e.g. REST, APIs, etc.) </li></ul><ul><li>Existing technical personnel skills </li></ul><ul><li>Add-on availability (templates, scanning, etc.) </li></ul><ul><li>Available compliance module meets organizational needs </li></ul>
    16. 16. millenials like to share!
    17. 17. collaboration extends the company
    18. 18. the headache of business managers
    19. 19. the importance of regulation
    20. 20. the differences between people
    21. 21. are based on two important axes Long-term Instant End User Company
    22. 22. the document management spectrum Document Sharing Document Collaboration Document Point Solution Enterprise Content Management Long-term Instant End User Company
    23. 23. the document management spectrum <ul><li>Document Sharing </li></ul><ul><ul><li>Definition </li></ul></ul><ul><ul><li>Available solutions </li></ul></ul><ul><ul><li>Examples </li></ul></ul><ul><ul><li>Pro & Con </li></ul></ul>Long-term Instant End User Company
    24. 24. Silverside loves LotusLive!
    25. 25. GoogleDocs is easy!
    26. 26. Some solutions are free!
    27. 27. Pro's Document Sharing <ul><li>End users empowerment </li></ul><ul><li>Instant availability </li></ul><ul><li>Cheap / Free </li></ul><ul><li>No ICT borders </li></ul>
    28. 28. Con's Document Sharing <ul><li>End user mayhem </li></ul><ul><li>External storage of your documents </li></ul><ul><li>No warranties / guarantees </li></ul><ul><li>Requires reliable Internet access </li></ul>
    29. 29. the document management spectrum <ul><li>Document Collaboration </li></ul><ul><ul><li>Definition </li></ul></ul><ul><ul><li>Available solutions </li></ul></ul><ul><ul><li>Examples </li></ul></ul><ul><ul><li>Pro & Con </li></ul></ul>Long-term Instant End User Company
    30. 30. Definition Document Collaboration <ul><li>Butler Group 2006 Report on Document Collaboration: Document Collaboration tools and technologies must support, encourage, and facilitate high-value interactions in a manner that ensures information confidentiality, integrity, and accessibility . </li></ul><ul><li>Key points: </li></ul><ul><ul><li>Extendible </li></ul></ul><ul><ul><li>Out-of-the-box Interface </li></ul></ul><ul><ul><li>Controllable Security </li></ul></ul><ul><ul><li>Workflow </li></ul></ul>
    31. 31. Solutions Document Collaboration <ul><li>Microsoft SharePoint® </li></ul><ul><li>IBM Lotus® Quickr® </li></ul><ul><li>EMC Documentum® eRoom™ </li></ul>
    32. 32. SharePoint looks great!
    33. 33. Examples Document Collaboration Quickr is a platform for solutions!
    34. 34. Pro's Document Collaboration <ul><li>Customisable user interface </li></ul><ul><li>Internal ownership </li></ul><ul><li>Controlled “popcorn” </li></ul><ul><li>Administrative control </li></ul><ul><li>Integration with business applications (Office, Mail, Desktop) </li></ul><ul><li>Can be used for Intranet, Extranet and Internet purpose </li></ul>
    35. 35. Con's Document Collaboration <ul><li>Requires hardware, maintenance and licences </li></ul><ul><li>Ad hoc implementation </li></ul><ul><li>Requires specific versions of business applications & add-ins </li></ul><ul><li>Security in the hands of end users </li></ul>
    36. 36. chaos from it's positive side!
    37. 37. the document management spectrum <ul><li>Document Point Solution </li></ul><ul><ul><li>Definition </li></ul></ul><ul><ul><li>Available solutions </li></ul></ul><ul><ul><li>Examples </li></ul></ul><ul><ul><li>Pro & Con </li></ul></ul>Long-term Instant End User Company
    38. 38. general document types are available
    39. 39. when to pay the bill!
    40. 40. Pro's Document Point Solution <ul><li>Out of the box document types </li></ul><ul><li>“ Experience included” </li></ul><ul><li>Deep functionality </li></ul><ul><li>Integrated with branch specific applications </li></ul><ul><li>Fast implementation / Low risk </li></ul><ul><li>Pre calculated Return on Investment </li></ul>
    41. 41. Con's Document Point Solution <ul><li>Small room for customization </li></ul><ul><li>Different user interface per point solution </li></ul><ul><li>Solves only one problem area </li></ul><ul><li>Depending of suppliers future vision and product development </li></ul><ul><li>High entry investment </li></ul>
    42. 42. the document management spectrum <ul><li>Enterprise Content </li></ul><ul><li>Management </li></ul><ul><ul><li>Definition </li></ul></ul><ul><ul><li>Available solutions </li></ul></ul><ul><ul><li>Examples </li></ul></ul><ul><ul><li>Pro & Con </li></ul></ul>Long-term Instant End User Company
    43. 43. Definition Enterprise Content Management <ul><li>2008 AIIM Definition: Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists. </li></ul><ul><li>IBM Definition: IBM Enterprise Content Management helps companies manage content, optimize business processes,and enable compliance with an integrated infrastructure. </li></ul><ul><li>Key points: </li></ul><ul><ul><li>Business Process Management </li></ul></ul><ul><ul><li>Lifecycle Management </li></ul></ul><ul><ul><li>(Mandatory) Meta data </li></ul></ul><ul><ul><li>Enterprise Search </li></ul></ul>
    44. 44. Solutions Enterprise Content Management <ul><li>IBM FileNet® </li></ul><ul><li>IBM Content Manager® </li></ul><ul><li>EMC Documentum® </li></ul><ul><li>OpenText eDocs™ (formerly Hummingbird®) </li></ul><ul><li>Alfresco® Enterprise Edition </li></ul>
    45. 45. ECM controls processes huge amounts!
    46. 46. ECM asks meta data for this control!
    47. 47. Pro's Enterprise Content Management <ul><li>Complete control </li></ul><ul><li>One platform </li></ul><ul><li>Integration </li></ul><ul><li>Capacity </li></ul><ul><li>High availability </li></ul>
    48. 48. Con's Enterprise Content Management <ul><li>Expensive </li></ul><ul><li>Specific expertise </li></ul><ul><li>Multiple servers </li></ul><ul><li>Long implementation </li></ul><ul><li>Start from scratch </li></ul><ul><li>User acceptance </li></ul>
    49. 49. ECM requires a complex foundation!
    50. 50. Agenda <ul><li>Different corporate languages </li></ul><ul><li>Defining the spectrum </li></ul><ul><ul><li>Freedom versus Compliance </li></ul></ul><ul><ul><li>Fast versus Longterm </li></ul></ul><ul><li>Mixing the alternatives </li></ul><ul><li>Conclusion </li></ul>
    51. 51. the preferences of the users! End User ICT Manager Manager CxO Long-term Instant End User Company
    52. 52. to combine! Document Collaboration Document Point Solution Long-term Instant End User Company
    53. 54. how to integrate freedom & compliance! Long-term Instant End User Company Document Collaboration Enterprise Content Management
    54. 55. quickrIcon_large quickrIcon_large woman2 woman3 woman1 Personal Team Enterprise woman3 woman2 WCM Portal Places Libraries Blogs Wikis Forums Personal File Sharing ECM woman2 worker woman1 woman3 woman2 worker woman1 woman2 worker woman1 woman2 worker woman1 woman2 worker woman1 woman2 worker woman1 woman2 worker woman1 woman2 worker woman1
    55. 56. Alfresco & Quickr now also work together
    56. 57. cooperation despite differences Long-term Instant End User Company Document Sharing Document Collaboration Document Point Solution Enterprise Content Management Cooperation
    57. 58. Domino.Doc was a cooperation model
    58. 59. when to change tires! &quot;We compared Filenet, SharePoint, Alfresco and Docova as a replacement for Domino.doc and best fit for us is definitely Docova on the Domino platform&quot;, Project Manager Patrick Goossens, Apollo Vredestein
    59. 60. there are solutions from IBM partners
    60. 61. Agenda <ul><li>Different corporate languages </li></ul><ul><li>Defining the spectrum </li></ul><ul><ul><li>Freedom versus Compliance </li></ul></ul><ul><ul><li>Fast versus Longterm </li></ul></ul><ul><li>Mixing the alternatives </li></ul><ul><li>Conclusion </li></ul>
    61. 62. thinking outside the box!
    62. 63. Questions? <ul><li>Femke Goedhart Roland Driesen </li></ul><ul><li>[email_address] [email_address] </li></ul><ul><li>http://www.silverside.eu/ </li></ul><ul><li>http://www.docova.com/ </li></ul>
    63. 64. Legal Disclaimer <ul><li>© IBM Corporation 2009. All Rights Reserved. </li></ul><ul><li>The information contained in this publication is provided for informational purposes only. While efforts were made to verify the completeness and accuracy of the information contained in this publication, it is provided AS IS without warranty of any kind, express or implied. In addition, this information is based on IBM’s current product plans and strategy, which are subject to change by IBM without notice. IBM shall not be responsible for any damages arising out of the use of, or otherwise related to, this publication or any other materials. Nothing contained in this publication is intended to, nor shall have the effect of, creating any warranties or representations from IBM or its suppliers or licensors, or altering the terms and conditions of the applicable license agreement governing the use of IBM software. </li></ul><ul><li>References in this presentation to IBM products, programs, or services do not imply that they will be available in all countries in which IBM operates. Product release dates and/or capabilities referenced in this presentation may change at any time at IBM’s sole discretion based on market opportunities or other factors, and are not intended to be a commitment to future product or feature availability in any way. Nothing contained in these materials is intended to, nor shall have the effect of, stating or implying that any activities undertaken by you will result in any specific sales, revenue growth or other results. </li></ul><ul><li>All customer examples described are presented as illustrations of how those customers have used IBM products and the results they may have achieved. Actual environmental costs and performance characteristics may vary by customer. </li></ul><ul><li>IBM, the IBM logo, Lotus, Lotus Notes, Notes, Domino, Domino.Doc, Quickr, DB2 Content Manager, FileNet and Lotusphere are trademarks of International Business Machines Corporation in the United States, other countries, or both. </li></ul><ul><li>Microsoft and SharePoint are trademarks of Microsoft Corporation in the United States, other countries, or both. </li></ul><ul><li>EMC and Documentum are trademarks of EMC Corporation in the United States, other countries, or both. </li></ul><ul><li>OpenText, eDocs and Hummingbird are trademarks of OpenText Corporation in the United States, other countries, or both. </li></ul><ul><li>Docova is a trademark of DLI Tools in Canada. </li></ul><ul><li>Basware is a trademark of Basware Corporation in Finland. </li></ul>

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