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.
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