SOLUTION OVERVIEW

EMC DOCUMENTUM D2 Boosting personal productivity with content libraries

WHAT’S MISSING: SELF-SUFFICIENCY AND PERSONALIZATION

Content libraries are designed to make it easy for knowledge workers to access,

review, reuse and repurpose information. They help users determine the most

current version of a document and provide one place to find it, while delivering

greater control and management of vital information.

Unfortunately, many organizations do not realize the full value of their content

library and the content management solutions that support it. Often lacking

is the ability to organize the library to meet the needs of particular user roles,

functions and tasks, and quickly personalize a workspace particular to various

working styles without support from IT.

In most cases, individual line-of-business users have unique requirements

and are dependent on IT for any type of system customization, including user

interfaces. IT teams do their best; however, they often lack deep expertise in

the necessary business requirements, and cannot be expected to prioritize and

implement every change request in a timely manner.

In many organizations, the content library is used primarily by individuals who

are responsible for authoring, maintaining and consuming information. These

applications are typically designed for communities of users, with navigation and

presentation dictated by the application, not the needs of the end user or the line

of business. Moreover, they often lack the ability to be quickly customized.

Such limitations are no longer acceptable for the modern business. With the

amount of content expected to double every 18 months, and more and more

requirements for longer retention periods, managing assets within the context of

a large enterprise is becoming increasingly complicated and overwhelming. How

can anyone keep up with today’s demands for lightning fast decision-making and

market-driven changes when content retrieval is complex, confusing and slow?

ESSENTIALS

• Make content libraries easily

accessible and user-friendly

• Ensure information is

trustworthy and has appropriate

access controls in place

• Organize content to meet the

needs of particular user roles,

functions and tasks

• Enable business users to

quickly personalize their digital

workspace without IT assistance

• Boost productivity and realize

the full value of content libraries

If you’ve ever sat at your desk searching in vain for that one missing piece of

information for the auditor, or wondering who made the latest changes to the

specification document, or feeling confused about the status of a contract—

chances are that your organization could make better use of its content libraries.

And if you’ve ever wondered why the system looks confusing, isn’t better-suited

to your job, or can’t be as slick as everything else you use on a daily basis—

chances are that your organization could benefit from a more modern approach

to managing content.

SOLUTION OVERVIEW

TAKING ADVANTAGE OF POWERFUL CONTENT MANAGEMENT SOLUTIONS

In today’s world, content libraries need to be easily accessible and user-friendly

for a far larger audience of knowledge workers. Consuming and navigating

content needs to be driven by the user, who is searching for something specific

and needs to get the right content quickly. The user also needs to be confident

that the content is the most recent version, with all of the necessary controls in

place to ensure that it is trustworthy. However, to get to that level of confidence

consistently requires greater control and automation, for example:

• Automatic assignment of appropriate metadata to documents

• Automatic routing to the right approver, with notification to affected parties

• Automatic filing to the correct location

• Automatic association with relevant documents

But even when the content management solution better accommodates

knowledge workers, users are frequently frustrated by a one-size-fits-all user

interface that’s often irrelevant to their individual job and preferences. Many IT

organizations assume a generalized approach to the user experience in order to

address the needs of as many departments and users as possible.

Although such an approach may provide short-term gains by accelerating system

rollout, the long-term effects on user adoption and productivity fail to drive

value for the content or the user because the user interface is simply too general

to be effective.

Knowledge workers today expect a modern user experience that is personalized

for their individual working styles, roles and responsibilities—one that offers

the ability to customize the workspace themselves or call on assistance from

a departmental expert rather than relying on IT. In addition, they expect it to

reflect the type of experience they’re familiar with in everyday life. In the case of

content libraries, this means access anywhere, any time, on any device, under

the terms chosen by the user and the content owner.

CUSTOMIZING THE USER EXPERIENCE ON THE FLY

The solution to these challenges is EMC® Documentum® D2, a highly intuitive,

configurable user interface for EMC Documentum, the leading enterprise content

management solution used by countless organizations today. With Documentum

D2, administrators or business analysts can configure workspaces, widgets,

workflows and business logic on the fly. Power users who have specialized

knowledge of the department or line of business are empowered

to configure their own content views, and then reuse document behaviors from

existing configurations to apply to new workspaces and use cases. This is

not only a good application of their skills and expertise, but also dramatically

reduces dependence on IT and saves time.

WORKING WITH CONTENT LIBRARIES: MAKING IT EASIER TO DO YOUR JOB

Similar to a traditional library, a

content library is a collection of

documents arranged in folders

that can be shared with others

for searching, browsing and

consuming valuable pieces of

information.

A content library organizes,

manages and presents content

in such a way that users can find

and act on the right documents

quickly and efficiently, resulting in

increased productivity.

Content libraries are essential

to the overall productivity of

an organization, and essential

to support long-term growth.

When knowledge workers are

able to more efficiently perform

job functions, get fast and

accurate decision support, share

information and collaborate, an

organization is better able to meet

changing market demands and

support innovation.

SOLUTION OVERVIEW

Creating or tailoring multiple Documentum D2 workspaces is as easy

as calling up a configuration window and selecting options. Once implemented,

these configurations, or “document behaviors,” can be reused for

subsequent purposes.

With Documentum D2, various lines of business can quickly and easily make

use of purpose-built workspaces with functionality specific to their own

tasks and processes. Examples include loan approvals, claims processing,

customer service, quality assurance, regulatory filings, contract negotiations

and much more. Leveraging Documentum D2, employees can control their own

personalized view of the information and tasks that pertain to them, including

repository content and information from external sources.

MANAGING CONTENT—YOUR WAY

Documentum D2 allows employees to easily manipulate the widget-based

workspace and get exactly the view they need to do their jobs. It provides

powerful search, browsing and preview tools to help employees quickly

discover the information that they are looking for. D2’s unique dictionary and

taxonomy features, and the ease with which it captures and manages document

properties, further enhance the search experience and guide employees to the

content they need. Here are a few examples of how widgets might work:

• A library of inspection reports could be viewed on a map of the plant, with the

documents selectable from the equipment location

• A library of images could be represented as an overall library preview with

image thumbnails

• A performance review could be presented with a list of documents related to

the individual’s performance, along with his or her past reviews

The result is that Documentum D2 takes much of the effort out of enterprise content

management (ECM). Rather than making content management a challenge for the

user, D2 quickly delivers content that makes the job easier and more productive.

SOLUTION OVERVIEW

BENEFITS FOR THE BUSINESS, IT, USERS AND AUDITORS ALIKE

Documentum D2 delivers benefits on many levels.

For the business: The organization, business unit or department gains agility

and responsiveness. The workforce is more engaged and productive, and able to

make better-informed decisions faster.

For IT: With time freed up from customization and coding, IT can serve more

as a service provider, technology advocate and business partner. Instead of

supporting an underutilized ECM solution with a high cost of ownership and

low user adoption, IT can provide a reliable, scalable solution with significant

strategic impact and fast time to value. And by driving greater adoption of

the solution, IT can help ensure compliance with organizational policies and

standards for information governance.

For users: By boosting their level of trust in the reliability of content, users are

far more likely to abide by organizational guidelines for content management—

following naming standards, for example, and filing documents in the right

place. With built-in workflow, version and approval controls, application of

records policy, auto-categorization, auto-notification and so on, it is so much

easier to properly manage content.

For auditors: This approach also leads to more efficient and cost-effective

auditing processes. With Documentum D2, documents and multiple document

types from various lines of business are available and accessible. Content is

organized regardless of how the individual line of business works, simplifying

content collection and retention. This level of consistency and assurance drives

data quality and ensures trust, reducing the amount of time and effort needed to

respond to legal inquiries and audits.

AT A GLANCE: DOCUMENTUM D2 IN THE REAL WORLD

Here’s how some companies implemented a new approach to enterprise

content management.

A global investment banking firm had some 30,000 regulated documents,

including contracts, amendments and notices stored as various image formats

in file shares. The documents were difficult to locate and produce on request,

and storage was not adequately secured to the level of agency regulations.

The firm brought the content into a compliant repository that is readily

searchable using content-based methods. All incoming content is converted

into searchable PDF documents, leveraging the existing Documentum platform

and Documentum D2 for search and retrieval. Faced with a tight deadline

to meet regulatory requirements, the company deployed D2 quickly with no

development costs.

SOLUTION OVERVIEW

A multinational engineering company that faces intense competitive pressure

needed to speed up retrieval of key documents to accelerate time to market

and meet compliance demands. Multiple document management systems for

document access and archiving required reengineering to support new business

cases—with unacceptably long cycle times and high costs.

The company deployed a unified solution with search functionalities that

precisely met its business workflow requirements. The system now manages

more than one million documents across business units. By enabling employees

to quickly reconfigure the system, Documentum D2 has reduced the cycle time

to introduce a new business case by more than 50%. With the same team and

resources, the company can cover 300% more business cases, dramatically

accelerating time to market.

Sanofi, one of the world’s leading pharmaceutical companies, had deployed

separate Documentum systems across the organization to foster collaboration

among researchers and ensure proper governance. However, the company

recognized that access and compliance could be improved by consolidating the

systems into a single repository—with simpler configuration for new applications

and versions.

With Documentum D2, Sanofi has reduced development work by as much as 60

percent. Faster deployment of new versions helps the company increase ECM

efficiency, leading to quicker product development cycles and time to market.

Employees now have fast 24/7 access to documents on a global basis, with

more than one million documents consolidated in the repository. The company

realized return on investment within two years.

For a major U.S. telecommunications company, driving user adoption for the

existing ECM system was the primary objective to eliminate ineffective search

and reduce dependence on IT for new workspaces and customization.

By listening to users describe their experience with the ECM system, the

company’s IT team built new apps using Documentum D2’s Technology

Framework and JavaScript widgets. This approach has greatly improved search

effectiveness and enables users to preview relevant, actionable information.

A new content model automates access and application of business rules. By

dramatically boosting user adoption, IT has benefited from much lower-touch

management and a more agile process for providing value to the business.

INTRODUCING A NEW APPROACH—AND DOING IT TODAY

Why wait? Documentum D2 is a proven solution that EMC has continually

improved to meet the needs of today’s enterprise. Organizations that want

to make life easier and more productive for their users, and want to drive

measurable business results with their content libraries, have realized a rapid

return on investment with D2.

CONTACT US

To learn more about EMC

Documentum D2, contact your

local representative or

authorized reseller—or visit us

at www.emc.com.

EMC2, EMC, the EMC logo, and Documentum are registered trademarks or trademarks of EMC Corporation in the United States and other countries. © Copyright 2015 EMC Corporation. All rights reserved. Published in the USA. 12/15 Solution Overview H14661

EMC believes the information in this document is accurate as of its publication date. The information is subject to change without notice.