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  1. 1. Adriano, James David Hernandez, Herb Patrick Penarubia, Timothy Rivera, Nikholai Enterprise Content Management
  2. 2. 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
  3. 3. Enterprise Content Management (ECM) • The Documentum ECM platform helps manage 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 Enterprise Content Management 1-3 Structured UnstructuredEmail & Attachments PDFs Checks X-rays Paper Documents Rich Media Web Pages Audio & Video RecordsInvoices Manuals Claims Contracts Instant Messages Forms Images XML Rows and Columns  ECM Basics • Content Server Repository • Working with the Repository
  4. 4. The ECM Solution • The Documentum ECM platform: Adds intelligence to content for fast searches Manages content lifecycles according to user-defined business rules Controls publishing of content through multiple channels and formats Controls access to documents based on security levels Enforces regulatory requirements Supports collaboration Integrates with authoring tools and enterprise applications Enterprise Content Management 1-4
  5. 5. The Big Picture Enterprise Content Management 1-5 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
  6. 6. Benefits of ECM: Storage & Retrieval • Advantages to managing documents in an ECM system versus a file system: Enterprise Content Management 1-6 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 Documentum ECM Platform  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
  7. 7. Benefits of ECM: Content Distribution • Advantages to distributing documents managed by an ECM system versus files stored on a file system Enterprise Content Management 1-7 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 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
  8. 8. Example Scenario: Driver's License Enterprise Content Management 1-8 Application (E-Form) Digital Picture Digital Thumbprint Proof of Insurance (scan) Issued License Renewal Notice Timer (Agent) Completeness Check Workflow Background Check (search) 5 Years Later…
  9. 9. Comprehensive Content Management Enterprise Content Management 1-9 Content Context Decisions, Outcomes Processes Projects Templates Production SOPs R&D Compliance Process Portal Online Catalog Technical Publishing Brand Management System Customer Newsletter Financial Disclosure Documentum ECM Platform
  10. 10. The Documentum Repository • Documentum’s repository: – Stores content on a file storage system – Stores properties in a Relational Database Management System (RDBMS) • Oracle, SQL Server, DB2, Sybase – Supports multiple operating systems • UNIX, Linux, Windows Enterprise Content Management 1-10 ECM Basics  Content Server Repository • Working with the Repository Repository File Storage System Database TERMINOLOGY NOTE: The terms repository and Docbase are often used interchangeably
  11. 11. The Content Server • The Content Server is a service that manages the repository – The repository can only be accessed via the Content Server – Supports client-server and web-based applications Enterprise Content Management 1-11 BUSINESS BENEFIT: The Content Server enforces configurable security policies and business rules, providing secure and controlled access to content Content Server Repository File Storage System Database
  12. 12. 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 Enterprise Content Management 1-12 Repository File Storage System Database Content File Properties owner name creation date object name
  13. 13. 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 Enterprise Content Management 1-13 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 owner name: John creation date: 05-21-2005 object name: Assembly Process format: msw8 subject: Manufacturing keywords: mfg, tool, assembly
  14. 14. What is Content? • Any type of electronic data can be managed by the repository: – Document – Web page – XML document – Report – Executable – Engineering drawing – Scanned image – Audio or video file – Thumbnail file – Corporate record Enterprise Content Management 1-14
  15. 15. 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 or editing application is automatically launched on the client computer Enterprise Content Management 1-15 AVI MP3 DOC JPG DWG PPT OCR
  16. 16. 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 Enterprise Content Management 1-16 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
  17. 17. Renditions • A content file can also be associated with one or more renditions – A rendition is a read-only representation of the content that differs from the original in some way – Different format, language, resolution, etc. Enterprise Content Management 1-17 PDF HTML Foreign Translation 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
  18. 18. 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 Enterprise Content Management 1-18 World Owner Stanley Sales Marketing BROWSE DELETE WRITE READ VERSION Users/Groups Permissions
  19. 19. 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 BUSINESS BENEFIT: Users are able to access the repository using client applications that are best suited for their job and comfort level Content Server