Plan - DM RFP Planning - Vendor Analysis

SCAN Health Plan confidential and proprietary information. Copyright © SCAN Group. All rights reserved.
Document
Management RFP
Planning
Ve n d o r S o l u t i o n A n a l y s i s

2
Contents
Executive Summary
Vendor Analysis Considerations
Vendor Analysis Results
Solution Vendor Profiles and Details
Appendices

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Executive Summary
The objective of the Document Management RFP Planning Project is to identify a technology platform to manage
unstructured information across business areas with an aim to improve productivity and compliance and facilitate enhanced
customer service.
This document provides an analysis of Document Management (DM) solution vendors who provide solutions based on the
desired high-level business capabilities identified for SCAN during the workshops. The analysis is based on industry analysts’
reports combined with additional considerations specific to SCAN.
Based on the analysis of 18 solution options, 7 solutions have been highlighted for further consideration for a Vendor
Request For Proposal (RFP).
Vendor Solution Family Solution Type
Hyland OnBase 13 On-Premise / Hosted
Laserfiche ECM / Cloud Platform On-Premise / SaaS
Microsoft Microsoft SharePoint 2013 On-Premise / SaaS
M-Files Inc. M-Files On-Premise / Hosted
SpringCM Content Cloud Services SaaS
Newgen OmniDocs ECM Suite On-Premise / SaaS
Alfresco Enterprise Edition v5 Cloud On-Premise / SaaS

Vendor
Analysis
Considerations
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Document Management vision at SCAN
A centralized Document Management solution will provide high value in providing efficient member services
Objectives
• Centralized long term storage for
business oriented documents and
records
• Multi-channel ingestion / capture
capability to handle multitudes of
content formats and types
• Comprehensive workflows and/or
process management to enhance
collaboration and productivity
• Streamline document
management systems /
technologies
• Improve compliance through
strong records management,
retention and disposition
capabilities
• Enhance member services
through effective management
and retrieval of member service
related content
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Centralized
Storage
• Claims
• Medical Records
• Enrollment Forms
• Member
Correspondence
• Benefits & Eligibility
• Policies and
Procedures
• Contracts
• Marketing material
• Financial
Comp/Incentive Plans
Fax
Desktops
SFTP
Upload
eMail
Scan
Paper
• Enrollment & Billing
• Claims & Shared Svcs
• Member Services
• Marketing & Sales
• Legal & Compliance
• HCS , HCI
• Grievance & Appeals
Teams
• Finance
• HR & WPS
• IAH
• Network Management
• Pharmacy
• IT
Systems
• IKA
• CCMS
• QRTS
• LSA / IntelliContract
• SharePoint
• File Shares
• Global 360
• PolicyTech /
Compliance 360
Capture 1
Security 3
Claims
Management
Contracts
Management
Process
2
Policies &
Procedures
Sales Comp
Plans
Letter
Generation
(Compliance)
a
• Sales Catalogues
• Compliance – Letter Templates
• Service Agreements
• Training Material
Migrate /
Integrate
Uses

Vendor Analysis Approach
Step by step process utilized during the analysis of document management solution vendors
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Identify potential solution options
Gain understanding of business needs
and key requirements
Shortlist solutions by
gathering background
and qualification
information
Conduct RFP,
demos and
scoring /
evaluation
Select Top
Solution
Developed an understanding of your business needs
for a document management solution by validating the
business capabilities list with stakeholders across 16
functional areas
Select a top solution(s) based on the vendor solution evaluation and
consider additional follow up and/or planning tasks for implementation
Based on prioritized business needs, reports from leading
industry analysts and healthcare payer industry trends, identify
the solution options to be analyzed.
Business
Needs
Analysts’
Reports
Industry
Trends
+
+
Down selected vendor solutions by gathering additional
background and qualification information about the company and
functional capabilities it provides and how it aligns with identified
needs
Evaluate vendor solutions based on the RFP response, use case
demonstration and subsequent scoring by stakeholders based
on the alignment to specific needs.

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Document Management 1
Process Management 2
Records Management 3
OCR / Scanning 4
Contracts Management 5
Vendor Solution Considerations
Measures used in defining a broader vendor solution set to be considered for analysis and short-listing
Managing documents is a common feature among different solution sets. However, the degree to which it forms a core
of a solution varies depending on the solution’s intentions.
Based on the functional capabilities identified as part of business
requirements workshops for the Document Management
System, it was identified that
• core document lifecycle management capabilities
• automation of document oriented processes / workflows
• accurate retention / disposition of records
form the core of business needs, supplemented with
• ability to manage provider and non-provider contracts and
• ingestion of scanned paper documents.
To this effect, solution vendors that provide a solution set with
robust and proven document management, records
management and process management capabilities along
with some degree of OCR / scanning and contracts
management capabilities were considered for analysis and
selection.
The order in which functional capabilities were used to consider
vendors is highlighted in the graphic

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Vendor Solution Evaluation Dimensions
As part of strategic initiatives at SCAN, the aim of document management is to provide a strong foundation for long term
management of documents and records.
Making an investment in a document management technology platform that will be flexible enough to scale to future demands
in both usage and functionality is critical to enabling SCAN to lower risk, gain productivity efficiency and improving customer
service.
In addition to the prioritized core functional capabilities identified as part of the business requirements workshops, the solution
vendors need to have a stable business and technical outlook as well as provide an extensible platform to accommodate
future needs and provided necessary long term support.
To this effect, the solution vendors were evaluated based on five key dimensions.
Organization
• Corporate profile and viability
• Organizational Stability
• Product Stability
• Industry Alignment
Function
• Document Management
• Contracts Management
• Records Management
• Process management
• OCR/Scanning
Technology
• Scalability
• Integration & Extensibility
• Platform Architecture
• Security
• Product Certification
Total Cost of Ownership (TCO)
/ Support
• Licensing & Pricing
• Support Model

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Solution Vendors Reviewed
DM vendors and solutions considered for analysis and fitment
Based on the primary and secondary research conducted, the following key solution vendors and their solution sets have been
identified as potential candidates.
IBM FileNet P8 v5 On-Premise
Microsoft Microsoft SharePoint 2013 On-Premise / SaaS
OpenText OpenText Content Suite 10.5 On-Premise / Hosted
Oracle Oracle WebCenter 11g On-Premise
EMC Documentum ECM 7.1, D2 On-Premise / Hosted
Alfresco Enterprise Edition v5 On-Premise / SaaS
Hyland OnBase 13 On-Premise / Hosted
Nuxeo Nuxeo Platform 5.8 On-Premise
Laserfiche ECM / Cloud On-Premise / SaaS
Box Box SaaS
SpringCM Content Cloud Services SaaS
M-Files Inc. M-Files
On-Premise /
Hosted
Ever Team Ever Suite SaaS
Veeva Vault MedComms SaaS
Accellion Kiteworks SaaS
Newgen OmniDocs ECM Suite On-Premise / SaaS
Lexmark Perceptive On-Premise
Systemware Content Cloud SaaS

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Organizational Evaluation Dimensions Overview
Organization Dimension focuses on evaluating the vendor based on their longevity, market presence, product release /
overhaul frequency, recent mergers and acquisitions, and alignment to the healthcare payer industry.
Capability Description
Organization
Corporate Profile and
Viability
Corporate profile of vendor includes experience in relevant industry and similar organizations. Overall corporate
viability measured through history of organization, financial stability, market data, industry reports and
competitive profiles
Organization Stability
Market stability of the vendor and/or parent company as identified through their potential as a target for merger
and acquisition or history of vendor being acquired by other vendors or players
Product Stability
Vision and product roadmap to enhance and support the product, including organizational focus on DMS
software versus other line of products
Industry Alignment
Focus of product or vendor on payer companies, incorporating features set of value to the sector, as well as user
interfaces that are preconfigured to make it extremely easy to navigate and use the app for common sector tasks

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Functional Evaluation Dimensions Overview
Functional Dimension focuses on evaluating the vendor solutions against the business capability categories that are of
importance to SCAN identified during the workshops.
Functional
Document Management
Basic content services that include plain and simple document management. This includes the ability to upload
content, simple workflows, basic library services such as ACLs, versioning, the ability to check-in/check-out,
taxonomy, and search. Additionally, provide advanced capabilities like compound and virtual documents and
component content management
Contracts Management
Features required for management of contracts made with providers, vendors, partners, or sales agents. This
includes features required to negotiate, support, manage and track effective and active contracts
Records Management
Set of features required for systematically controlling the creation, distribution, use, maintenance, and disposition
of recorded information. Additional capabilities such as legal hold application (and removal) will also be
considered.
Process management
Availability of basic workflow features such as configuration, instantiation of workflows, task and activity
management, notifications and alerts, and ability to delegate. Also considered are advanced capability of the
underlying BPM engine to manage the document relationships and processes.
OCR/Scanning
Features required to manage distributed scanning functions and indexing large volumes of incoming documents
through Fax and scanners. This will also include quality control of the captured images, image enhancements,
de-speckling and the ability to ingest large volumes of documents in document management system on daily
basis

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Technology & Support Evaluation Dimensions Overview
Technology dimension focuses on the vendor solution’s alignment to SCAN’s IT vision, ability to integrate with existing SCAN
solutions, and flexibility in scale and functionality.
Technology
Scalability
Capability of the system to perform under an increased or expanding workload. A system that can scale well to
maintain its performance at larger operational demand or use
Integration & Extensibility
Extensibility - A systemic measure of the ability to extend a system and the level of effort required to implement the
extension
Integration - Ability of product to expose interfaces that allow integration with other systems. This includes APIs, Web
Services (SOAP/REST), Support for SOA and MS office suite plug-ins
Platform Architecture
Deployment model adopted by the vendor solution. This will include server/client deployment model vs Software-as-
a-Service model. Additionally, server virtualization may also be considered for servers based deployment
architecture
Security
Option to integrate with active directory for authentication and providing single sign on. Secure storage of content
with an option to keep content/data encrypted for compliance purposes
Product Certification Product/software attained any industry certification such as DoD 5015.2
TCO
Licensing & Pricing Licensing and pricing model that the vendor and/or solution follows and if there any non-profit specific model
Product Support Support model that a vendor provides for product support and maintenance including training services

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Criteria for Vendor Analysis
The capabilities under each dimension were evaluated based on the following scale. All capabilities have been given equal
weight in terms of importance in the analysis and down-selecting the vendors.
Maturity Organization Function Technical TCO / Support
Stable and Established
Out of the Box with some
configuration and potential
customization
Strong High
Stable but changes being considered
Minimal Configuration / Add-
On Module
Average-Strong Medium-High
Stable but undergoing changes Some Customization Average Medium
Undergoing significant changes per plan Significant Customization Average-Weak Medium-Low
Unstable Not Available Weak Low
H
H L
Maturity Level
L

Vendor
Analysis
Results
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Vendor Down-selection
15
1
Consider
broader
options
2
Analyze their
relevance to
identified needs
and other factors
3
Down-selected
vendor list
Solution vendors with core focus
on Document Management were
identified via primary and
secondary research
Identified vendors were analyzed
for their strengths in the identified
functional areas
Functional Fit
Technology Fit
Total Cost
of
Ownership
Fell Out
Fell Out
This resulted in seven
vendors that fulfilled the
criteria for evaluation
Fell Out
Fell Out
Shortlisted vendors were analyzed
for their technical capabilities and
alignment to SCAN Health Plan’s IT
strategy.
Organizational stability and total cost
of ownership were further
considered to finalize the shortlist
Pre-final list of down-
selected vendors
SCAN’s
Strategic Fit &
Alignment
IBM FileNet and OpenText
replaced SharePoint and M-Files

Vendor Relative Positioning
Overview of how reviewed vendor solutions are placed with respect to each other
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Overall
Organizational
Profile
Document Management Capabilities Maturity
HIGH
LOW MEDIUM
HIGH
LOW
MEDIUM
Best Fit – Good Company
Good Product
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# Vendor Solution Family
1 IBM FileNet P8 v5
2 Microsoft Microsoft SharePoint 2013
3 OpenText OpenText Content Suite 10.5
4 Oracle Oracle WebCenter 11g
5 EMC Documentum ECM 7.1, D2
6 Alfresco Enterprise Edition v5
7 Hyland OnBase 13
8 Nuxeo Nuxeo Platform 5.8
9 LaserFische ECM / Cloud
10 Box Box
11 SpringCM Content Cloud Services
12 M-Files M-Files
13 Ever Team Ever Suite
14 Veeva Vault MedComms
15 Accellion kiteworks
16 Newgen Omnidocs
17 Lexmark Perceptive
18 Systemware Content Cloud
Legend
Color of bubble
indicates
relevance to SCAN
Size of bubble
indicates Total
cost of ownership
High
Med
Low
Discard
Good product but unstable
company
Good company but inferior /
unstable product
<500K 500K – 1.5 M >1.5M
1
2
5
4 3 7
16
8
10
11
12
13
14
15
Good
fit
Not so
good fit
6
17

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Legend
Unfavorable Favorable
Fall Out Vendor Solutions – Capability Overview
Capability overview for vendor solutions that did not make the cut to top vendor solutions list for consideration
Vendor Solution Family Organizational Functional Technology TCO
IBM FileNet P8 v5
OpenText OpenText Content Suite 10.5
Oracle Oracle WebCenter 11g
EMC Documentum ECM 7.1, D2
Box Box
Nuxeo Nuxeo Platform
Ever Team Ever Suite
Veeva Vault MedComms
Accellion kiteworks
Lexmark Perceptive
Systemware Content Cloud

Top Vendor Solutions
Vendor solutions with highest degree of relevance to be considered further for document management RFP
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1 2 3
Hyland is known for its strength in doc
mgmt., imaging and capture, and its focus
on developing industry- and process-
specific modules for health care
providers, and insurance carriers
Laserfiche is a privately owned company
that provides strong ECM, business
process automation, workflow, records
management, document imaging
solutions
FileNet is an IBM software to help
enterprises manage their unstructured
content and business processes. The
FileNet P8 ECM platform, is IBM’s flagship
system
4
OpenText is a canadian company that
provides an ECM platform software to
manage large volume of content or
unstructured data and is considered a
market leader among analysts
Hyland OnBase Laserfiche Cloud IBM FileNet OpenText
6
5
Content Cloud
Services
Omnidocs
SpringCM is a Chicago based company
that provides cloud (software as a
service) document management and
workflow solutions for businesses and
other organizations
Newgen software, India based company
provides a full ECM suite of products that
consists of omniDocs, OmniFlow,
OmniScan and Mobility Platform.
7
Alfresco’s strength stems in part from its
substantial investment in professional
public relations — and rare among its
erstwhile open source document
management rivals
Alfresco
ECM Cloud

Solution
Vendor
Profiles and
Details
19

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Company: A privately held mid-sized that has traditionally been a North American-focused company. Hyland
now has started to expand overseas. While most of its 1,700 employees remain based in the US, it has
started to have some presence in Sao Polo, Tokyo, Australia, and the UK. The company made several small
but targeted customer-base acquisitions, including Liberty Information Systems (2008), health care
specialists Valco Data Systems (2009), eWebHealth (2010), and CSC Group (2010), and education-focused
Hershey Systems (2010).
D M V e n d o r P r o f i l e – O n B a s e ( H y l a n d )
Dimension Rationale Maturity Level
A privately held midsized firm that has stuck firmly and successfully to its roots. While financial stability is
not know, it has been in business for over 25 years and has made several acquisitions in the past which
firmly places a confidence in organizational stability
Product Stability
Hyland focuses on solving business needs that rely on documents, content and people and only provides
products and services for document management line of products. Additionally, Hyland has partnered up
with 300+ industry wide solution, implementation and hardware vendors that further strengthens its
position from product stand point.
Industry Alignment
Hyland provides a healthcare insurance specific module that focuses on security and compliance that
combines integrated document management, workflow management, business process management,
and records management into a single application.
H L
Maturity Level

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Functional Evaluation
Dimension Rationale
Maturity
Level
Document
Management
OnBase by Hyland has a decent document management capabilities and provides most features required for
effective management of documents. However, It is not a suitable environment for collaboratively managing office
files and readily defers to SharePoint for things like collaboration
Process
management
Business process management is the strongest suit of the OnBase product stack. Products’ embedded process
engine is called OnBase Workflow It is a native and integrated component of the OnBase Suite. It also provides
additional components such as business rules engine and a case manager to build case applications
Records
Management
The OnBase Records Management solution features folder-centric records management modules that manage
an organization’s records on a document or folder level and supports physical records. It no longer support DoD
certification for RM though
OCR /Scanning
Hyland is also known for its strength in imaging and capture and offers multiple options for imaging ranging from
low- to high-volume requirements, as well as distributed and centralized scanning environments. It also offers
integration with other third-party data capture software such as Kofax, IBM Datacap, EMC Captiva, Lexmark’s
Brainware Distiller, KTM, and Readsoft Invoices
Contracts
Management
Hyland has a dedicated contracts management module to manage the end-to-end lifecycle of the contract. It
simplifies contract authoring with a library of contract templates, automating the creation of high-volume contracts
to drive consistency. It also facilitates effective collaboration and negotiation, allowing personnel to create
electronic notes, monitor and track contracts. Thought it looks like mostly focus on provider contracts.
H L
Maturity Level

22
Technology Evaluation
Dimension Rationale
Maturity
Level
Scalability
Hyland was specifically designed to be deployed as a distributed computing architecture and multi-threaded
caching solution. It appears to be significantly scalable as it claims that a single instance of OnBase can
scale to hold more than 2.3 billion objects in the content repository. Additionally, it supports high availability
using the database replication capabilities of Microsoft SQLServer and Oracle.
Integration &
Extensibility
OnBase offers native integrations with several business application such as SAP, Oracle eBusiness, along
with a wide range of integrations via small VARs into industry-specific applications, such as accounting.
Additionally, There are various levels of integration with Microsoft Office SharePoint Server including variety
of web parts.
WSDLs are provided out of the box for core functionality such as archival, metadata retrieval and update, and
so forth. However, although a Web Services approach is supported, it is more at the application level than it
is granular in nature. Hyland provides an extensive SDK that includes full .NET and a Java API class
libraries.
Platform
Architecture
Hyland does not have a SaaS version but only an on-premise version. However, Hyland provides managed
hosting to its customers where it hosts and manages the OnBase instance for customers.
N/A
Security OnBase supports access control via users and groups. It also supports single sign-on and content encryption.
Product
Certification
Hyland does not have any industry certified solution in its’ stack. It’s records management module used to be
DoD certified but Hyland does not support that certification anymore.
H L
Maturity Level

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Total Cost of Ownership / Support Evaluation
Licensing Model
OnBase is licensed per module, and per user. User licenses can be named, per workstation or
concurrent. Named user refers to a single named user logged into one workstation at a time. A
workstation license is assigned to a specific workstation and allows any user to have a single
login session to OnBase from that workstation and concurrent user licenses are floating
licenses.
N/A
Cost
Client licenses range from $600 to $1,200, and server-based modules range from $500 to
$50K. According to Hyland, the most common deal size for a single department, on-premises
deal is $150K for perpetual licenses. However, any professional services from Hyland typically
cost more and additional budget is required for implementations.
Product Support
Hyland is a conservative supplier with limited support outside core vertical sectors, horizontal
functionality, and current geographic reach. And does not have the scale to support customers
outside of their key focus areas effectively. However, it is anticipated that this should not be
much of an issue if their healthcare payer focused solution is considered because of their focus
on sector-specific solutions.
H L
Maturity Level

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Solution Vendor Intangibles
Hyland is known for its strength in imaging and capture, and its focus on developing industry- and process-specific modules for
health care providers, insurance carriers, state and local government, higher education, and mid-tier banking. Although Hyland
would undoubtedly like to play in the seven figure deal market alongside EMC, OpenText, and IBM, the mid-market has provided
more room for expansion, and in its chosen sectors, Hyland often makes a good fit.
Hyland brings mature offerings in the areas of Imaging, COLD/ERM, and rules-driven BPM. It is not a suitable environment for
collaboratively managing Office files, or for component content use-cases. In fairness, Hyland makes no claims here and readily
defers to SharePoint for things like collaboration. In fact, Hyland tries to position OnBase to coexist with SharePoint and for
organizations that want to use SharePoint, Hyland positions OnBase to fill gaps in SharePoint’s functionality.
Hyland is a conservative supplier with limited support outside core vertical sectors, horizontal functionality, and current
geographic reach. It wants to serve as a middle ground between point solutions (such as basic document management) and
uber-development platforms that require a lot of customization.

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Company: A privately held software development company, that was founded in 1987, is based in Long
Beach California. It has been in business for 29 years and claims to have 5 million users using the product
across 35000 organizations. Laserfiche develops solutions for document management, capture, workflow,
forms, e-signatures and case management
Laserfiche is a privately held company since it was founded in 1987 and its founders have been
successful in keeping the company private while still driving the company growth and profitability.
While exact financials are not known, it has been in business successfully for a long time and
has shown a commitment to their customers by keeping their solutions abreast with their
competition
Product Stability
As noted above, Laserfiche has been keeping its software products in line with emerging trends
and launched a cloud version of its ECM suite with revamped architecture and an improved
workflow engine
Industry Alignment
As such, Laserfiche does not provide any Healthcare Payer specific solution, however its
healthcare related module does demonstrate centralized medical records storage related use
case
H L
Maturity Level
D M V e n d o r P r o f i l e – L a s e r f i c h e

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Document
Management
Laserfiche has reasonably well document management capabilities compared to its peers in content
management space. It provides most of the document management functionalities out of the box with the
product which can be quickly deployed and easily configured to get majority of features
Process
Management
BPM and/or workflows is the strongest suit of Laserfiche. It comes ready with some basic review and
approval workflows. Laserfiche recently revamped its process engine and comes with a visual designer
to design and build advanced workflows and processes
Records
Management
Laserfiche has a strong records management solution that is DoD 5015.2 certified. It provides
functionality to automate the capture, transfer, storage and disposition of records. It also, facilitates the
creation of custom views of record structures that provides an audience targeted view of records.- this
functionality should be of particular interest to SCAN department or functions which are often audited by
internal audit and/or compliance
OCR / Scanning
Laserfiche’s has a built-in scanning interface that connects directly to scanner to process paper
documents from any file format. High volume scanning and ingestion is supported as well
Contracts
Management
Laserfiche provides strong contract management functionalities to support end-to-end contracts lifecycle
management such as Create and reuse standard digital contract templates, clause library and automatic
reports for contract renewals and amendments for better monitoring and tracking
H L
Maturity Level

27
Scalability
Laserfiche supports both vertical and horizontal scaling of its ECM solution. It allows for starting
small such as departmental implementation which then can be expanded organization wide.
Additionally, it supports multiple servers for use of multiple separate repositories while maintaining
a controlled environment. Multiple repositories can be configured in distributed mode which can
reside in different data centers/separate physical locations and can have their own individual
configuration
Integration &
Extensibility
Laserfiche provides several connector out of the box, to integrate line-of-business applications with
Laserfiche. Additionally, it provides connectors for MS office suite which allow users to work
seamlessly for native office applications.
It also provides a software development kit that is highly flexible and allows developing custom
integration modules. SDK exposes API in both .Net and Java programming languages.
Platform Architecture Laserfiche provides both on-premise and cloud version of its solution N/A
Security
Permissions can be set at the document level, meaning only individuals who have been granted
access to a file can view or make changes to the content. Admin role can be designated at the file
or folder level to multiple individuals or a single individual.
Product Certification
Laserfiche’s records management solution is a certified Department of Defense 5015.2-certified
solution
H L
Maturity Level

28
Licensing Model
Licensing methodology for Laserfiche is based on a names user model. The names user licenses
are tied to the active directory users and only a single named user license need to be allocated for
Laserfiche server access from any device or solution.
N/A
Cost
License cost for Laserfiche per named user depends on the number of licenses purchased.
Laserfiche uses a volume discount approach. The estimated cost for 1000 users can be in $350-
$450 per named user license for Laserfiche components which includes document management,
records management, workflows, document imaging and solutions such as case management,
contracts management. Additional components required to configure end-to-end document imaging
such as text extraction, validation are charged separately for one time fees.
Product Support
Laserfiche has a dedicated customer support team to provide any product related issue. It provides
different levels of support which can be purchased along with the software licenses
H L
Maturity Level

29
Laserfiche provides a robust, scalable enterprise content management solution that offers a broad range of functionalities, along
with impressive ease of administration that is regarded by small to mid sized companies. It provides a modular platform, that
allows it to scale easily from departmental implementations to an enterprise wide implementation and can be a huge benefits to
companies looking for a phased roll out to contain costs and minimize implementation risks.
Laserfiche also provides contract management module that provides functionality to support end-to-end contracts lifecycle
management.

30
Company: Microsoft develops, manufactures, licenses, and supports a wide range of products and services
predominantly related to computing through its various product divisions. Microsoft employs 89,000 people
across 6 main regions: Asia, Europe, Middle East & Africa, North & Central America, South America, and
South Pacific.
.
Microsoft is one of the largest software vendors in the world and has a commanding
presence in the industry in both Operating Systems and in Application Suites.
Product Stability
Microsoft has put significant focus on the SharePoint product since its revamped launch in
2007 that was a turning point for the product. Since then, Microsoft has established a 3-year
product lifecycle and has made SharePoint as one of the most profitable products in its
repertoire.
Industry Alignment
Microsoft does not provide any industry-specific solution and relies heavily on its partner
network to provide industry-specific solution. Partner solution will required to be explored
separately if not recommended by Microsoft.
H L
Maturity Level
D M V e n d o r P r o f i l e – M i c r o s o f t ( S h a r e P o i n t )

31
Document Management
SharePoint has strong content management functionality in terms of document, web, and digital
asset management. While not as feature-rich or robust as other vendors, it provides enough
features that work for a number of business scenarios
Process management
SharePoint’s workflow capabilities are foundational out of the box. However, advanced workflow
capabilities are possible through SharePoint Designer and through the programming model which
would require some additional customization and can be augmented by third party solutions such
as K2 or Nintex
Records Management
SharePoint provides very basic and limited records management capabilities out of the box.
Advanced functionalities such as file plan builders, retention schedule management, automated
disposition/purging can be implemented using solution from some of it’s partner network such as
Gimmal Compliance Suite
OCR /Scanning
Microsoft does not have any product offering around OCR / Scanning software. However, most
scanning vendors provide a connector for exporting scanned images and/or documents to
SharePoint leveraging SharePoint integration capabilities.
Contracts Management
SharePoint provides a very strong platform to build custom document centric application such as
case based or contracts management. There are various add-ons / modules available from within
Microsoft’s strong partner network such as ConvergePoint, Gimmal.
H L
Maturity Level

32
Scalability
SharePoint 2013 is squarely focused on cloud-readiness and as a result has a revamped
architecture that is highly scalable and one that fixes the past issues in terms of scalability. The
one limitation is that SharePoint can be installed only on Windows Servers. There are also some
additional concerns around logical scalability of the content databases due the recommended
limitations provided by Microsoft which needs to be taken into account as part of the solution
design.
Extensibility
SharePoint provides robust support for web services, CMIS, and REST. In addition, it provides a
strong programming model that is highly extensible. In addition, due to Microsoft’s emphasis on
the partner ecosystem, a number of third-party add-ons are available to extend SharePoint’s
capabilities.
Integration
SharePoint provides several programmable interfaces into the system such as .Net API, REST
Services that allow other products/technologies to integrate with SharePoint. Also, due to its,
popularity in recent years, a number of vendors in the Information Management space have
provided connectors for SharePoint with their products
SharePoint provides both On-premise (Enterprise Server 2013, & 2016) and Cloud implementation
(SharePoint Online).
N/A
Security
SharePoint provides a strong security mechanism that is flexible for most business scenarios.
However, it is not as robust as other comparable systems. However, some deficiencies can
potentially be remedied by use of partner add-ons to SharePoint
SharePoint itself does not have any certified solution. However, its partner solutions such as
received industry leading certifications.
H L
Maturity Level

33
Licensing Model
Licensing for SharePoint’s On-premise version is server / capacity / usage based. Whereas,
SharePoint online has a user subscription based licensing.
N/A
Cost
On-Premise - While SharePoint itself is not expensive, it’s reliance on Windows Server and SQL
Server as backend technologies can increase the cost of the overall product, although it can be
less compared to other leading vendors in this space.
Product Support
Microsoft provides various certifications for SharePoint and in addition has a robust partner model.
SharePoint is based on ASP.NET, and C#, which are popular in the market and in addition, the
number of SharePoint developers and experts have increased significantly due to its popularity.
H L
Maturity Level

34
SharePoint at times is considered to be “Jack of all trades, but master of none” in that it provides good functionality for
Document, Digital Asset, and Web Content Management as well as social collaboration, but does not necessarily excel in
anything. That said, this may not be an issue for many organizations where the breadth of options in a single umbrella may be
more important than the depth. In addition, the partner ecosystem helps alleviate a number of concerns as mentioned earlier.
An important aspect of SharePoint is the need for information and technology governance. As a highly user friendly product,
SharePoint can be used as well as abused and hence a robust Governance Model needs to be in place to ensure that the
powers of SharePoint are channeled appropriately.
Ultimately, SharePoint’s enterprise ambitions are realized more in breadth than in depth. Microsoft doesn’t “do” applications, like,
for example, Contract Management; it leaves those to integrators or software partners (like OpenText). Natively, the platform
remains incomplete without its’ partners add-ons or solutions.

35
Company: M-Files is a privately held, venture funded Finnish company, that employs about 220 people and
is headquartered in Tampere, Finland. It also has North American headquarters Dallas, TX. The company is
small but says it is growing at a fast pace with customers in more 100 countries.
M-Files was founded in Finland as Motive Systems and changed its name to M-Files in 2011. The company
combined its own document management needs with the experience it had with Windows-based
development to create M-Files 1.0, the first version of the company's document management solution (DMS)
in 2005.
A privately held and venture backed company that has been in existence since 2005. A Finnish
company with most of its customers in Europe, M-Files reports 70% growth in cloud
deployments and strong growth.
Product Stability
M;files is actively focusing on its products in three basic areas: document management, quality
management and asset management. It has been consistently rated among strong and niche
ECM players.
Industry Alignment
Although M-files does not provide industry-specific solutions, it packages and markets it product
features and processes in an industry-focused manner including for healthcare and insurance
which make it relevant
H L
Maturity Level
D M V e n d o r P r o f i l e – M - F i l e s

36
Document
Management
Document management is the strongest suite of M-files, hence is a very strong fit for document
lifecycle management scenarios. It provides several ways to replicate the windows type working
environment for users such as mapping document repository as M: drive – that further allows for
easier adoption
Contracts
Management
M-files provides decent capabilities to automate the contract lifecycle management related
processes and collaboration – such as automating the contracts authoring process (workflow),
notifications, and alerts are sent automatically and allows for monitoring and tracking of active
contracts.
Records Management
M-files provide very basic records management capabilities and it is not a full-fledged records
management system. It fits the scenario of using document management to implement basic
records management and retention needs. Additionally, it is not certified with common standards
such as DoD 5015.2.
Process management
M-Files provides a workflow engine to model business processes and workflows and provides
an admin console to create new workflows. However, it does not have strong support for
complex workflows and visual tools for creating workflow processes.
OCR /Scanning
M-Files provides limited support for scanner hardware, However it supports the ingestion of
scanned images and related metadata. Additionally, it provides an optional OCR software
module for text recognition and to create searchable PDF images.
It also supports mobile app enabled scanning (by taking a picture from a smartphone), which
may be useful in some scenarios.
H L
Maturity Level

37
Scalability
M-files has a Windows-centric architecture that is supported on Windows Server 2003 SP2 and later. As
such, scaling up and out of the server components is supported and can be build as desired. The only
limitation is that it can be installed only on Windows Servers. M-files cloud is more of a managed hosting and
is fully scalable and managed by M-files including product upgrades.
Integration &
Extensibility
M-Files provides some integration connectors out of the box. Such as integration with many Microsoft tools
including Office, SharePoint, and Dynamics. Aside from these, it provides integration with SAP, Salesforce,
and other enterprise applications.
M-Files is not targeted to be an application development platform. It markets itself for customizations and
quicker implementations. However, it does provide a number of programmable interfaces such as ActiveX
APIs, a client API, a server API, a Web Service API, and a UI Extensibility Framework that can be used to
create custom clients or integrate with external applications
Platform
Architecture
M-Files has a Windows-centric architecture and it server software is supported on Windows Server 2003
SP2 and later.
M-Files also provides a managed hosting of its on-premise software and maintains the software environment
for customer.
N/A
Security
Since M-Files does not have concept of folders, it supports setting permissions at the document level and
assignment those permissions to individual users or groups of users.
Product
Certification
M-Files is not certified with common standards such as DoD for its records management solution or in
general for any other functionality as such.
H L
Maturity Level

38
Total Cost of Ownership Evaluation
Licensing Model
M-Files’ license model is based on the number of systems users, that is further divided as
named users, concurrent users and read only users (mostly for applications integrating and
pulling content scenarios).
N/A
Cost
Cost of M-Files with respect other ECM software solutions is relatively very low. Small sized
departmental implementation can begin with $25K - $50K for 50 – 100 system users.
M-Files also charges extra for optional fee-based modules which can be in the range of 10K
- 20K based on selected modules.
Product Support
Given its company size, M-Files does not have a big global partner network – unlike bog
ECM platform vendors. M-Files has its own professional services team to help customers
with implementations and related efforts.
Additionally, M-Files has a dedicated product support to help customer with product issues.
H L
Maturity Level

39
M-Files is more of a product and less of a platform and focuses on extending the platform based customizations as opposed to
custom development. On the basis of the initial analysis, it seems to sit somewhere between the simple cloud-based file-sharing
and sync tools and more sophisticated and complex document management platforms.
Additionally, although M-Files provides a browser-based interface, it is a Windows-only platform on the server side. This makes it
suitable for companies that are predominantly Windows based and don't require a more heterogeneous environment.
M-Files focuses on extending the platform based on customizations as opposed to development. M-Files could be very good fit if
business requirements are not too complex and can be met with out-of-the-box features with few configuration-based
customizations. It is particularly useful for quick deployment and off the ground scenarios.

40
Company: Headquartered in Chicago, SpringCM is a privately held, venture funded company that was
founded in 2005. It is a provider of Software as a Service (SaaS) Document Management and Contract
Management Solutions for enterprises is focused on increasing its share in North American and European
region.
SpringCM has been around since 2005 and has been successfully kept private while also driving
the company growth. It provides a very capable ECM solution and the company has been around
long enough to put any concerns about organizational stability to rest.
Product Stability
SpringCM provides a capable ECM system and is considered as a pioneer in cloud-based content
management. From the standpoint of features and functions, it is a highly credible alternative for
organizations of any size and has been committed to making enhancements and improvements.
Industry Alignment
SpringCM does not provide any industry specific solutions. However, its partner network of system
integrators are actively pursuing the development of point solutions.
D M V e n d o r P r o f i l e – S p r i n g C M
H L
Maturity Level

41
Dimension Rationale
Maturity
Level
Document
Management
SpringCM provides solid document management capabilities and features most common
functionality, including version control; check-in and checkout; viewing, mark-up; annotation; and the
maintenance of audit trails showing all activities on each document, and search
Process Management
SpringCM’s strength is particularly visible in workflows and process management space. Aside from
traditional workflow designer and engine, It provides advance features such as smart rules, and
dynamic case management.
Records Management
Records management is a strong functional feature within SpringCM. While it is not a DoD 5015.2
certified solution, the features that it provides are at par with its peers.
OCR / Scanning
SpringCM does not have a OCR / Scanning solution within its own solution stack. However, it
provides support for ingesting content via TWAIN based scanning devices. It also supports ingestion
of scanned documents from other scanning software.
Contracts
Management
SpringCM has a dedicated contracts management module and provides core features such as pre-
approved clause libraries, redlining, template management, automated review and approval process,
renewal alerts & notification and tracking & reporting.
H L
Maturity Level

42
Dimension Rationale
Maturity
Level
Scalability
SpringCM is a SaaS-based service, which it provides from its three data centers. The service is
delivered over a public cloud. It uses Akamai’s content distribution network for acceleration.
Integration &
Extensibility
SpringCM provides out of the box connectors for SharePoint, Salesforce.com, SAP, Oracle, SSO,
and Active Directory (via SAML 2), and integrations are available with enterprise security frameworks
such as MS Active Directory.
SpringCM’s ECM suite is offered as SaaS. SpringCM on the back-end is Microsoft-centric. Built on
.NET, it runs on Microsoft IIS servers and SQL Server databases
N/A
Security
SpringCM supports role based access rights and permissions to documents and folders. It has pre-
defined access permissions by default.
It also supports SAML for single sign on and other security measures such as encryption and remote
data wipe.
Product Certification The Records Management module in SpringCM is not certified for DoD 5015.2
H L
Maturity Level

43
Licensing Model and
Cost
SpringCM offers a subscription based licensing that varies from $59 - $79 per-user, per-month.
SpringCM solution is offered as SaaS offering and thus per user per month subscription fees
includes the cost of the software, server, and storage, and maintenance & upgrades.
Product Support
Since SpringCM solution is offered as SaaS offering, there is no additional cost for product
support. Enterprise license ($79) includes some credits for training with additional training offered
for a fee.
H L
Maturity Level

44
SpringCM is a small company but has a strong document management, records management, BPM and contracts solution.
Despite smaller team, customers highly rate their support services. Company is investing heavily both in their services and
support teams.
Even though the cloud service model makes SpringCM a very attractive option, it has staggered licensing/subscription packages
and can cost significantly higher for medium to large implementations. Its ability to encompass external users renders it well for
processes that cross operational or corporate boundaries, particularly if those processes are part of case management.

45
Company: Newgen Software Inc, is a wholly owned subsidiary of Newgen Software Technologies that was
founded in 1992 and is a privately held IT software company ever since with its headquarters in New Delhi,
India. Newgen Software Inc. itself is headquartered in Mclean, Virgina and primarily focuses on Business
Process Management, Enterprise Content Management software.
Newgen has been in business for over 25 years and has been privately held throughout. It
focuses on a strong management team that helps in driving the growth and profitability of the
company. Additionally, it has consistently increasing its partner network of system integrators
and service providers to help position it as a strong player in the ECM space
Product Stability
Newgen’s ECM solution has consistently been ranked high by analysts for the strength of its
ECM offerings.
Although, it provides a capable ECM solution, some analysts have questioned the product
direction of Newgen’s ECM offerings and/or their focus on core platform vs vertical / industry
specific solutions
Industry Alignment
Newgen provides several industry focused solutions such as appeals and grievances, claims
management and provider contract management under its healthcare related offerings
H L
Maturity Level
D M V e n d o r P r o f i l e – N e w g e n

46
Document
Management
Newgen’s OmniDocs document management is optimized to store and retrieve large volumes of
documents. It supports most commonly used features such as metadata based searches, library
services, access permissions and version control. It also provides features such as reports, audit
trails, support for e-signatures, user defined indexes to name a few
Process Management
Newgen’s OmniDocs ECM suite provides strong workflows or process management capabilities
to support data centric processes such as document review and approvals. Additional
capabilities include configurable alerts and notifications, graphic process modeler for designing
workflows, intuitive forms capability with built-in data validation, and comprehensive business
activity monitoring
Records Management
Newgen’s records management system is DoD 5015.2 certified and provides support for
defining and enforcing record classification, retention and disposition policies, record retention,
storage and retrieval policies, support for physical records management and extensive reporting
and auditing among others
OCR / Scanning
Newgen’s OmniDocs ECM suite includes smart capture and imaging functionalities to capture
data/information from scanned documents, files, and emails. OmniScan (name for the
OCR/Scanning software) is compatible with standard scanning hardware (including TWAIN
based). It also supports capture through its mobile app – that is part of it’s mobility platform.
Contract Management
Newgen’s contract management module provides end-to-end contracts lifecycle management
and provide functionalities to support contracts authoring, contracts review, contract renewal,
contract termination and request for addendum to the contract. Additionally, it enables an
overarching visibility into organization’s contractual obligations through reporting, monitoring and
tracking.
H L
Maturity Level

47
Scalability
Newgen’s OmniDocs ECM solution supports an n-tier web centric architecture that allows for adding servers
and server centric components based on increasing needs.
Additionally, it has a J2EE based Architecture which makes it platform independent and deployable on
multiple application servers and industry standard databases. It also provides support for clustering and load
balancing
Integration &
Extensibility
Newgen’s ECM Suite provides standard interfaces in both web service and Restful for most commonly used
services such as creation , retrieval, deleting and searching documents. Additionally, it offers integration with
other business applications utilizing web services, JMS, EJBs, invoking URLs, SAP Archive Link and BAPI.
It also provides several connectors out of the box such as MS office suite, Outlook, Lotus Notes, SharePoint,
SAP, and Oracle eBusiness Suite among others
Platform
Architecture
Traditionally Newgen provided an on-premise software platform for it’s ECM suite of products. However, in
support of containing costs, it provides a cloud offering in a SaaS mode
N/A
Security
Newgen supports user/group based as well as role based permission model to secure documents and/or
folders. It also support integration with LDAP and single sign on feature
Product
Certification
Newgen’s records management system is DoD 5015.2 certified to ensure compliance with regulatory
requirements around management of records.
Additionally, it provides support for HIPPA compliance (for healthcare), and SOC 1/ISAE 3402, SOC 2, PCI
DSS Level 1(Payment Card Industry) among others.
H L
Maturity Level

48
Licensing Model
Newgen offers a capacity based licensing i.e. server CPU, core based for its on-premise
version of the software. Pricing is granularly broken down by components and software
modules. Newgen does not publish information regarding its product licensing, so it may be
possible that it has been updated to user based pricing to align it with industry trend.
Licensing for it’s SaaS version of software is user subscription based
N/A
Cost
Since pricing of Newgen’s on-premise version is capacity and module based, its cost can
vary significant based on actual hardware specifications and modules implemented. Based
on previous experience with the software, it is expected to be in $500 - $750K range
covering OmniDocs, OmniFlow, OmniScan and it’s Mobility Platform. However, Newgen is
also known to provide huge discounts to win and to establish itself in certain industries,
which may provide some leverage in negotiations.
Newgen does not clearly publishes the cost of it’s SaaS version, however based on
previous software experience, it is estimated around $50 - $60 per user per month
Product Support
Newgen has a dedicated customer / product support team for any product related issue
resolution. It provides different levels of support which can be purchased along with the
software licenses. However, some analysts reports suggest careful understanding of their
service levels, and support model before purchase of the software / service
H L
Maturity Level

49
Newgen provides a very strong and viable document management platform comparable to the likes of EMC Documentum, IBM
FileNet or OpenText ECM Suite. However, execution is not Newgen’s strong point and depends on its partner network for
execution, and should be carefully examined before making any software purchase.
Newgen’s ECM offering brings in most components required to manage end-to-end document lifecycle in a single product suite
and is not dependent on partner products or customization. Similarly, it’s records management software allows managing the
complete lifecycle of physical and electronic records from capture to archival and destruction while retaining their integrity,
authenticity and accessibility.
Newgen’s enterprise mobility framework can be a good addition to the ECM suite and provides easy to configure mobile
interface for the ECM system.
Newgen’s cloud offering is relatively new compared to other vendor’s cloud offerings and creates room for thorough analysis for
completeness of features (with respect to it’s on-premise version).

50
Company: A privately held, venture funded company, that was founded by founded by John Newton (co-
founder of Documentum) and John Powell (former COO of Business Objects), officially launched with great
fanfare in June 2005. Alfresco is venture backed, and its development is based in the UK, where it was
originally headquartered. With the hiring of several management level executives, the management and non-
development functions are now centered in San Mateo, CA, USA.
A privately held and venture backed company that has been in existence since 2005. While
financial stability is not known, it has been in business successfully over a decade and has
been actively pursuing an increase in market share and enhancing its ECM offerings to keep
it current with ongoing needs and emerging trends.
Product Stability
Alfresco recently rebranded its enterprise edition (commercially supported edition) as
Alfresco One, which included enhancements and some entitlements for Alfresco Cloud.
Overall, Alfresco has a dedicated product team for product development and support
(through its commercial support channel).
Industry Alignment
Alfresco lacks industry-specific solutions, and depends heavily on partners and system
integrators for industry-specific solutions. There are few case studies available for Alfresco’s
implementation in Healthcare environment.
H L
Maturity Level
D M V e n d o r P r o f i l e – A l f r e s c o

51
Document
Management
Alfresco’s strength lies in its core document management capabilities in general, and
repository services in particular. Its document management module covers most of the document
management capabilities
Process Management
Alfresco provides decent process management / workflow capabilities using it’s own workflow engine
called “Alfresco Activiti “. This workflow engine provides some basic workflow templates out of the
box which can be extended and new (custom) workflows can be built to meet process needs
Records Management
Alfresco has made some recent improvements to its Records management module. Common RM
requirements are supported, such as rules, file plan design, and disposition Schedules. RM in
Alfresco, is largely driven by rules, file plans and lifecycles which can be automated. Records
management capabilities are not available in Alfresco’s cloud version.
OCR /Scanning
Alfresco currently provides limited support for Imaging and Capture, with the exception of
partnerships with Ephesoft (its largest partner for capture), Filemark, Kofax, and Tiger OCR to
provide capture and recognition software. However, Alfresco do provide support for ingesting
scanned documents and images.
Contracts
Management
As a platform, Alfresco provides the ability to build a contracts management module but does not
offer anything out of the box. However, there is a contracts management module available through
its partner network that provides features such as marking documents as contracts, filtering of
contracts based on their expiring dates, state and faceted filtering.
H L
Maturity Level

52
Scalability
Alfresco has a very modular and potentially very scalable repository architecture. As an ECM
platform, Alfresco is scalable enough to compete with the best of its competitors in some high-
volume projects.
Integration &
Extensibility
Alfresco provides a deep and broad Web Services interface, and is one of the few document
management vendors with a REST-based approach to access its own repository. Additionally,
Alfresco contributes heavily to CMIS and supports CMIS implementations. Also, it provides some out
of the box SharePoint connectors.
Alfresco has a very modular repository architecture that supports component level configuration for
addition and removal.
Alfresco Cloud is Alfresco’s dedicated SaaS-based offering while Alfresco One is primarily an on-
premise offering with some entitlements for Alfresco Cloud. Alfresco supports multi-tenancy out of
the box.
N/A
Security
Alfresco supports users, groups, and roles, at both the folder and document level. ACLs are limited
to five pre-defined permission groups. While not as extensive as some of the more established
document management players, these groups should offer enough to meet most needs.
Alfresco’s records management functionality is certified to meet DoD 5015.02 requirements for
unclassified records.
H L
Maturity Level

53
Licensing Model
On-Premise -The free community edition of Alfresco One is available under the LGPL, while the
commercially supported edition is available that starts at $24K per CPU. There are additional charges for
optional modules. Records management starts at $12K per CPU per year.
Enterprise Edition of Alfresco One has a higher tier subscription that starts at $59K per CPU per year.
Alfresco Cloud – The paid and supported editions of Alfresco’s cloud versions are Standard Network and
Enterprise Network. The Standard Network starts at $49 per month for 5 users and 25 GBs of space, and
it includes Enterprise Sync but no LDAP or AD connectors. The Enterprise Network has more of
everything and is custom priced. In both the Standard and the Enterprise Network, the file size is limited
to 2 GBs.
N/A
Cost
On-Premise - While exact pricing of Alfresco’s depends heavily on system architecture and design, it is
expected to be in 500K – 1M price range for a mid-size implementation.
Cloud – Based on prioritized capabilities is anticipated that Enterprise Network of Alfresco One will be
suitable – pricing for which is undisclosed by Alfresco and varies by their contracts with their customers.
Product Support
Even though Alfresco is an open source platform, its enterprise version comes with commercial support at
an additional yearly cost.
H L
Maturity Level

54
Throughout its existence, Alfresco has garnered more than its fair share of (mostly favorable) attention. This stems in part from
the impressive pedigree of its founders, and from its substantial investment in professional public relations — rare among its
erstwhile open source document management rivals.
Alfresco has tried to present itself as a serious challenger to EMC, IBM, Oracle, and Microsoft as a content platform player, but
— not surprisingly for a venture-fueled company — its attention seems to jump around, and one gets the sense that the platform
is not intently focused on any particular business scenario. Indeed, Alfresco tends to look to partners to develop specific
applications, and the company has built a decent (and still growing) support channel of SIs and consultants.
Consequently, the firm’s roadmap perpetually seems to meander. Alfresco’s attention flits around far too easily for comfort, and
there is insufficient staff to support the many initiatives it has started. Of course, this kind of behavior is typical of many startups
and it is not unique to Alfresco.

Appendix
R efer enc es
55

References
Resources referenced in researching and analyzing the document management vendor solutions
• Analysts reports and research papers
– Real Story Group – Enterprise Content Management and Cloud File Sharing
Evaluation Report (v 9.2)
– The Forrester Wave: ECM Transactional Content Services, Q3 2015
– The Forrester Wave: ECM Business Content Services, Q3 2015
– Gartner Magic Quadrant for Enterprise Content Management – Oct 2015
• Solution vendor websites for updated product capabilities, data sheets,
licensing and pricing information
56

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