ECM

Getting to Yes: Improving ECM User Adoption at Your Firm

ECM adoption

If you don’t save and secure it, and you can’t find it. That is the rallying cry behind ECM solutions and those who use them. To cope with overwhelming increases in documents, emails, and other communications, more and more organizations are embracing a structured, centralized approach to work product management—ensuring all the various pieces of information related to a client, project, case or matter are managed, secure, and quick to locate. While ECM solutions fit the bill, getting users to adopt and actively use the system can be challenging. In an average ECM-enabled organization, only 70 percent of those with access to the system actually use it. And, the amount of content captured remains low—with two thirds of firms capturing less than half of their institutional content. Obstacles to User Adoption What prevents successful user adoption? Hyperion Research recently conducted a benchmarking study with legal firms to probe this question. Their new white paper “Conquering the Challenges of User Adoption in ECM” cites the most common obstacles to user adoption as: Reluctance by Attorneys to use the system (44%), Difficulty searching for and locating documents (30%), and Poor integration with how users work (24%) Getting to Yes: Key Factors for Success How can you move those reluctant users to “yes”? The Hyperion paper identifies key factors contributing to successful user adoption. Here are some highlights: Culture – Management buy-in and support is key. There needs to be an expectation for and ongoing insight/measurement of the system’s use. Seamless Integration – The solution needs to integrate seamlessly with other business applications, ensuring data flows smoothly between them. In addition, using the system should not be an entirely separate or discrete activity. Engaging skilled expertise to understand the business and oversee the implementation and integration is key. User Experience – Users should find the system itself intuitive and easy to use. It should give them fast, easy ways to save, find, and update work product during the course of their day. Want to Learn More? Learn more about getting your users to “yes” and boosting user adoption levels at your firm. Visit our microsite and download the complete Hyperion white paper “Conquering the Challenges of User Adoption in ECM”.

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Artificial Intelligence (AI) and Enterprise Content Management (ECM)

AI

“When the Washington Redskins win their last home game during an election year, the incumbent party will retain the White House. If they lose, the challenging party will take the election.” “Since 1972, if the SuperBowl winner is a National Football Conference member, the S&P 500 index denotes a bullish sentiment. However, if the winner is an AFC member, the market sentiment would be bearish.” – This statement was initially discovered by Leonard Koppett, and has been found to be 80% times correct as of Jan 2017. Both of the above statements hold true for different levels of confidences. The statements are based on the correlations and the rules derived using the various data sets. Neither of the statements are completely true, but can be used to develop a general behavioral pattern. The pattern needs to be vetted using much more volume of data and if found useful, can be useful for a predictive analysis. If predictive analysis can be automated, we are entering the domain of a much talked about technology – Artificial Intelligence. Artificial Intelligence (Popularly known as AI) is an intelligence as exhibited by machines, through the process of identifying patterns, learning from them, guiding decisions and then performing cognitive functions. What we have is the essence of both statements and the value of these statements is the data to back them up. This involved tremendous amount of data analysis and refining of the algorithms to be able to reach a simple and explainable data inference. Enterprise Content Management or ECM has been known to house terabytes of data – structured and unstructured. The amount of data stored in an ECM system is highly valuable for the organization if it can be mined properly. Structured data has been used for the report creation and search purposes, but the value of the unstructured content is still untapped. AI has already been an influencer in various forms that are touched upon by ECM. This blog looks at the impacts of the advancements in machine learning and artificial intelligence to the way enterprises have looked at their ECM systems. Impact of AI on Digital Interactions Artificial Intelligence has already found its way to everyone’s home today through Amazon’s Alexa, Google Allo messenger and others. We are all hearing about the pioneers of AI with self-driving cars, self-flying drones or even sensors to monitor hospital patients. AI is everywhere. Let’s consider some of the areas where AI makes a direct impact on our interaction with the digital world. Searching Google’s search engine optimization techniques are no secret to the world today. The use of machine learning algorithms, their self-improving and refinement of the search results have already shaped the way the users interact with the web today. There are multiple adaptations to this technique – music stores which help you select the right music and make predictions on what your choices should be. Generating Content Automated Insights – the creator of Wordsmith, the world’s only public natural language generation platform and #1 producer of content in the world, stated that its software created more than a billion stories last year – many with no human intervention. Gartner estimated that 20% of business content will be authored by machines by 2018. A writer cannot go through over 2 million blog posts created daily, but can leverage the technology to find out what keywords are used in successful content, or what topics resonate best with their audience. Designing Websites Platforms like Wix or The Grid have already adopted a supervised learning way of interacting to help people create their own websites. By leading customers through a set of questions and allowing them to make choices, these platforms also make recommendations on popular themes and what would go better with the choices already made. Promoting and Propagating Content Twitter bots can make this process faster and more streamlined, enabling marketers to publish and push content automatically across the platforms they want. Automated tweets can even be set to match user moods and emoticons. Predicting Choices A lot of online music streaming services make recommendations based on AI indicators. The North Face and 1-800-Flowers use AI tools as shopping assistants – helping customers and make spot-on recommendations. Moving Conversions AI tools have also been in use by sellers like ebay and Airbnb. These tools allow the sellers to understand the latest trends and help them price their product or service accordingly. At the same time, the same tool allows the customers to draw conclusions on the prices offered to them by the sellers. Continue reading about Enterprise Content Management and how AI could transform ECM on page 2.

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The Right Cloud to Meet Your Business Needs

cloud

When customers think of moving their Enterprise Information Management (EIM) to the cloud – the question is not so much whether or not to do it – as it is what type of cloud to use and how soon can they start. Recently at the AIIM First Canadian Chapter seminar in Toronto, we talked about managing information in a cloud world. With so many cloud models– like Infrastructure as a Service, Platform as a Service, multi-tenant SaaS and dedicated cloud managed services, customers can easily get overwhelmed and confused about what’s right for their business needs. Let’s simplify the different models with a building analogy: Infrastructure as a service (IaaS) is like a piece of zoned land with utility hookups where you can build a house – there’s a company that takes care of sewers, electrical, phone lines, etc.. If there is a problem with the services you contact the company. If there’s a problem with the house – that’s your responsibility. Many times it is up to you to assess whether the problem is with the house or the infrastructure. Platform as a service (PaaS) is like a mobile home park, where there are shared services used by all residents, but individual land plots are rented on a timed basis. The common areas are updated all at once with some notice from the park. You may make some changes to your own trailer, but some changes are prohibited and others may need to be approved. Software as a service (SaaS) is like a condo building, where you own your own part of it, but it’s within a shared environment including several other units. Many of the building facilities are shared – there is one set of heating and cooling equipment, one pool, one garage, etc. and this provides economies of scale. Within your own unit some adjustments can be done, but there are restrictions – for instance you can increase or decrease the temperature, but only within a defined range. Dedicated (sometimes called hosted) is where you own the land and the home and have virtually complete autonomy, within minimal guidelines. Facilities within the house are dedicated only to this one house. When changes are required you are responsible, and can bring in help (managed services). On-premises is like a cottage, where you need to deal with a lot of the services yourself, such as water and septic systems. You can bring in someone to help, but it’s ultimately all your responsibility. Upgrades here may be more of a challenge. Managed services is like having a property manager, cloud or on-premises, to augment your own efforts (or that of your staff). Managed services saves you time and ensures an expert is managing for you. Hybrid (cloud to cloud, cloud to on-premises integrated scenarios) — is like owning a condo or a house and driving to a cottage.  You have different levels of service at each location but they share information. So what type of cloud is right for your EIM applications and solutions? The answer is – it depends on what your IT team has the resources to do – and what use cases you have. While providing some benefits of cloud, IaaS and PaaS still leave a lot for customers to do – they still have to manage their own middleware, security patching, and the applications themselves. The level of work on the application is similar to what it is when operated in the organization’s own data center. SaaS can be a great answer for specified use cases. It can provide agility and ease of operation with applications that meet a defined set of requirements. Applications such as OpenText™ Core, LEAP, Active Applications, Axcelerate and Extream fulfill use cases for many organizations in several industries. In many other cases, Dedicated or Hybrid cloud may be the key to meeting your business needs. In fact, according to Gartner: “The increased use of multiple public cloud providers, plus growth in various types of private cloud services, will create a multicloud environment in most enterprises and a need to coordinate cloud usage using hybrid scenarios.”¹ Most of our Enterprise ECM customers have multiple use cases and requirements which may that lead them to prefer dedicated or hybrid deployment. Some want control over timing for patching and upgrades, some have high availability, security, data sovereignty, data protection or corporate directives that necessitate a dedicated environment. For instance, our Life Sciences customers are working on life-changing innovations to cure disease and help people live longer, better lives. Many prefer to protect their Research & Development content in a private cloud dedicated environment, while utilizing SaaS for collaboration on clinical trial data. They don’t want a traditional multi-tenant SaaS model because they don’t want unnecessary patches or upgrades forced upon them in the middle of a big clinical trial or new drug launch. Some of our Energy and Engineering customers are using digital innovations to improve their resource recovery rates and reduce risk. They want their Standard Operating Procedures and other propriety information managed in a private cloud, while having their project-specific content such as drawings and memos that need to be viewed by partners and subcontractors through a SaaS application. The good news is that with OpenText™ Cloud Managed Services, we can provide fully managed solutions in dedicated private or hybrid scenarios, and also provide SaaS applications so businesses have flexibility to meet their business needs. OpenText manages the full stack and all the application related pieces– including: Infrastructure Middleware Security patching Updates Application/Solution Customizations Integrations Because the OpenText Cloud is purpose-built to support our applications, OpenText provides 99.5% availability at the application level – backed by an SLA, and certifications such as ISO and SOC up to and including the applications. For more information use Contact OpenText on the blog site or here. ¹ “ Market Trends: Cloud Adoption Trends Favor Public Cloud With a Hybrid Twist,” Gartner, August 4, 2016.

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This May the Fourth, Take a Lesson From the Dark Side

unsecured content

A long time ago in a galaxy far, far away, the future was decided by unsecured content. It’s May the 4th  so a perfect excuse to have some fun celebrating an incredible cinematic achievement and spotlighting the importance of a strong information governance program. Not seeing the connection? It’s a lot closer than you may think. Obtaining, protecting, and using the plans to the Death Star are central to the plot of this classic movie. Luke would never have been more than a womp rat exterminator without them. And we can reframe the movie’s classic storyline in traditional business terms — essentially, lax information security allowed the rebel competition to derail a certain empire’s growth strategy, damage their brand, and spoil a key product launch. Not that much different than the headlines we see regularly here on Earth! Truth is, effective information control remains an area where almost every organization is lacking. And the risks continue to grow, ranging from stifled productivity to non-compliance to privacy leaks to, yes, enraging a huge guy in a cape and mask who can force-choke you from across the room. There are solutions. New technology advances have paved the way for lightweight, unobtrusive governance applications that are easier to implement, more cost-effective, and more user friendly. They’re driving a new way of thinking about governance and content management. Here are three key areas where next-gen technology is making a huge impact: 1. Keep it simple. Huge, moon-like space stations capable of destroying whole planets are incredibly complex, but the systems that support it don’t have to be. It’s time to dispel the myth that effective content management has to be complicated, rigid, and a drag on productivity and innovation. Unstructured information is what gives knowledge workers their power. It surrounds them, penetrates all business processes, and binds the enterprise together. Organizations are finding that integrating unstructured information with the lead applications where process-based work takes place ensures relevant content is available when, and where, it’s needed. The new OpenText™ Content Suite 16 EP2 helps aggregate, connect, and distribute all your unstructured information — whether it’s from the whole empire or just one remote outpost — to drive collaboration and insight, improving competitive advantage, customer service, and chances of galactic domination. And speaking of collaboration, OpenText™ Brava! for Content Suite helps collaborators around the galaxy — or just the globe — review and comment on drawings and documents in one simple interface, keeping it safely in the repository and out of the hands of rebel scum. 2. Automate metadata, classification, and organization. It shouldn’t take two droids several minutes (an eternity in droid-time) to find all the trash compactors on the detention level. (And let’s not get into trying to figure out why a trash compactor has vents to a hallway and some strange tentacled creature living in it.) Their issue possibly stemmed from a governance program that left the assignment of engineering document metadata up to individual users — some tagged it a trash compactor, others labeled it a garbage masher — leading to confusion when it really mattered. OpenText™ Extended ECM Platform helps organizations avoid trash compactor mishaps by automatically assigning metadata and creating folder structures based on the business process involved. It allows emperors and clones alike to create templates that tag every compactor location with consistent, complete attributes. 3. Apply permissions by role. When everyone is a clone, how do you know who should have access to certain files? Are those the HR clones? They get access to personal information, right? Or is that just because they’re armed and menacing? With OpenText Extended ECM applications, you can apply permissions based on role, then assign those roles to workspaces (and the folders and unstructured content found within). This way, you eliminate a lot of permissions headaches and possible security breaches. These are not the files you are looking for, HR clones. Move along. As you can see, art does imitate life. Even sci-fi masterpieces draw on the business challenges us terrestrials face every day. Maybe you need to substitute “customer communication” or “vendor contracts” for “trash compactor,” but the fact is, internal and external forces can wreak havoc with uncontrolled content. By changing their approach to enterprise content and its governance, organizations are now able to safeguard their most important asset while improving productivity and collaboration. It’s a revolutionary concept and one worth exploring further. Don’t let your organization be on the Dark Side of the digital revolution. Join us at Enterprise World 2017 this year and get the whole blockbuster experience.

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Bring Content Into Context of the EcoSystem with EP2 (SAP, Sharepoint, SuccessFactors, Salesforce, Oracle) and More

EcoSystem

Many of the OpenText EcoSystem products (quick reminder – EcoSystem products are solutions for SAP, Microsoft, Salesforce and Oracle) are part of the EP2 release, building on the foundation laid down last year with Release 16 and adding features requested by you, our customers to improve productivity and speed to implement. xECM Platform: the xECM family of products has grown from xECM for SAP, Oracle EBS and Microsoft Sharepoint this year with new products xECM for Process Suite and xECM for Engineering Documents all based on the platform foundation. You can find more details about these xECM versions, as well as the rest of the Enterprise Applications in the Content Suite EP2 launch blog here, but wait – don’t go just yet, there’s lot’s more to read here too! xECM the platform EP2 has new features to improve Workspace Creation from the lead application, better browsing and View integration as well as Batch Creation. Also, and probably most importantly, Completeness Check. This much requested feature from our customers ensures that a workspace is fully populated, be it a HR workspace for SuccessFactors, or an opportunity workspace for Salesforce. Of course, all of the features in the Core platform are available within the various version of xECM as well. xECM for SAP EP2 continues its market leading, Pinnacle Award winning (10 years in a row) integrations into SAP applications with support for SAP Hybris Cloud for Customer, offering full support for EIM into the Account, Lead and Opportunity workspaces integrated into the C4C UI. To support organisations moving to S/4 HANA Cloud, xECM now extends the CMIS interface to support the SAP CMIS profile. Finally, enhancements have been made to the Business content windows and to the way metadata properties are assigned – improving the implementation times and reducing the need for custom development. xECM for SuccessFactors EP2 adds some very impressive new capabilities including support for HCM on premise. This is critical for customers who have HCM and are migrating to SAP SuccessFactors as you can now view employee data from two systems connected to a single Employee File. Other features include document completeness validation – ensuring all documents are present when a workspace is created and finally, Duration management capabilities to schedule automatic HR document follow ups to aid in HR compliance (e.g. automatic reviews, escalations and expiry dates). These are just the top 3 features in xECM for SuccessFactors however there are many more. xECM for Salesforce EP2 is all about support for Lightning. With EP2 OpenText upgrades the widget integration to Lightning, Salesforce latest experience platform. Following Lightning design principles the integration of the OpenText widget can be flexibly configured to deliver modern enterprise apps. Building on the Lightning design also allows xECM For Salesforce Ep2 to be fully mobile xECM for SharePoint EP2 adds new capabilities to support search, browse and favourite Business Workspaces from within Outlook, making it seamless to add emails to a workspace both from the desktop and web interfaces. Also in EP2 is support for Office Groups integration allowing users to view group calendars, tasks conversations and notes into the Business Workspace and finally a new Search Widget allows Office 365 users to search natively for content in the xECM repository. xECM for Oracle EP2 receives a new coat of paint and now supports the new Smart UI as well as the classic UI, fully integrated into the Oracle EBS (12.1 and 12.2) UI as well as the platform capabilities outlined above. It’s not just xECM – EcoSystem products that offer specialised capabilities are also covered with EP2: Microsoft Application Governance and Archiving EP2 (AGA) is given the same capabilities as xECM for Sharepoint to support search, browse and favourite Business Workspaces from within Outlook, making it seamless to add emails to a workspace both from the desktop and web interfaces. Outlook is where collaboration happens, but it must not become a silo and the new EP2 capabilities helps solve that problem. As well as Outlook integration, AGA also includes the same Search capability to allow users to search inside the archive for content from Sharepoint. There are also some additional enhancements to simplify common tasks and configuration when archiving content from Sharepoint to the Archive Document Access and Archiving and Archive Center for SAP Solutions, Cloud Edition EP2 has enhanced support for the SAP Fiori UI with the new Business Object Browser, ensuring that all content is properly presented in context. In addition they contain more flexible layout in the SAP Business content window. Document Access has a new asynchronous report for record declaration to enable full text search of existing content. Recently licensed features of Archive Center Cloud Edition are CMIS interfaces and file share archiving and additional enhancements to the Archive Center application SAP DAM EP2 (just to remind you this is the number 1 rated DAM solution on the market, and the only solution preferred by SAP Hybris – in-case you forgot) has an all new Workflow engine to reduce the time and complexity in setting up the platform with a more lightweight workflow engine. In addition to a host of new UI features, SAP DAM is further integrated into the new Customer Experience capabilities of Hybris 6.x releases, and SAP DAM 16 EP2 exposes new widgets to ease integration into Hybris smart edit. We also gain advantage of the improvements made to the OTMM platform, on which SAP DAM is based and extended (you can read about some of these here) Document Presentment does have an EP2 release, however there are so many new capabilities within this product, it deserves a blog in it’s own right – to follow shortly Employee File Management EP2 received some minor updates and fixes. For customers who are wondering where the EP2 launch is for VIM and Business Center – don’t worry, we’ve got you covered in the EP3 launch later in the year. EP2 for the EcoSystem continues to expand on the foundation of Release 16, making xECM the platform even more the future of ECM, by bringing Content into Context, as well as making the other applications in our Portfolio even more mission critical. And keep reading our EcoSystem blogs for details on upcoming events including a South African Customer Day, Digiruption, SAP Sapphire and Enterprise World 2017.

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5 Ways Content Suite 16 EP2 Drives ECM Success

Content Suite

Today, OpenText released Enhancement Pack 2 (EP2) for OpenText™ Content Suite. These enhancements build on the revolutionary functionality introduced in last year’s launch of Content Suite 16. We’ve received overwhelmingly positive feedback from customers who have been quick to adopt Content Suite 16 for its intuitive Smart UI, Connected Workspaces for repeatable collaboration, and deep integrations to leading business applications. This valuable feedback, along with validation from industry analysts such as Forrester, continues to reinforce that OpenText is on the right path in rethinking ECM. Enterprise content management is moving away from its traditional implementation as a monolithic, one-size-fits-all application toward providing a set of content services that can be used to build lightweight, discrete applications and embed ECM functionality into the applications that drive business. Let’s take a look at 5 key areas where Content Suite 16 EP2 embraces this evolving vision of ECM: 1. Transforming the user experience and improving personal productivity by providing: An expanded set of collaboration tools, including a redesigned wiki that provides users with creative ways to author and collaborate A new Content Server Mobile application with its own Smart UI-based user experience A growing set of features optimized for ease of use are now available in the Smart UI including Records Management, Physical Objects, and Brava! 2. Strengthening integration with the productivity suites users work in every day: Office 365 Groups can now be integrated with Business Workspaces — users can view and access shared calendar items, notebooks, and conversations from an associated Office 365 Group directly in a Business Workspace in Content Suite Users can now open, edit and co-author Microsoft Word, Excel, and PowerPoint documents using Office Online directly from Content Suite Connected Workspaces are supercharged with a new Outlook Add-in to browse Business Workspaces and store content in Content Suite Watch a demo of OpenText Content Suite EP2 3. Enhancing information flows and automating business processes by: Making it easy for users to start and participate in workflows from the Smart UI Providing more tools to tailor the Smart UI to business processes with the new Visual Data Widget — making it a snap for users to get to the info they need to make informed business decisions — and the new Carousel Widget, which presents the user with several “slides” of dynamic content in a single tile Offering a deeper level of customization with the new Content Server Smart UI SDK, which allows developers and administrators to quickly and easily tailor the new UI Strengthening the integration of ECM with lead applications via the OpenText Ecosystem products. Read this blog  to learn more about what’s new in xECM for SAP EP2, xECM for SuccessFactors EP2, xECM for Salesforce EP, xECM for SharePoint EP2, xECM for Oracle EP2 and more 4. Improving control and governance with: Automated, case-based Records Management through Connected Workspaces to apply retention to entire workspaces New ways to intuitively use metadata, including the ability to add Source File Data from content automatically and make highly sensitive information more easily identifiable by exposing Security Level, Supplemental Marking, and other security metadata directly in an actively viewed document 5. Simplifying deployment, configuration, and maintenance on-premise or in the cloud: Administration capabilities are now split between System Administration and Business Administration, a model that helps distribute workload and reduce bottlenecks, providing business groups with the flexibility to configure applications to meet their specific needs without engaging IT System Center, an all-in-one application designed to provide a unified approach to managing OpenText products, has been enhanced to simplify access to product information, deployment, and patching management and has been optimized to run Cloud Services There’s no better time to upgrade than now! OpenText provides a full range of services to help your organization successfully take advantage of EP2. Speak with an Upgrade Expert from the OpenText Professional Services team about a free, 1-2 day upgrade assessment. Or visit Upgrade Central for resources to get you started (customer login required). No matter which path you choose, you can count on OpenText to help with your upgrade and deployment process. Get the Whole Picture at Enterprise World 2017  These are just a few of the highlights of Content Suite 16.2. We invite you to join us at Enterprise World 2017 to experience more. Every Enterprise World offers unique learning opportunities you can’t get anywhere else, including the opportunity to share knowledge with other OpenText customers just like you. This year, we’re all looking forward to a number of engaging customer sessions including one with Black Sea Trade and Development Bank (BSTDB) who will share how their upgrade to Content Suite 16 is driving adoption, applying consistent metadata across disparate information repositories, automating processes, and generating better insight through integrated reporting and monitoring tools. In addition, our Professional Services team and Product Managers will be hosting a variety of sessions highlighting new features and detailing upgrading best practices. And the always-popular Expo returns with hands-on demos and opportunities to get one-on-one answers to your questions. Don’t miss it!

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OpenText Content Suite and Documentum ECM Platforms Both Ranked as “a Leader” in Two New Forrester Reports

Forrester

Forrester Research, Inc. has just released two reports on the state of the ECM technology landscape, their Forrester Wave™ evaluations of Transactional Content Services[1] and Business Content Services[2]. In each report, both the OpenText™ Content Suite and Documentum product groups were ranked as “a leader.” So, two reports, two positions as a leader in each one for the OpenText ECM portfolio. We’re pretty happy right now. In case you’re not familiar with the Forrester approach to evaluating the ECM marketplace, back in 2015 their analysts decided one report was no longer enough to capture everything ECM platforms were being tasked with covering in the modern enterprise. They split their analysis into two focus areas: Transactional Content Services (TCS) –  focusing on ECM platforms’ ability to drive automation, efficiency, and paper elimination by integrating into high-volume, highly structured business processes. Content here includes the invoices, statements, web forms, scanned documents, and more that result from ERP, BPM, HCM, SCM, and CRM systems. Business Content Services (BCS) – focusing on managing the documents, emails, spreadsheets and multimedia that result from knowledge workers’ day-to-day activities. ECM platforms are evaluated on their ability to simplify user interaction, improve collaboration, and apply governance controls. Both reports score vendors’ performance in three primary categories: Current Offering, Market Presence, and Strategy. And our ranking in the latter is what makes the 2017 Forrester evaluations truly invigorating for us. The Content Suite and Documentum platforms each received the highest score among all vendors in the “Strategy” category of the Transactional report, and among the highest Strategy scores in the Business report. According to the Transactional report, “ECM vendors must show coherent technology, go-to-market, and partner strategies to help their customers be successful and manage their transactional content within a broad information ecosystem. This ecosystem includes on-premises and cloud-based enterprise applications, mobile use cases, and interoperability with other content management systems.” We believe these scores validate our vision for the future of ECM — a strategy that crystallized last year with the launch of Content Suite 16; and took a huge step forward with our investment in Documentum. In our view, successful ECM solutions of the future will allow organizations to leverage their current systems with the application of lightweight, purpose-built service apps to solve targeted business problems. Cloud-driven, user-friendly, and low-effort, these content services will reside in the background and will be fully integrated to promote productivity on both sides of the firewall. For OpenText, this means converging the strengths of two, class-leading platforms and extending their effectiveness with innovative new services built on LEAP technology. We feel Forrester has recognized the potential of this direction, and are more enthused about the possibilities than ever. Regardless of your role in ECM or current solution provider, the TCS and BCS reports from Forrester offer thought-provoking insights into the future of ECM. Download them and then join us at Enterprise World 2017 to carry on the conversation. [1] The Forrester Wave™: Enterprise Content Management — Transactional Content Services, Q2 2017 [2] The Forrester Wave™: Enterprise Content Management — Business Content Services, Q2 2017

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Enterprise World 2017 Can’t Come Soon Enough for the Combined OpenText/Documentum ECM Team!

As with most things in life, one success lays the foundation for another. The first was the announced acquisition and integration of Documentum into OpenText, the next was participation at the 2017 AIIM Conference, both of which have excited and energized us as we march toward Enterprise World 2017 in July. Our participation in the annual AIIM Conference was our first “family” outing since the acquisition and it proved that OpenText and Documentum were meant to be together. Documentum is definitely home at a dedicated software company! We covered a lot of ground in Orlando; welcoming Documentum customers into the OpenText fold, engaging in more than a few enlightening conversations about ECM for today and tomorrow, and demo’ing a raft of advances across numerous product lines. Hosting the OpenText community in our own backyard (figuratively and literally…it is in Toronto!) is going to provide even more opportunities for ECM practitioners to discuss, listen, and learn about the changing face of content management. Even More ECM This year’s Enterprise World has been significantly increased to provide full value to both OpenText and Documentum customers. By popular demand, the “hands-on” demos, labs, and the ever-popular Expo showroom will be expanded. And the slate of ECM-oriented technical sessions has grown by 50% to address all the training, product update, and how-to possibilities for the range of OpenText ECM solutions. Here are a couple of can’t miss breakouts that should be on everyone’s agenda: OpenText Content Suite Advancements and Innovations: Content Suite continues to expand its capabilities, solve more business challenges, and extend into more leading applications. Join our product experts for a review of the past year’s most important advances and a look into what’s coming in the near future. Documentum is now OpenText — What’s New and What’s Next?: A dive into the forward-looking strategy for the Documentum ECM portfolio, exploring the current innovation roadmap for Documentum as well as how OpenText adds interesting technology and capability opportunities to our future roadmap. What about ECM’s future? We’ll be giving full, thought-leadership attention to a pair of the most fascinating and thought-provoking subjects in content management today: the evolution of ECM into a more service-based ecosystem and the convergence of OpenText and Documentum into a leading force in this emerging frontier. Both OpenText and Documentum customers will be able to dive into future-think keynotes, customer stories, roadmaps, development strategies, product integrations, and more that speak directly to them. Last, but most certainly not least, my favorite part of every Enterprise World — meeting and connecting with our customers and partners — is going to be even better this year, too. Welcoming a whole new group of Documentum customers to the family is going to be incredible – immerse yourselves, join the community. We’ve all got so much we can learn from each other. Enterprise World 2017 is where it starts!

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Thoughts From AIIM 2017 – and the Heart of ECM

ECM

Social media has changed almost every way that we interact. Even volunteering for extra work in your own company. Not three minutes after I tweeted that I was not going to attend AIIM this year, I received an email asking if I was serious about wanting to attend. It was a sly way of getting me to volunteer for three days in the booth with OpenText, but to be honest, I was glad to have the chance to do it. The AIIM conference is a great place to reconnect with industry leaders and customers to take the pulse of the ECM business. With all due respect to those who title blogs to the contrary, the heart of ECM is still beating In technology we cling to acronyms the way a shipwrecked sailor holds on to driftwood. ECM is no different. It has defenders and no small number of detractors who argue for its replacement. I am of the opinion however that we spend far too much time debating what to call it than actually doing something productive with it. Fortunately there were many very productive conversations at AIIM 2017. This year, AIIM was especially important because it was one of the first opportunities to talk to free range customers about the acquisition of Documentum by OpenText. For Documentum customers, the message is clear – your investments are safe and these are not products that will simply sit on the sidelines. To do otherwise  simply does not make good business sense. Similarly AIIM was an opportunity to give some OpenText customers a first look at what new toys are in the box for them to explore like LEAP and InfoArchive. After attending this conference I can see no value in replacing, retiring, or even updating the acronym ECM. It is good for what it is in the right context. That said, OpenText is not just about content. Look at the home page and you will find we talk about Enterprise Information Management. It is not an either EIM or ECM situation but rather one is inclusive of the other. In the keynote John Mancini suggested moving away from Enterprise to Intelligent Information Management as a way to describe what we do. I like the use of the Information but I do not know anyone who would want Unintelligent Information Management so the message may not be as clear as it seems. More semantics. Going beyond semantics – Content Services What does change the conversation is the idea of Content Services and it was a frequent topic in my discussions. At some level it is really the same thing, but I do believe this is a shift in thinking. As you define your business challenges and understand how content is part of them, a services design mindset is fundamentally different from the past approaches. Content services suggests a repository agnostic, API defined transactional model rather than the enterprise platforms driven by traditional ECM. You can obviously solve many of the same problems with both approaches but the model suggest CS would be more nimble, responsive, and dare I say, a less expensive option over time. The balance we must strike moving forward is how to thoughtfully migrate content workload into this model without sacrificing past investments in content systems and the information they contain. Decomposition of a problem into meaningful segments that can be solved with discrete solutions made up of common services is new in ECM. The monolithic systems of the past were driven (by customer demand in many cases) to solve every conceivable problem in a single offering. We can eventually provide all these services in the cloud in products like LEAP, but it is important to note that this does not need to be a rip and replace strategy. Many existing systems can also be engines behind some of these services for those not ready to make that jump, while keeping their existing systems up to date. Content services is not just another term for cloud delivered ECM or EFSS. In building cloud ECM, some have confused user influence over the buying decision and adoption with ownership of the information assets themselves. The “E” in ECM seems to move from “Enterprise-managed” to “Employee-managed.” While this design focus has had obvious benefits in experience, it sacrifices a critical point. Ownership of the content. Ultimately, does a user or a process own the asset. The last time I spoke at this conference was in 2011 and pointed out even then that we needed to “appify” our existing ECM solutions. The context then was part of a mobile content management experience. This is, in fact, what products like LEAP are doing at the layer above content services. Regardless of your acronym of choice, it is an interesting time to be a part of the AIIM community and the OpenText ecosystem.

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The Future of ECM is Coming Into Focus: Here’s Where to Start

ECM

Enterprise Content Management (ECM) is changing. It’s an idea everyone involved in content management has heard with increasing frequency over the past couple of years, and it’s driven by the reality that Enterprise Information Management needs are changing immeasurably. Enterprises are now embracing simple, lightweight solutions, ones that nimbly address highly varied and very specific productivity and control issues. These applications can be either in the cloud or on-premises and —like blocks in a foundation — build on each other to result in optimal ECM coverage. It’s a different approach than the traditional methodology of attempting to blanket the entire organization with an all-encompassing ECM solution. And it’s such a step-change in concept and practice that the respected analysts at Gartner have even decided that ECM doesn’t cut it as a sector name anymore. In their estimation, the new topography is better encapsulated by “Content Services,” a nod to the decentralized, purpose-built applications that organizations find much easier and effective to implement. Now, all this may promise unheralded levels of agility and integration, but I can also see LOB and IT execs shaking their heads and thinking: “We’ve just spent a decade investing in our ECM infrastructure. Are we starting all over?” No!  The short answer —and single, most important thing to remember — is: No. The key to sustaining momentum and achieving future ECM success is centered around building on what you already have. There’s just a new way of thinking about what comes next. Resources to Speed your Learning Curve Over the past month, I’ve had the opportunity to participate in a few initiatives with the industry experts at AIIM that have gone a long way to helping explain this path forward: First up was an extremely well-received roundtable webinar inspired by the completion of the OpenText acquisition of Documentum. This must-see webinar for OpenText AND Documentum customers provides straightforward, detailed insight into our vision for the two product families, including future integration plans. This overview morphed into a wide-ranging panel discussion on what the overall future of ECM looks like and the competencies organizations need to have to excel in this new world. That was followed by a pair of related events; the release of an AIIM-authored eBook, “Revolution of Evolution? 10 Strategies to Navigate the Shift from ECM to Content Services” and an accompanying webinar, Next-Gen Information Management — Succeeding in a New Era. Both provide excellent insight into the context behind this shift in ECM strategy, the constants that will always hold true, and the questions and actions organizations need to address to chart their journey. Start by reading the eBook, then view the accompanying webinar-on-demand. Next up is the annual AIIM Conference in Orlando, Florida from March 14-16. OpenText and Documentum experts will be at the event, including hosting a number of sessions on understanding and capitalizing on the evolution of ECM. If you’re planning on attending, book a 1:1 meeting with us, there’s no better way to get up-to-speed than connecting face-to-face and asking what this all means for you.

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General Data Protection Regulation (GDPR) – What is it and how Does it Impact Enterprise Information Management

GDPR

In May 2016, a new EU Regulation and Directive was released to govern the protection of personal data, the General Data Protection Regulation (GDPR). It will enter into force after a two year grace period in May 2018. This is just little more than one year to go and enterprises need to get active to evaluate what it means for them and how they need to prepare. As stated on the European Commission website: “The objective of this new set of rules is to give citizens back control over of their personal data, and to simplify the regulatory environment for business.” Data protection laws are nothing new in the European Union. However, the new GDPR rules presents some significant impacts and changes to current data privacy regulations. For one, what used to be a directive, is now a regulation with full force of the law, valid across all EU countries. And despite BREXIT, the UK government has confirmed that UK will implement GDPR (read the UK Information Commissioner’s blog on this topic). The other important aspect is that GDPR now imposes substantial fines upon individuals and enterprises that do not adhere to the law. Minor breaches will be fined up to 10 Million EURO, or up to 2% of the total worldwide annual turnover of the preceding financial year for a business, whichever is higher. Major breaches will be fined up to 20 Million EURO, or up to 4% of the total worldwide annual turnover of the preceding financial year for a business, whichever is higher. And it should be re-emphasized that the turnover is not just the turnover of the EU located part of the enterprise, but the worldwide turnover of the enterprise. Protecting Personal Data of EU Citizens – What does that mean? As GDPR protects the personal data of the citizens of the European Union, it imposes duties upon enterprises, that collect and manage personal data. These entities are called “Data Processors”. Data processing entities located in the EU are subject to GDPR, but also companies outside the EU that process personal data of EU citizens. So the regulation also applies to non-EU enterprises: EU GDPR requires compliance outside of the EU as well (EU GDPR applies for non-EU companies with contact points to the EU). Collecting and processing data is legitimate as long as it serves a justified purpose, as defined by GDPR, for example “if data processing is needed for a contract, for example, for billing, a job application or a loan request; or if processing is required by a legal obligation …” Such justified purposes for storing and retaining personal data are, for example, laws that govern retention of content, such as tax relevant data and documents, where retaining the scanned vendor invoice or a customer bill is not only justified but an obligation. What is the relevance of GDPR for Day-to-Day Business Processes? There is personal data processed and stored during the course of day-to-day business processes that relates to business partners, such as customers and suppliers, in the procure-to-pay processes as well as order-to-cash process. To give some concrete examples, let’s now take a look at an enterprise that uses SAP ERP to manage their processes and OpenText to attach business documents to these processes. It is of course not just about the data created and stored in the SAP database of the leading enterprise application (ERP, CRM, …), it is also about the business documents that are captured during this process. Take for example, an incoming vendor invoice on paper, which is scanned, attached to the transaction via ArchiveLink and then securely stored on the OpenText™ Archive Center. Or in the example of an order-to-cash process it an incoming sales order and delivery note to a client, which are linked to the SAP order and stored in OpenText. May 2018, GDPR will start to apply following a two-year transition period to allow the public and private sector get ready for the new rules. So how should enterprise prepare and get ready for GDPR? With regards to aspects of storing personal data for a justified purpose, enterprises need to set up policies and procedures – not only to retain content as long as they are obliged to do by law such as taxation or product liability laws, but also to delete content in a timely fashion when it is no longer needed respectively the justified purpose for retention has expired. Learn more about OpenText’s capabilities to support GDPR requirement in the SAP environment in a forthcoming blog post, and also by reading our other blog entries here  and here. You can also visit our web site and learn how OpenText EIM offers capabilities that can support customers to prepare for GDPR or listen to our webinar.

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Excellence in Sales Order Entry – From Document to Digital

digital sales orders

Sales orders, the documents with the odor of company success attached to them! Physical (or electronic) proof that your company sells products that your customers like. Proof that you make money and create and retain jobs. So what could there be that is not to like about sales orders? Well, the question here is: Are your sales orders solely creating value and financial success for your company? Or are they also costing you money? Are they slowing down your business? Maybe even creating conflicts with your customers? Fully digital sales order process – why? In a digital world, you should consider automating your sales order entry process from beginning to end. The digital sales order process should start the minute a sales order enters your company, from document to digital. This should be independent from your input channel – whether your sales orders reach you via EDI, email, fax or paper document, make sure to digitize your sales orders when they first touch your company. Many of our customers have EDI in place for 60 – 80% of their sales orders. However, the remaining 20-40% slows down their business, preventing them from having full insight and transparency of the status of ALL sales orders. The impact When our customers started to capture the data also from PDFs, emails and paper documents, they realized how valuable a fully automated a digital process is. With their model from document to digital they turned the sales order process into a fast, customer-friendly and fully transparent process. They now have full insight into the status of any sales order. If a customer has a request referring to a sales order, they can answer it within seconds, independent from its input channel or process status. Reporting and transparency have exponentially improved. Management is now able to track the performance of the sales order process across countries, from month to month or year over year. Now, even the performance tracking task is a simple activity, too. It is fast and it is accurate. Not only for the electronic input channel, but for all sales orders. The information extracted is also proof that with the new integrated sales order automation, customers have been able to cut sales order cycle time in half by also automating the remaining 20-40% of sales orders. Customer relationships have also improved because disputes over orders and invoices or wrong deliveries have reached an all-time low. The analysis of sales orders allows making purchasing recommendations to customers from evaluating other customer orders – those who regularly order specific products in combination with other products. These cross-sell opportunities are well-received by customers as they create value and often help to meet their core business needs. Have you identified a need to further digitize your sales order entry process? Take a look at how OpenText™ Business Center for SAP Solutions helps to improve the sales order process and much more.

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Webinar Outlines a Bright Future as OpenText and Documentum Come Together

Documentum webinar

On February 2, I had the good fortune to participate in a very interesting webinar hosted by AIIM. Inspired by the new union of OpenText and Documentum, the event brought together a variety of experts to discuss what the pairing means to customers of both, the partner network, and the industry in general. And the interest was certainly there — registration numbers were some of the highest AIIM has ever seen. Well, we covered what we set out to, and more! The roundtable discussion and subsequent Q&A session were wide-ranging and dynamic, addressing the concerns of the customer base and future product integration plans, but also delving into a wide open sharing of views around the present and future state of ECM and the skills that organizations are going to need in order to be successful. If you didn’t get the chance to attend the webinar, then setting aside some time to listen to the webinar-on-demand would be 60 minutes of your time well spent. Regardless of your current solution provider or your role in ECM, there’s some thought-provoking perspectives on topics like “the difference between ECM and Content Services” and “the kinds of technology and business competencies an organization needs to have – or develop – in order to embrace this shift toward content services.” I hope you enjoy it as much as I did. Finally, please join us on February 14 as AIIM Chief Evangelist John Mancini and I connect once again to present Next-Gen Information Management — Succeeding in a New Era. We’ll be examining the emerging age of Content Services and what that means to the traditional concept and practice of ECM. Sit in to gain valuable insight into the changing definition of ECM and learn the next steps that will allow you to prepare for the future while maximizing your current investment. Here’s hoping everything OpenText and Documentum do together in the future is as great as our first webinar!

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Join us for a Special AIIM Webinar Discussing the OpenText Acquisition of Documentum and the Future of ECM

AIIM webinar

The deal is sealed! Today, OpenText announced that we’ve finalized our acquisition of Dell EMC’s Enterprise Content Division, including the Documentum product group. When the proposed purchase was first announced last September, it generated speculation and opinion. Now, as the teams formally begin working together, it’s time to have an honest, straightforward conversation about what this union of leading ECM organizations really means to customers, to the combined partner network, and to the larger ECM marketplace in general. To help answer these questions, I’d like to invite you to a unique webinar on February 2. In partnership with AIIM, it will be part round table discussion, part Q&A session, and all valuable insight providing answers to the questions you may have. The roundtable will feature AIIM Chief Evangelist John Mancini, OpenText product experts, a successful Documentum partner, and the highly respected analyst Alan Pelz-Sharpe from Digital Clarity Group. The wide discussion will range from where ECM has come from, to upcoming integration strategies, and then to where ECM is headed next. Discussion should be lively to say the least! Please join us and register to attend here.

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ECM Success in the Real World, Part 3: Information Governance

Information Governance

If I were to pare it right down, there are only a handful of sure things when it comes to Information Governance (InfoGov): Every organization needs effective InfoGov. The odds of success are stacked against you without complete control of your information. It’s your most valuable asset. Every organization’s ideal InfoGov recipe is different. Depending on its sector, culture, infrastructure and other factors, each enterprise requires unique ingredients. We can all name some of the general governance concerns: Banks and privacy, Pharma and compliance, Tech and intellectual property, etc. But also factor in mature companies with established systems versus start-ups just developing their core policies. And don’t forget varying employee demographics. The combinations are endless. Every organization is struggling to achieve their InfoGov goals. It’s not just you. The influence of digital technologies on every aspect of the enterprise has redefined and reinvented the creation and flow of information like nothing before. And this is just the beginning of the disruptions to come. We hear about that last bullet a lot. Enterprises are seeing that the InfoGov models they’ve been using for years no longer work. Business applications have changed, the people using them have changed, the use cases for the information involved have changed. About the only thing that hasn’t changed for most organizations is the legacy ECM platform they’re employing to try and manage this new environment — a system most likely implemented years ago as a labor-intensive, one-way repository for information storage. It’s just not enough for today’s business needs. It’s Time to Rethink ECM’s Role in Your Information Governance Strategy Over the past year at events like Enterprise World, I’ve been having conversations with customers and industry leaders about how a new generation of ECM technologies offers an attainable solution to meeting today’s InfoGov needs. Advances in technology now mean ECM solutions have the ability to create a cross-enterprise information grid that integrates into processes and seamlessly aggregates and distributes information to the people that need it. It’s a massive step-change in information management, resulting in huge gains in productivity. And it also means InfoGov policies and practices can be extended to information generated in almost every corner of the enterprise—from social to ERP, BPM, HCM, SCM, CEM, CRM, and just about every other acronym you can think of. The key to fully understanding the potential of this new approach really means a wholesale reset of the concept of ECM—casting aside outdated perceptions to redefine the role of ECM in your organization and what success with ECM can mean. It’s a lot to digest, and hard for some practitioners to even visualize. As with most other things, I’ve seen that real-world success stories and examples help people relate. A great resource right now is the IGI Snapshots series, a compilation of five, unique stories that outline how different enterprises are approaching modern InfoGov, everything from planning through to learnings and insights. Most importantly, they show what’s possible if stakeholders adopt a new approach to ECM. Take a few minutes and let the case studies here inspire your InfoGov thought process. Then explore how OpenText Information Governance solutions can bring it to reality.

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20 Years and 3 Minutes: The Most Thought-Provoking Comments from Energy Industry Leaders

energy

I admire leaders who make you think, long after their presentation or keynote is over. Here are three ideas I found “most thought-provoking,” after I reflected on all the industry events I attended this past quarter. I hope you will share your own reactions and comments about my selections, but also share any great points you have gleaned from your industry interactions. 1 – “We want to make decisions within three minutes” This is how a panelist from Chevron defined Engineering Information Management, a super-set of Enterprise Content Management, at AVEVA World this October. There was silence, and a long pause among the rapt audience as this comment sunk in. It was not about technology. It was not about process integration. It was about how the company could increase business agility in utilities or power plants, once all the technical innovation was in place. What I like about this comment is that it brings to life a best practice we strongly believe in at ECD – leading with your business objectives. It also expresses the business vision in a statement that is both simple and controversial. By starting with this well-articulated goal of three minutes, the right conversations will undoubtedly start happening: “Then we would need to access approvals from our smart phones.” “We would have to add automation to the offshore piece of the process.” You can imagine how much faster the brainstorming could occur and utilization of technology could begin, if you start with this kind of statement. 2 – “How do you shoot a cannon?” It turns out that firing a cannon includes a process step of pausing, as I learned from the “Transforming Engineering Project Delivery” panel at AVEVA World. When cannons were used during times of war, this step prevented accidents and human injury. Modern firing equipment, however, no longer requires such efforts – yet it still took twenty years to eliminate this step. To me, this is a relevant insight applicable to Enterprise Content Management in today’s multi-faceted enterprise. Perhaps it was multiple acquisitions, staff turnover, or fondness for tradition, but whatever the cause, many of today’s plant processes have never been revisited or improved. As digital transformation takes hold, companies are now starting to approach their workflows with an open mind. Do we really need legal review of a document before it has been through VP approval? Why are we still storing architectural drawings on paper? What good is a photo badge ID if 90% of our workers are remote? As this speaker emphasized, some processes are carried into modern times even though they are not needed anymore. There is no reason to let outdated issues wait years before phasing them out. By breaking habits and looking at our work anew, we may save time or better service customers. 3 – “Raise your hand if….” This panelist at our recent Digital Transformation in the Energy Industry breakfast asked the crowd for a show of hands if anyone is able to enter an asset tag number into a system and quickly locate all the documentation about that asset – enough to get your job done. Surprisingly, NO HANDS went up. This exemplifies how fundamental document management is so critical to basic operational efficiency. With all this talk of digital transformation, big data and predictive analytics, it seems that we have a long way to go with getting practical and down to earth with the simple stuff. This can be made easier these days, as ECM solutions are delivered in more modular ways, and the cloud allows greater elasticity. Bonus – We Still Need Humans I’d like to add one bonus round to this collection. It’s not exactly a number four, because it actually relates to all of the points above. What I heard at more than one of these events is that we cannot assume technology will take the place of human determination or human judgment and setting standards. In at least two cases, presenters shared how they used to have paper document controllers and central ownership over content. In both cases, once they digitized (without staff accountability or a structured system), the organization lost its standardized approach to retaining and sharing knowledge. Either each person individually updated a document in different ways, or each thought the other would update a document — until nobody updated documents consistently at all. No process steps, standardization rules or workflows were developed together with the technology. As the pace at which companies deliver services and interact with stakeholders only accelerates, I would argue there is an even stronger need to standardize. Using ECM together with your human experts brings efficiencies to new levels, tapping the strengths of both. This is one of many reasons why we design in features like vertical-specific standards, the ability to collaborate with multiple reviewers, and track changes to as-built documentations. So as we look ahead to more digital transformation and continuous improvement in our industry, let’s think about the points these smart leaders have shared. What can you add to this list? Have you heard great points from other industries that still apply to the energy sector?

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Wrapping Up 2016

For many, this time of year is full of the hustle and bustle of the holidays, preparing for time with families, and pondering what the New Year has in store. For Team ECD it’s no different, only this year there’s additional activities, excitement and anticipation about the road ahead as we prepare to join forces with OpenText.  With this in mind, I wanted to take a moment and provide an update on progress to date and unwrap a little of what’s to come. Do You Hear What I Hear? It’s hard to believe that we just passed the 90-day mark since signing the agreement with OpenText in September. Since then, the focus has been primarily been on you, our valued customers and partners. We’ve spent hundreds of hours talking with you and receiving feedback at events in the U.S., Momentum Europe in Barcelona, and a multitude of 1:1 meetings across the globe. As always, our goal is to be as transparent as possible with our ECD family and ecosystem, and we hope you’ve found these interactions as valuable as we have. On a tactical level, the main driver behind our “hustle and bustle” has been to ensure consistency and continuity – everything from the products to the processes to the people – we want to make the transition as seamless as possible for you. It’s Beginning to Look a Lot Like Closing… There has also been tremendous effort focused on delivering the items that are needed for regulatory approvals and closing the deal. I’m pleased to report that everything seems to be moving ahead as planned. Just as we were all fortunate to participate in the close of the Dell EMC deal, the team is looking forward to celebrating this next step for ECD in the New Year. As we get closer to finalizing a close date, we will share opportunities for you to get involved and celebrate with us. A Toast to You It’s been an amazing 2016, with big, successful events like ECD Ready, Momentum in Las Vegas and Barcelona, and Customer.Next. We’ve delivered more than 65 products, solutions and betas over the past 12 months, with major initiatives across the product families, including the release of 5 LEAP apps and the LEAP Platform beta; Documentum 7.3 with significant updates to the full Documentum family and vertical solutions; and the introduction of extreme archiving with InfoArchive 4.0 and Clinical Archiving 2.0. We’ve been recognized as a leader by five industry analyst firms, including our 13th time as a leader in the Gartner Magic Quadrant for Enterprise Content Management, and have won multiple product and strategy awards. And it’s all for, and because of, you. On behalf of the entire ECD team, I’d like to raise a virtual toast to you – for your continued business, loyalty and friendship. Cheers and best wishes for a happy holiday season and a joyous new year!

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Long Term Archiving for “in-memory” ERP Systems? Really?

in-memory

Unlike other hype trends in IT, implementation of in-memory databases is a trend that has really taken off. Today, leading ERP system providers push “in-memory” as the only option for their customers. Enterprise IT now accepts the idea (which was once perceived as crazy and/or dangerous) that it is preferable to have all their precious ERP data in RAM memory instead of on a “good old” SAN storage array. Has this trend made long term archiving obsolete? Long term archiving is still a valid (and actually must have) requirement – even in the “in-memory” world.  Compliance requirements haven’t disappeared with the in-memory rise. You’ll still have to keep your invoicing data verifiably unchanged for some 5-10 years depending on your legislation. You’ll have to make sure you can prove to your auditors that nobody could have tempered with your data since it was created. When to start with data archiving Is there a right time for archiving your data? Most probably, you’ll be “forced” to archive your historical data before you migrate to an in-memory system. Forced is an exaggerated expression, of course, but it can quickly become your truth if your other option is to purchase the in-memory hardware that is 3+ times the size of your current data volume. If you were ignoring data archiving before (since the SAN DB storage cost was so low, right?) you’ll want to run it before the in-memory ERP onboarding project.Now your ERP system is running in-memory. What’s next? For sure you’ll focus in the upcoming months on getting the best out of your new in-memory system. But sooner or later you’ll have to return to archiving again. Storing the data on the Flash storage will not be recognized as a compliant option in case of an audit. Refresh your data archiving skills since you’ll have to start archiving your data even from the new in-memory ERP. Ideal archive characteristics What should be the main characteristics of the ideal target archiving platform? Have these changed in the last years? It would be a pity to archive in a closed, siloed archive and have the data de-facto locked there. You want to make sure that your historical data can be used even after archiving it – in analytics, business warehouse scenarios, from call center operators – in the same way as your current data. The same platform should support not only your data archiving requirements but also your document archiving needs (all those outgoing invoices and reports have to be stored safely for a number of years). Your requirements for the new archiving platform shouldn’t stop there. I’d propose that you add to your wish list the following: Open design: Vendor lock-in is not cool any more. Ask for industry standard design patterns (like OAIS – Open Archival Information Systems), ask for universality and support of both structured and unstructured data. Open access: If you’re not locked in with one vendor then ensure that your data isn’t locked in your archive either. It should be possible to reuse it throughout the enterprise. Hadoop Analytics and REST API design are the least that you should request to be able to gain value from your historical data. JDBC would be a nice-to-have on top of the below requirements – you’ll be able to stick with your current reporting tool (by letting it connect to the new archiving platform). Cost predictability: One of the reasons you’ll start with archiving data from in-memory ERP systems is to avoid unnecessary cost. In the days of cloud and SaaS solutions you have the right to ask for clear and predictable cost and licensing terms for your archiving platform as well. You shouldn’t be accepting obscure product bundles with complex licensing terms and limitations. Instead ask for simple and predictable licensing – good example: per terabyte of data managed in the system. The “in-memory ERP” era didn’t put data archiving into retirement. It’s just the opposite. Long term archiving is becoming more important today than it was before. And if you’re asking yourself what archiving platform to pick – talk to us about InfoArchive.

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The Season of Thanks

Thanksgiving is the occasion that always signifies the beginning of the holiday season in some regions of the world, including here in the US. I think it’s very appropriate that the first thing on which we focus as we enter into the holidays is being thankful. Thankfulness is a globally relevant idea. It engenders grace, humility and reminds us to not take all our blessings for granted amidst our fast paced business lives. While this is a business conversation, first and foremost we must be thankful to our families and friends who provide the very foundation on which our business lives rest. We must thank them for their generosity with our time that we devote to our work lives. Today, I am also thankful for the fantastic and unique road that we with the Enterprise Content Division (ECD) have traveled over the past year. When we began 2016, few people could have anticipated what the future had in store for our organization. But in so many ways, the journey we have taken together has brought us closer and made us stronger both as a team and an organization. So, to start the holiday season, we’d like take a moment to express thanks for the following: • First, of course, we are extremely thankful for our team. Time and again through the year’s transformation, we’ve received glowing compliments about our tenacity, industry knowledge, innovative mindset and customer focus. These are all things that allow us to feel very confident about our future together in seasons to come. • We are thankful for our partner community. Our partners have not only joined with us in a renewed commitment to delivering superior results to our customers, but have also maintained a focused commitment to providing a superior customer experience all along the digital transformation journey. • We are thankful for our customers. They have been our thought partners and have continued to challenge us to get better. They have also been able to see beyond market noise and have maintained faith that ECD always has and will continue to provide the solutions that will best support their digital transformation and content management goals, both now and into the future. • We are thankful for those who joined us at our Las Vegas and Barcelona Momentum events and Customer.NEXT roadshows. The support and collaboration that so many of you brought back to us was great inspiration and confirmation of our efforts to provide the best user experience in the industry. We’d like to wish you all the happiest of Thanksgivings, as well as a holiday season that is as full of blessings as the ones for which we are so grateful.

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OpenText Named a Leader in the Gartner Magic Quadrant for ECM Again!

enterprise content management

The more things change…” OpenText has been recognized as a leader in the Gartner™ 2016 Magic Quadrant for ECM—for the 13th year in a row. Now, being recognized as an industry leader every year for over a decade is no easy feat in the rapidly changing software sector. Trends come and go, new technology replaces existing benchmarks, business models evolve, even the attitudes and approaches of end users morph over time. Researching and developing Enterprise Content Management solutions that keep you ahead of the curve for that amount of time is a huge achievement. But that’s just part of the reason we here at OpenText are thrilled to once again be recognized by the highly respected analysts at Gartner. This year’s Gartner 2016 Magic Quadrant for ECM accolades are especially rewarding for us, given that the rigorous evaluation process centered on the ability to execute and completeness of vision found in our new OpenText™ Content Suite 16. In our opinion, OpenText is on target in offering a new generation of ECM solutions that meet the needs of digital organizations. It’s Time to Rethink ECM–and what Success with ECM means Our belief that the very concept of ECM has to change is central in this. Yesterday’s definition of ECM is no longer sufficient to meet the needs of tomorrow’s enterprise. Simply viewing an ECM platform as a one-way repository for information storage and compliance doesn’t cut it anymore. Digital enterprises, and the knowledge workers that drive them, need so much more from technology in today’s digital environment: Effortless, light-touch collaboration is now critical, and increasingly decentralized business functions have created siloes of hidden-gem data that need to be bridged for information to flow freely to those that need it. A new generation of ECM technologies must facilitate this. They have the sharing and social capabilities to be the enterprise standard for collaboration. They have the integration capabilities to act as a central information hub, using metadata to push information in the right context at the right time to those who need it to enhance productivity. They have the ability to automate governance for security and risk management. This new approach to ECM is so pivotal, we believe Gartner amended their internal definition of what comprises an effective ECM platform in today’s digital environment. As a result, the 2016 MQ had two fewer leaders compared to the previous year resulting in a decrease from six to four. So, yes, the ECM landscape is definitely changing. And OpenText is proud to be recognized as a leader in this new era of information management. Regardless of your current ECM position, analyst reports provide excellent insight into the evolving state of the industry as well as in-depth analysis of the major vendors. They’re pretty much required reading for anyone involved in ECM. Take some time to download them here, here, and here. Then, start your own journey to ECM success by exploring the OpenText™ Content Suite. This graphic was published by Gartner, Inc. as part of a larger research document and should be evaluated in the context of the entire document. This Gartner document is available to download here.

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