SOLUTION OVERVIEW

EMC DOCUMENTUM D2 Boost user adoption of content libraries—and minimize IT support

ESSENTIALS

• Make content libraries easily

accessible and user-friendly

• Ensure that information is

trustworthy with access controls

and content management

• Organize content to meet the

needs of particular user roles,

functions and tasks

• Enable business users to quickly

personalize the workspace—

without assistance from IT

• Boost productivity by realizing

the full value of content libraries

Content libraries are key drivers of business efficiency and productivity when

used effectively. Unfortunately, slow and shallow user adoption often defeats

the objectives, and high demands for IT support inflate the cost of ownership

and divert skilled technical staff from achieving greater business productivity.

Many organizations do not realize the full value of their content library due

to the inability to tailor the content library to meet the needs of particular user

roles, functions and tasks in a reasonable amount of time. Line-of-business

users, all with very different requirements, are typically dependent on IT for this

type of customization. Unfortunately, IT teams often have limited resources and

lack deep expertise in the business requirements needed to implement such

customizations in a timely manner.

For some organizations, the content library is used largely by individuals

responsible for authoring, maintaining and consuming information. Applications

that are built, deployed and maintained are typically designed for communities

of users, with static navigation and user experience dictated by the application.

This in turn drives users to perform a specific set of tasks without the flexibility

to quickly personalize the workspace.

For today’s rapidly changing IT climates, content libraries need to be easily

accessible and user-friendly for a far larger audience of knowledge workers.

Consumption and navigation of content should be dictated 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 the information is trustworthy.

Gaining that level of confidence consistently requires greater control and

automation, for example:

• Assignment of the right metadata to the documents

• Routing to the right approver, with notification of the relevant affected parties

• Filing in the correct location

• Association with other relevant documents

SOLUTION OVERVIEW

DELIVERING CONFIGURABLE USER INTERFACES TO THE BUSINESS

Even when the content management solution better accommodates knowledge

workers, users are frequently frustrated by a one-size-fits-all UI design that’s

often irrelevant to their individual jobs and preferences. IT organizations often

deploy generalized applications with an inflexible user experience in order to

address the needs of as many departments and users as possible. While 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 UI is simply too general to be effective.

Knowledge workers today need a modern user experience that is personalized

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

the ability to personalize it themselves or call on assistance from a departmental

expert rather than relying on IT. They expect it to reflect the type of experience

they’re familiar with in everyday life. That means use of the content library

anywhere, any time, on any device, on the terms chosen by the user and the

content owner.

ENABLING SELF-SUFFICIENCY AND PERSONALIZATION

The solution to these challenges is EMC® Documentum® D2. D2 is the advanced,

intuitive and configurable content-centric client for Documentum, a leading

enterprise content management (ECM) solution used by countless organizations

today. D2 is designed to accelerate adoption of enterprise content management

(ECM) applications by making it easier to create personalized workspaces.

With Documentum D2, administrators or business analysts have an easy interface

allowing for configuration of screens, components, 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 interaction, and

then reuse document behaviors from existing configurations to apply to new

workspaces and use cases.

SOLUTION OVERVIEW

Using a familiar spreadsheet-like interface, business analysts can quickly

configure an application by setting the properties that control document sets,

creation rules, dynamic security models, distribution lists, document lifecycles,

inheritance, auto naming, auto-linking and more. A single configuration matrix

can address a wide range of content-centric solution needs—ranging from

business-critical to non-controlled content—all without custom code.

TAKING THE EFFORT OUT OF ENTERPRISE CONTENT MANAGEMENT

Documentum D2 allows end-users to easily manipulate the widget-based

workspace and get exactly the view they need to more effectively perform 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.

Documentum D2 alleviates much of the effort generally associated with ECM

deployments. Rather than making content management a challenge for the user,

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

REALIZE BENEFITS FOR THE BUSINESS, IT, USERS AND AUDITORS ALIKE

D2 delivers benefits on many levels.

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

and responsiveness. The workforce is more engaged, productive, and can make

better-informed decisions faster.

For IT: With time freed up from customization of application, 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 has a reliable, scalable solution with significant strategic

impact and fast time to value. By driving greater adoption of the solution,

IT helps ensure compliance with organizational policies and standards for

information governance.

For users: Increasing 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.

A CLOSER LOOK

Let’s take a closer look at how D2

actually works. It consists of two

primary components:

D2 Configuration is a web-

based application that enables

administrators to configure

settings such as automated

content-handling processes and

background settings for the D2

Client in a familiar spreadsheet

like interface.

D2 Client is an easy to use web-

based application for users that

enables interaction with content

in one or more repositories. The D2

Client allows for configuration of

a user interface that streamlines

necessary content management

processes.

SOLUTION OVERVIEW

For auditors: D2 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 in image format in

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

and storage was not sufficiently secure to meet agency regulations.

The firm brought the content into a compliant repository that can be readily

searched using content-based methods. All incoming content is converted into

searchable PDF documents, leveraging the existing Documentum platform

and using D2 for search and retrieval. With a tight deadline to meet a regulatory

deadline, the company deployed D2 quickly with no development costs.

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, 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 speeding up 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.

Widgets and Workspaces

Widgets in D2 enable modular

layout and implement the content

viewing, document management

and workflow capabilities. Widgets

are available out of the box

for most content management

requirements, including

repository browsing, property

sheets, document lists, search,

workflow, document preview, and

collaboration. Widgets are flexible,

and allow for interaction from third

party sources.

A workspace is a container

of widgets allowing users to

personalize functionality of the

application, with flexible layout

options for accommodating various

application behaviors different

user preferences. D2 includes pre-

configured workspace templates to

help achieve greater time to value

from the content library.

SOLUTION OVERVIEW

With 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 D2 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 benefits 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 H14941

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