February 18, 2005Jeetu Patel – Executive Vice President

2005 Market Trends:

Building Business Success with ECM

MWDUG

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MWDUGObjectives

• Understand where business is today • Look at the year ahead• What actions can you take today to reach your

2005 goals

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MWDUGAgenda

• About Doculabs• Market Trends• Impact of mainstream IT players in the ECM space• Plan for success with ECM architecture• Other key trends• Tackling 2005

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MWDUG

About Doculabs

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MWDUGWho is Doculabs?

About Doculabs

Doculabs is a technology consulting firm backed by research and extensive client experience that lowers the business risk of technology decisions. Our services lower the business risk of technology decisions through client specific recommendations, objective analysis and in-depth research.

This approach is based on our fundamental belief that in order to protect a client’s long-term interest, technology advisors shouldn’t be implementers.

Definition

• Founded in 1993• Headquartered in Chicago• Privately held• Served over 350 customers

Quick Facts

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MWDUGOur Key Differentiators

Client Specific Experience

Analysis without the bias of integration services or vendor preferences

Recommendations based on the needs of your firm, not the industry at large

Objectivity

Unique research on suppliers’ capabilities and customers’ best practices

In-depth Knowledge

About Doculabs

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MWDUG

Market Trends

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MWDUGEnterprise Content Management Market

Market Trends

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MWDUGIncreasing Complexity• Increasing complexity in a quickly growing market

• Migration from niche applications to infrastructure platforms

• Applications are getting more complex and providers are expanding their products to match these needs

Organize

Collaborate

Store and Distribute

Digital Asset Mgmt

ERM/COLD

Web Content Mgmt

EDMS(Imaging, Workflow,

Document Mgmt)

Process Mgmt

Forms

Portals

Taxonomy and Search

Collaboration

Records Management

Archival and Storage

Print and Distribute

Se

cu

rity (D

oc

um

en

t, Pe

rime

ter)

Co

nte

nt In

teg

ratio

n

Market Trends

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MWDUGM & A Activity

1997 Eastman Software Wang Software

1997 iManage FrontOffice

1999 Hummingbird PC DOCS, EDUCOM

1995/96, 2002/03 FileNet Watermark, Saros, Greenbar, eGrail, Shana

2001 Microsoft NCompass Labs

Documentum Box Car, eRoom, BullDog, TrueArc, AskOnce

2001-04 eiStream Eastman Software, Viewstar, Keyfile, Identitech (BPM)

2003/04Vignette Epicentric

Intraspect, TOWER Tech

2003 Interwoven iManage, Software Intelligence

2003EMC Legato,

Documentum

2003/04Open Text Gauss, IXOS, Artesia, Quest

Next 3 to 5 years…

2004 Mobius eManage 2004 HP Persist

2002-03 IBM Tarian, Green Pastures, Venetica

Stellent InfoAccess, INSO, Kinecta, Ancept, Optika1999-2004

2001-04

Market Trends

2004 Veritas KVS

2004 Oracle Collaxa 2004 Captaris IMR

2004 Adobe Q-Link

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MWDUG

Impact of Mainstream IT players in the ECM space

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MWDUGWhy all the fuss over ECM

Impact of Mainstream IT players on ECM

1. Organizations are struggling to integrate structured and unstructured data

2. Constant struggle with the permanent reality of a heterogeneous environment

3. The change from product-focused to layer-focused market definition

4. But this market evolution will take time

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MWDUGMarket Giants

• EMC– Combines EMC dominance in storage management with Documentum

dominance in content management for “ILM”

– ApplicationXtender significant contender for midmarket

– Directly faces key ECM issues of the day: how to do ILM, how to do mid-scale ECM

• IBM– Current positioning: provides ECM capabilities tied to WebSphere, DB2

– Strengths include dominant IT presence, WebSphere centrism, great ECM potential, content integration to other data sources, global reach

– Most implementations are highly customized

Impact of Mainstream IT players on ECM

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MWDUGMarket Giants

• Microsoft– Addressing ECM challenge with operating environment (Longhorn), Office,

SharePoint and Content Manager– Will address enterprise ECM, “small time” ECM – and be a disruptor for the rest

• Oracle– Not just Metadata, but also the unstructured content physically resides in a

structured store– The basis of their position is that all data is better off being stored in a

structured store, i.e. “the database”– They are not trying to win the feature war, rather trying to compete on simplicity

and scalability

Impact of Mainstream IT players on ECM

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MWDUG

Plan for success with ECM architectures

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MWDUG

RationalizationStabilizationChaosInception

A

C

Understanding the ECM Evolution

Performance Deficit

Performance Surplus

1985 1995 2000 2002 2005

Fu

nct

ion

alit

y

Time

Customers’ capacity to ingest functionality

Redirect this investment towards modular architectures

• Market definition • First round of consolidation begins

• Budgets still remain at the departmental level

Component object model initiatives undertaken, but failures persisted due to standards not being practical enough

• SOA goes mainstream

• ECM is an enterprise architecture based decision

• DB vendor market share now at risk

Phases

Self-sufficientfunctional development

Modular functional development

B

Point at which industry wide standards reached adequate maturity, e.g.. XML, Web services, SOA,

Point where customer requirements have been met by vendor functionality developed in a non-modular approach

Partial Source:

Innovator’s Solution by Clayton Christianson and Michael Reynor

Key Market Trends

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MWDUG

ECM Methodology 81 2 4 5 6 7

Enterprise Requirements Definition

Business Case Analysis

Conceptual Design, Reference Architecture Future State Definition

Candidate Solution Analysis and

Recommendation

Deployment Strategy

Doculabs’ ECM Strategy Methodology

Selection and Consolidation

Strategy

Current State Assessment

3

Metadata Taxonomy

Development

ECM Architectures

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MWDUG

ECM Methodology 3 81 2 5 6 7

Enterprise Requirements Definition

Business Case Analysis

Conceptual Design, Reference Architecture Future State Definition

Candidate Solution Analysis and

Recommendation

Importance of an ECM Architecture

Current State Assessment

Enterprise Reference Architecture

+

Organizational Readiness Framework

Metadata Taxonomy

Development

4

Deployment Strategy

Selection and Consolidation

Strategy

ECM Architectures

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MWDUGContent Management Reference Architecture

ECM Architectures

Co

nten

t Creatio

n an

d M

anag

em

ent S

ervicesContent Presentation/Access Services

Process and Collaborative Services

Content Middleware Services

Data Management Services

Repositories

Structured

Relational Database

OLAP

Unstructured

File System

Document

Object Relational DB

Metadata

E-Mail

Collaboration

Storage

Security

Perimeter Security

Firewall

Anti-Virus

Virtual Private Network

Identity Management

Authentication

Encryption

Authorization

Directory

User

Metadata

Utility Services

Federated

Data Integration

Unstructured Content

Workflow

Enterprise

Co

nte

nt

and

Pro

cess

Eve

nt

Ser

vice

s

Process Management

Rules Engine Analytics

Content Retention

Content Lifecycle

General

Event Analytics

Content Analytics

General Analytics

Capture

ImagingOptical Character

Recognition

Taxonomy

Auto-Categorization

Metadata

Storage Retrieval

Delivery

NavigationContent Delivery

EncoderRights

ManagementProtocol

TranslationSyndication

Presentation Renditioning

Ontology

Search

Indexing

Natural Language

Location

Primary

Near Line

Distributed Cache

Management

Migration

Backup

Recovery

Collaboration

Document

Word Processing

Presentation

Spreadsheet

Desktop Publishing

Computer Aided Design

Charting

Forms

Electronic Forms

Dynamic Composition

Web Content

Style Sheet

XML

Version Control

Schema Design

Translation

Deployment

Infrastructure Management

Taxonomy

Process / Workflow

Design

Optimization

Simulation

Adapters

Report Design

Prioritization

Routing

Escalation

Document

Approval Management

Packaging

Escalation

MessagingPublication(Push/Pull)

WhiteboardFile Sharing

Abstraction Interface

Structured Content

Extract,Transform,Load

Adapters

TranslationAggregation

Event Aggregation

Event Sequencing

EventCorrelation

Real-Time Event Processing

Design

Simulation

Dynamic Content Publishing

Assembly

Distribution

Bundling/Sequencing

Linking/ Indexing Addressing

Publishing

Rendering Transformation Style Formatting

Client Detection

Project ManagementDiscussion

Forms

Event Monitoring

Event Notification

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MWDUGSample Roadmap: ERA in Practice

Key Design Goals

• Service-oriented

• Event-driven

• Clean abstraction layers

• Focus on Security, Portals, ECM and BPM related technologies

ECM Architectures

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MWDUGSample Roadmap: Current State

• Provides an assessment of current environment related to ECM technology

• Is a baseline for on-going measurement of changes towards the desired goals

• Is organized using the preferred architectural model for these technologies

ECM Architectures

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MWDUGSample Roadmap: Future State

• Represents the desired future state that will help achieve strategic goals

• Areas in white represent areas that are not required to achieve goals

ECM Architectures

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MWDUGSample Roadmap: Resource Requirements

• Shows how much relative effort in time, money, and staff resources will be required to move from the current state to the desired future state

• Red circles represent defined projects that will lead to improvement for that particular area

ECM Architectures

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MWDUGSample Roadmap: Deployment Schedule

• Provides a timeline to achieve tactical success that leads to a successful strategic implementation

• Percentages in each phase represent portion of total costs that should be expected to be expended during the phase

ECM Architectures

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MWDUGSample Roadmap: Deployment Strategy Summary

ECM Architectures

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MWDUGMaking ECM Black and White (and Grey)

ECM is technologies and services that directly affect the creation or capture, update or management, delivery or syndication, and long-term storage and archival of information.

ECM is sometimes technologies that support or make it easier to work with information or to access it.

Library Services

Collaboration

Workflow

Search

Records Management

Image Capture

Document Management

Web Content Management Portal

Security

Process Automation

Application Services

Enterprise Application Integration

Content Integration

ERP

ECM Architectures

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MWDUG

Other Key Trends

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MWDUGTaxonomy Development

• It’s a significant undertaking… and can pull you under if you’re not careful

• Three approaches: Buy it, build it manually, build it somewhat automatically

• Three kinds of tools: manual tools, automation tools, portals and ECM products with metadata tools

Other Key Trends

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MWDUGInformation Lifecycle Management

• Currently in a “high visibility” phase• ILM = “proactive management of storage/archive that is

business-centric, unified, policy-based, heterogeneous, and aligns storage resources with data value” (ECM)

• But adoption is primarily application-specific, and adopters are reassessing advantages

• Challengers in pursuit

Other Key Trends

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MWDUGEnterprise Content Integration (ECI)

• Best used as a strategic option in cases where:– Content resides in multiple or specialized repositories or applications– Complex integration is required up- or downstream from repositories– Effort is perceived as too high to consolidate in single repository,

while ECI integration is perceived as acceptable– RM requirements (retention, disposition, audit holds) are perceived

as low or are under control of existing repositories

• Meeting risk reduction requirements is a primary advantage of unified archival over ECI– Virtual records management is resource-intensive and frequently

problematic– Unified strategy supported by ILM

Other Key Trends

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MWDUGEmail Management

• Email management implementations and vendor capabilities continue to improve– Necessary for Defense” and operational/IT drivers; less necessary for

Offense)

– Primary requirements: 1) scalability, 2) archival, and 3) advanced records management capabilities for e-mail (e.g. differential attachment processing); few vendors adequately address all three

– Some advanced capabilities require complementary technologies (auto-classification, business rules engine, granular access control, filtering for review)

• Key vendors include pure play solutions, RM vendors, ECM vendors, storage/ILM vendors– But gaps still remain

• In scalability, e-mail-specific RM functionality, integration with other electronic RM systems, integration with ECM systems to address Offensive requirements

Other Key Trends

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MWDUG

Conclusion

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MWDUGSuggested Strategy for 2005

• Determine if your organization has an enterprise IT strategy that incorporates ECM, and plan accordingly– If it does…– If it doesn’t…– If it does, but by the time it’s executed we’ll all be long dead… (so

you need an interim strategy)

• “In the future all ECM vendors will offer frameworks or modules that fit in frameworks” (and what that means)

• Your organization will always be heterogeneous

Conclusion

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MWDUGThanks and Good Luck

• Doculabs methodologies helps clients develop successful plans for building and implementing ECM strategies

• Detailed views of presented visualizations contact • Contact Jeetu Patel – jpatel@doculabs.com

Conclusion