This document provides an overview of enterprise content management and the Documentum platform. It describes how Documentum can manage unstructured content through its repository, which stores content and associated metadata. Content in the repository can be searched, retrieved, and distributed efficiently. Users interact with repository content through client applications that interface with the Documentum content server.

1. Adriano, James David
Hernandez, Herb Patrick
Penarubia, Timothy
Rivera, Nikholai
Enterprise Content
Management

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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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