Virtualize Your Documents Nikos Papadakis V2 - Greece

Virtualized Documents using
EMC Documentum
Nikos Papadakis
Strategic Account Manager
Greece, Cyprus, Malta
Information Intelligence Group
EMC Corporation
© Copyright 2010 EMC Corporation. All rights reserved.
Athens, 28 May 2010
1
Agenda
Common challenges
Different approaches
EMC Documentum federated
services
© Copyright 2010 EMC Corporation. All rights reserved.
2
© Copyright 2010 EMC Corporation. All rights reserved.
3
© Copyright 2010 EMC Corporation. All rights reserved.
4
Information Today
Lots of It
1.8Zb
Mostly Unstructured
95%
Mostly Unmanaged
85%
Created by Organizations
85%
Becoming More Regulated
▲
Consequences of not managing information?
© Copyright 2010 EMC Corporation. All rights reserved.
Information
SEVERE
5
Common Challenges
There’s too much information!
Difficult to find relevant information
quickly
Have to search application-byapplication
Search results displayed in a
laundry list fashion is not efficient
Enterprise search software is too
complex for the casual user
Multiple Enterprise Applications
produce and Access content
Expensive to migrate all content in
a single repository
© Copyright 2010 EMC Corporation. All rights reserved.
6
Context Setting:
Different Approaches to Search
Web Search
Search engines (Google, Yahoo, etc) index pages on the public web
Set the public standard for search and enjoy universal use; a virtual public
utility
Enterprise Search
Standalone platforms (Autonomy, Endeca, MSFT/FAST, etc) create a master
index by crawling the indexes of an organization’s intranet and key applications
Most common approach to-date for organizations
Federated Search
Server-based software and adapter technology that leverage the index and
security permissions residing at the information source being queried
Departmental-caliber approach; gaining traction
© Copyright 2010 EMC Corporation. All rights reserved.
7
Federated Search Services:
Conceptual Model
Public and
Deep Web
Search: Best Practices
Content
Management
Systems
File
Shares
E-mail
Archives
ERP
Systems
© Copyright 2010 EMC Corporation. All rights reserved.
Packaged
Applications
Custom and Legacy
Applications
8
Federated Search Services: Benefits
FS2 is a product suite that enables access
to an unlimited number of information
sources with a single query
Improves Knowledge Worker Productivity
Eliminates the need for application-by-application searches
Relevant information becomes very easy to find
Search results are very easy to navigate
Provides Secure Access
Respects security permissions of each information source
Ensures that users see only those search results that they have
security permissions to access
Cost Effective, Easy to Deploy, and Highly Extensible
Leverages existing indexes, avoiding unnecessary costs and risks
Provides dozens of out-of-the-box adapters for immediate connection
to existing information sources
Offers a wizard for quick adapter creation and/or modification to
connect to custom applications
© Copyright 2010 EMC Corporation. All rights reserved.
9
FS2 Architecture: An Overview
DOCUMENTUM CLIENTS
Webtop, DAM, WCM
DFC
WDK
STANDALONE CLIENTS
WebServicesbased
DFS
Lexis Nexis
Extend the reach of Documentum
by adding Federated Search
Services
SharePoint
Documentum
© Copyright 2010 EMC Corporation. All rights reserved.
File Share Drives and
Desktop Indexing
EmailXtender
Search Engines
10
Federated Search Services:
Out-of-the-box Adapter Library
Enterprise Repositories
EMC ApplicationXtender (1)
EMC Documentum 5 (1)
EMC Documentum eRoom (1)
EMC EmailXtender (1)
FileNet Panagon Content Services
FileNet Panagon Imaging Services
IBM Content Manager
IBM Lotus Domino/Notes
Interwoven Worksite
Microsoft Office SharePoint Server
Microsoft Site Server
OpenText LiveLink
Oracle Database
SAP TREX
Symantec KVS Enterprise Vault
Xerox DocuShare
Search Engines
Autonomy
FS2 Indexer for File Shares (1)
Google.com (1)
Google Desktop
Google Search Appliance
Microsoft Index Server
OpenDirectory (1)
Verity K2
Verity UltraSeek
Yahoo (1)
Technology Standards
Open Search (1)
HTTP (2)
JDBC/ODBC (1)
SOAP (2)
WebServices (2)
Z39.50
Pharma and Science
Bundles
Content Providers
Factiva (news)
IDRAC
Lexis Nexis (news and legal)
Wikipedia (1)
(1) “Core adapter:” out-of-the-box with FS2
(2) Requires the FS2 SDK
© Copyright 2010 EMC Corporation. All rights reserved.
11
The Globalization of Compliance
“…Companies should avoid trying to identify and manage retention requirements
for every law in every country. Instead, aim at simplifying the records-retention
and destruction policy and process by finding commonality among countries or
regions. Develop a global master records-retention schedule and allow for
management of exceptions by country or region instead of developing and
maintaining country-specific schedules.”
— Contoural, June 2007
Source: Contoural, 2007
© Copyright 2010 EMC Corporation. All rights reserved.
12
The Answer—Effective Information
Governance
Good Information Governance
Security and
privacy
Corporate
recordkeeping
Litigation
readiness
Protection of
corporate
information
Records and
retention
management
U.S. Federal Rules
of Civil Procedure
(FRCP)
Limiting access
Historical
preservation/file
plan
Expanding
eDiscovery rules
worldwide
© Copyright 2010 EMC Corporation. All rights reserved.
Massive
information
growth
Unsure about
information value
(and risk)
Saving everything
Industry
regulations
Varied, numerous,
and continuing to
emerge
Regulation
interpretation drives
policy
13
The Ideal Solution…
Comply with regulations, mitigate risk and secure
your content regardless of where they live.
A solution must be:
Unified
– Built on a common development stack
Pervasive, not invasive
– Automation: less work, less frustration, fewer mistakes
Comprehensive
– From content types to record type, scalability and
extensibility
Modular approach
– Services-oriented architecture
© Copyright 2010 EMC Corporation. All rights reserved.
14
Today’s Reality: The Enterprise Contains
a Variety of Disparate Systems
These systems all have
something in common…
Companies need to take
control of these assets…
Option 1—
Apply compliance controls
to content “in-place”
Effective on a “local” basis but:
Does not scale across the
enterprise
Does not support enterprise-wide
discovery
Does not support enterprise wide
anything…
•
•
•
•
© Copyright 2010 EMC Corporation. All rights reserved.
Retention policy management
Disposition
Unified audit
etc…
15
The Enterprise Contains a Variety
of Disparate Systems
Companies need to take
control of these assets…
Select the best Records
Management solution and
make it the Master
Records System.
Option 2—
Federate the systems…
© Copyright 2010 EMC Corporation. All rights reserved.
16
Federating Systems - Fundamentals
1. Find content in remote system
2. Categorize content
3. Make remote content “as
immutable as possible”
4. Disable conflicting
functionality in remote system
5. Create “proxy object” in
master system
6. Manage retention from master
system
7. Manage disposition from
master system
© Copyright 2010 EMC Corporation. All rights reserved.
17
Records and Retention Management
EMC’s Modular Solution
A flexible and customer-centric approach
Certified
Core Records Manager Components
Security Access
Control
File Plan
Report and Auditing
Notification
Storage Management
Web Services for
Records
Federated Records
Services
Physical Records
Services
Documentum Retention Policy Services
WEB-BASED CLIENT
CONTENT SECURITY
UNIFIED ARCHITECTURE
Documentum Platform
© Copyright 2010 EMC Corporation. All rights reserved.
18
Key Benefits of the Solution
This is NOT “all or nothing” solution
– The “customer-centric” design allows customers to define solutions to suit their
specific needs and grow (add functionality) when they require
– Simple deployment: model negates the requirement for full implementation
A unified solution is a simple solution
– “Leverage” assets of the broader ECM solution
– “In place” design means not having to worry about complex integrations between
components
Pervasive means productive and protective
– Empower end-users without overwhelming them
– Protect your organization from corporate and individual wrong-doing
Provides a solution for “good governance”
– Offers full compliance to legal and corporate regulations if required
– Manages all the content (not just records!) with a lifecycle helping ensure information
is where and how it should be and deleted when required
© Copyright 2010 EMC Corporation. All rights reserved.
19