3. DMS Features
Import of paper based information and images
through a document scanner
Editing of documents, adding new documents
Versioning of documents to track changes
Search documents through index search, user
search and OCR support
Audit trail
Archiving and no loss/misplace of files
4. Types of DMS Solutions
Small, standalone systems, 1 user
WorkGroup solutions, 5-10 users
Large enterprise solutions, more than 10 users
5. Why organization need DMS ?
To avoid delays In decision making and data inconsistencies
To save paper documents in electronic formats
More employees are working from home than ever before
Prevailing mobile lifestyle (Smartphone, tablets) to perform
work related tasks on regular basis
Helps maintain different documents from different
departments-
Legal documents
Minutes of meetings/ Annual reports
Contracts/ Agreement
Renewal/Alert
Employee records/ Policy management
6. DMS benefits for businesses
Easily accessible documents at any point of time, hence
saves time and ensures higher productivity
Easy flow of documents which ensures higher efficiency
Improved security
Improved confidentiality
Competitive edge
Improved customer services
Improved ROI
7. DMS
Large DMS programs (Large enterprise)-
EMC – Documentum
IBM – Filenet
Interwoven – Teamsite
OpenText
Oracle
Small DMS program (Small to medium enterprise)–
Microsoft SharePoint
Therefore
Netdocuments
Worldox
8. Top trends that will drive DMS
market in 2014
Document management through cloud, file sync and
share products
Device independent format
Mobile device integration
11. Top 6 DMS vendors
EMC: Documentum Content Server and eRoom
IBM: FileNet, Content Manager, and Lotus Notes
OpenText: Livelink and Hummingbird (eDOCS)
Oracle (UCM/Stellent)
Microsoft: SharePoint
Hyland : OnBase
12. IBM Microsoft EMC Oracle OpenText Hyland
Social collaboration and
mobile computing
support
Windows, web and
mobile access
Documentum D2 –
Improve usability,
deliver rapid value,
ECM rules and policies
with wider user
adoption and simplified
information
management.
Flexibility and
customization
capabilities
Popular desktop
authoring tools,
including Lotus Mail
and Microsoft Word,
Excel, PowerPoint, and
Outlook, to open and
save documents directly
from the repository
Single, secure, scalable
architecture
Integration with
Microsoft SharePoint
and Microsoft Office
Integration with
Microsoft SharePoint, a
variety of CRM, ERP
solutions, such as
Microsoft Dynamics
and Salesforce
Integration with
Microsoft Outlook,
Microsoft Office,
Windows Explorer,
Acrobat Business tools
and exchange, Arbor
text epic and XML
editors
Integration with web
browsers, Microsoft
Windows Explorer, and
Microsoft
Outlook
WebDAV-compliant
desktop applications to
connect directly to the
repository
Instant access to all
your data, documents
and business processes
from wherever you are,
whatever device you are
using or application you
are working in
A single repository for
enterprise content
Document management
roles, document usage,
organization of
documents, content
types, workflows,
content governance,
policies planning
Documentum Mobile -
mobile access to your
enterprise content
management
Supports different file
systems and databases
and integrates with
Oracle
Enterprise Manager for
application
management and
Oracle
BPM Suite
Nine levels of
permissions on a
document or folder in
the Document
Management repository
Helps you improve
customer service,
reduce operating costs
and minimize risk
Document management
services and application
development support
Documentum WebTop
– Browser interface,
Rich media browsing,
Full ECM functionality
Reduces risk and lower
costs associated with a
variety of regulatory
and legal compliance
processes, such as those
related to ISO
certification, HIPAA
privacy rules, The
Paperwork Elimination
Act, FDA compliance
Simple or advanced
search - using system
and custom metadata,
taxonomic
classifications, Boolean
operators, and
modifiers such as
Soundex and a
thesaurus
OnBase utilizes any
network discoverable
file share including:
Windows
Linux
Unix- based file servers
Dedicated storage
devices that you already
own
13. SWOT Analysis of Therefore DMS
Strengths Cost Effective Solution
Weaknesses •Platform compatibility
•GUI friendliness
•Less scalability
•Not in cloud
Opportunities •Promote new marketing strategies
•Expand Partnerships
Threats New entrants
14. Costing – What is important ?
Manufacturer certification or interface
Remote access by third parties or interface
Server based (PC, Linux or Unit) or ASP
Full database conversion
Contract length
Download to excel (bank/floor plan 4hr vs. 15 minutes)
15. Challenges
Legal and Compliance issues-
Can electronic records be used instead of papers
Compatibility issues-
Whether DMS is compatible with windows, linux or
any other platforms ?
16. References
Top trends that will drive ECM market in 2014 - CXOtoday.com. 2014. Top trends that will drive
ECM market in 2014 - CXOtoday.com. [ONLINE] Available at:
http://www.cxotoday.com/story/top-trends-that-will-drive-enterprise-content-management-in-
2014/. [Accessed 12 December 2014].
Documentum D2 - Enterprise Document Management - EMC. [ONLINE] Available at:
http://india.emc.com/enterprise-content-management/documentum-d2.htm#!offerings.
[Accessed 12 December 2014].
Emerging Trends in Document Management System through Cloud Computing. 2014. Emerging
Trends in Document Management System through Cloud Computing. [ONLINE] Available at:
http://www.datamatics.com/insights/articles/emerging-trends-document-management-
systemdocument-management-system-way-forward. [Accessed 12 December 2014].
3 trends impacting document management market | Holly Condon | LinkedIn. 2014. 3 trends
impacting document management market | Holly Condon | LinkedIn. [ONLINE] Available at:
https://www.linkedin.com/pulse/20140829131235-546365-3-trends-impacting-document-
management-market. [Accessed 12 December 2014].
Sandi Jerome, Mike Bowers. 2014. [ONLINE] Available at:
http://www.dealersedge.com/Media/E-CommerceProductCatalog/DB16_0.pdf. [Accessed 12
December 2014].
Document Management System. 2014. Document Management System. [ONLINE] Available at:
http://www.itinfo.am/eng/document-management-system/. [Accessed 12 December 2014].
17. References contd…
Oracle Universal Content Management, cal. 2014. [ONLINE] Available at:
http://www.oracle.com/technetwork/middleware/content-management/overview/oracle-
document-management-ds-427837.pdf. [Accessed 12 December 2014].
SQUARE MILE CONSULTING. 2014. [ONLINE] Available at: http://www.squaremile-co
Overview of document management in SharePoint 2013. 2014. Overview of document
management in SharePoint 2013. [ONLINE] Available at: http://technet.microsoft.com/en-
us/library/cc261933%28v=office.15%29.aspx. [Accessed 12 December
2014].nsulting.com/downloads/document_management.pdf. [Accessed 12 December 2014].
What Is Document Management?. 2014. What Is Document Management?. [ONLINE] Available
at: http://msdn.microsoft.com/en-us/library/dd163514.aspx. [Accessed 12 December 2014].
MicroGenesis. 2014. . [ONLINE] Available at:
http://www.mgtechsoft.com/images/MGEN_DStore_data_sheet.pdf. [Accessed 12 December
2014].
AIIM - What is Document Management? . 2014. AIIM - What is Document Management? .
[ONLINE] Available at: http://www.aiim.org/What-is-Document-Management. [Accessed 12
December 2014].
John Heckman. 2014. . [ONLINE] Available at:
http://www.worldox.com/files/whitepaper/DMWhitePaper.pdf. [Accessed 12 December 2014].
Gartner. 2014. . [ONLINE] Available at: http://www.project-
consult.de/files/Gartner%20Magic%20Quadrant%20for%20Enterprise%20Content%20Management%202013.
pdf. [Accessed 12 December 2014].
