AIIM Market Intelligence
Delivering the priorities and opinions of AIIM’s 65,000 community
Industry
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Using SharePoint for ECM
How well is it meeting expectations?
Underwritten in part by:
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As the non-profit association dedicated to nurturing, growing and supporting the ECM (Enterprise Content
Management) community, AIIM is proud to provide this research at no charge. In this way, the entire community can
leverage the education, thought leadership and direction provided by our work. We would like this research to be as
widely distributed as possible. Feel free to use this research in presentations and publications with the attribution –
“© AIIM 2011, www.aiim.org”
Rather than redistribute a copy of this report to your colleagues, we would prefer that you direct them to
www.aiim.org/research for a free download of their own.
Our ability to deliver such high-quality research is partially made possible by our underwriting companies, without
whom we would have to return to a paid subscription model. For that, we hope you will join us in thanking our
underwriters, who are:
ASG
1333 Third Avenue South,
Naples, FL USA 34102
Phone: +1 239 435-2200
Toll Free: +1 800 932-5536
E-mail: sales@asg.com
www.asg.com
How well is it meeting expectations?
Using SharePoint for ECM
Industry
About the Research
IBM
3565 Harbor Blvd.,
Costa Mesa, CA 92626 USA
www.ibm.com/software/ecm
Autonomy
One Market Plaza, Spear Tower, Suite 1900
San Francisco, CA 94105
Phone: +1 415 243-9955 (US)
Phone: +44 1223-448000 (EMEA)
autonomy@autonomy.com
www.autonomy.com
Kofax
15211 Laguna Canyon Road
Irvine, CA 92618
Phone: +1 949 783-1000
Email: contactme@kofax.com
www.kofax.com
Bamboo Solutions Corporation
11417 Sunset Hills Rd., Suite 105
Reston, Virginia 20191
Phone: +1 1703 964-2040
TOLL FREE: +1 877 226-2662
rob.manfredi@bamboosolutions.com
www.bamboosolutions.com
OpenText
275 Frank Tompa Drive, Waterloo,
Ontario, Canada N2L 0A1
Phone: +1 519 888-7111
Email: info@opentext.com
www.opentext.com
EMC Corporation
176 South Street
Hopkinton MA 01748
Phone: +1 800 222-3622 or
+1 508 435-1000
FAX: +1 508 497-6904
Email: softwaresales@emc.com
www.emc.com
Perceptive Software
22701 West 68th Terrace
Shawnee, KS 66226
Phone: +1 800 941-7460
www.perceptivesoftware.com
Process Used and Survey Demographics
While we appreciate the support of these sponsors, we also greatly value our objectivity and independence as a nonprofit industry association. The results of the survey and the market commentary made in this report are independent
of any bias from the vendor community.
The survey was taken using a web-based tool by 674 individual members of the AIIM community between April 15,
2011, and May 5, 2011. Invitations to take the survey were sent via e-mail to a selection of the 65,000 AIIM community
members.
Survey demographics can be found in Appendix A. Graphs throughout the report exclude responses from
organizations with less than 10 employees and suppliers of ECM products or services, taking the number of
respondents to 600.
1
© 2011 AIIM - Find, Control, and Optimize Your Information
About AIIM
Doug Miles is head of the AIIM Market Intelligence Division. He has over 25 years experience of working with users
and vendors across a broad spectrum of IT applications. He was an early pioneer of document management
systems for business and engineering applications, and has most recently produced a number of AIIM survey reports
on issues and drivers for ECM, Email Management, Records Management, SharePoint and Enterprise 2.0. Doug has
also worked closely with other enterprise-level IT systems such as ERP, BI and CRM. Doug has an MSc in
Communications Engineering and is a member of the IET in the UK.
Industry
About the Author
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AIIM (www.aiim.org) is the community that provides education, research, and best practices to help organizations
find, control and optimize their information. For more than 60 years, AIIM has been the leading non-profit organization
focused on helping users to understand the challenges associated with managing documents, content, records and
business processes. Today, AIIM is international in scope, independent and implementation-focused, acting as the
intermediary between ECM (Enterprise Content Management) users, vendors and the channel. AIIM runs a series of
training programs, including the SharePoint Certificate course.
®
© 2011 AIIM - Find, Control, and Optimize Your Information
2
Using SharePoint for ECM
How well is it meeting expectations?
© 2011
AIIM - Find, Control, and Optimize Your Information
1100 Wayne Avenue, Suite 1100, Silver Spring, MD 20910
Phone: 301.587.8202
www.aiim.org
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Industry
Table of Contents
About the Research:
Appendix 1 - Survey Demographics:
About the Research . . . . . . . . . . . . . . . . . . . . 1
Survey Demographics . . . . . . . . . . . . . . . . . 19
Process Used and Survey Demographics . . . . . 1
Survey Background . . . . . . . . . . . . . . . . . . . . . . 19
About AIIM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Organizational Size . . . . . . . . . . . . . . . . . . . . . . 19
About the Author . . . . . . . . . . . . . . . . . . . . . . . . . 2
Geography . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Industry Sector . . . . . . . . . . . . . . . . . . . . . . . . . 20
Introduction:
Job Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Key Findings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Appendix 2:
Appendix 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
SharePoint Adoption and Scale:
SharePoint Adoption and Scale . . . . . . . . . 5
Underwritten in part by:
How well is it meeting expectations?
Using SharePoint for ECM
ASG . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Deployment:
Autonomy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Deployment . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Bamboo Solutions Corporation . . . . . . . . . . . . . 23
EMC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
SharePoint 2010 Experiences:
IBM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
SharePoint 2010Experiences . . . . . . . . . . . 9
Kofax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
OpenText . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Business Process and Third-Party
Integration:
Business Process and Third-Party
Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Forward Strategies:
Forward Strategies . . . . . . . . . . . . . . . . . . . . 13
Governance:
Governance . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Conclusion and Recommendations:
Conclusion and Recommendations . . . . 17
Recommendations . . . . . . . . . . . . . . . . . . . . . . 18
References . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
© 2011 AIIM - Find, Control, and Optimize Your Information
3
Perceptive Software . . . . . . . . . . . . . . . . . . . . . . 25
AIIM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Introduction
Industry
There is no doubt that SharePoint is the first product in this area to have met the “enterprise” aspirations of ECM, with
many companies achieving near universal employee access. As for the content management, records management
and business process management capabilities of SharePoint, things have moved up a notch with the 2010 release.
However, as we will see in this report, this has not lessened the popularity of the growing catalogue of third-party addon products and integrations that fill its functionality gaps and extend its capabilities - a synergy that Microsoft
encourages through its software partner network.
Watch
SharePoint has evolved over the last 10 years to be something of a jack-of-all-trades solution covering intranets,
portals, collaboration, forms processing, business intelligence, business process management and content
management. Its browser-based collaborative interface has certainly proved to be a popular option for user-enabled
intranets, locally managed project portals, and community team-sites. Growth has been rapid, with an adoption rate of
60-70% across all sizes of organization and all industry sectors. However, the question of whether it provides a true
Enterprise Content Management (ECM) capability, in comparison to traditional ECM suites, continues to be hotly
debated in the ECM supplier community.
In this report, we compare user experiences of SharePoint for ECM applications, including the new functionalities in the
2010 version. We discuss the issues going forward and compare strategies in the specific areas of information portal,
scanning and capture, document management (DM), records management (RM), business process management
(BPM) and social business systems. We explore plans for the use of third-party applications, and the positioning of
SharePoint alongside existing ECM systems. Finally, we look at the governance aspects of SharePoint and the
implications for security, compliance and long-term archive.
Only 8% of SharePoint users have completed their upgrade to the 2010 version, whereas 21% are deploying 2010
as a first use. Of these 6% are live. 28% are in the process of upgrading from 2007 to 2010. Half of the user base
expects to be live on 2010 by the end of 2011.
36% of responding organizations consider they have SharePoint “in use across the enterprise for content
management.” Included are 11% with no other content systems, 19% running unconnected ECM/DM/RM systems
running in parallel and just 6% who have SharePoint fully integrated with other systems.
A third of organizations have 90-100% of active users with licensed access, predicted to grow to over half in 12
months time.
IT is by far the most advanced department for adoption and use, followed by Line-of-Business – likely reflecting the
widespread use for project management.
The IT department is in charge of SharePoint in all but 28% of organizations. Only 17% have a representative
governance committee or board-level management.
A quarter of respondents consider their stored content in SharePoint to be doubling every 2 years or less, and 5%
have over 10TB of data already.
Collaboration and intranet are the most widely used application areas, then document management and search.
ERM, imaging and forms capture are not widely used as yet, with less than 8% of organizations using them
routinely.
31% of responding organizations collaborate with external project partners, particularly the largest organizations.
18% collaborate with caseworkers.
27% of organizations encourage use of SharePoint for all work-in-progress documents as well as for final versions.
The remainder limit SharePoint to final versions, with 20% only publishing “official documents” to SharePoint.
Only 20% are storing emails in SharePoint, 20% are storing social content, 20% video and 9% sound files.
The biggest issue for those upgrading to 2010 has been standardizing on metadata and taxonomies, reflected in
the 40% who are using the new Managed Metadata functions and Term Store.
Even with the 2010 improvements, there are still reservations about ECM functionality, particularly records
management, and users are not fully convinced about social business functions and overall scalability.
Project management and internal IT support are the two most popular business processes to be automated with
SharePoint, followed by proposals and contracts, and customer service. Inbound forms processing, case
management and web forms are the processes set to grow most.
18% are currently using a workflow or BPM third-party add-on, but this is set to grow to 55% in total. 40% plan to
have add-ons for security, classification, records management and archive, and 30% are seeking to improve backup, external storage and email integration.
Use of e-discovery, digital signatures, and case management additions are set to quadruple from their current 5%
base.
© 2011 AIIM - Find, Control, and Optimize Your Information
4
Using SharePoint for ECM
How well is it meeting expectations?
Key Findings
53% consider SharePoint to be their primary ECM system going forward, but 22% will use it in conjunction with their
existing systems. For 27%, their existing systems, or a new non-SharePoint system, will remain the key content
management mechanism. 18% have yet to set a strategy.
55% plan to scan documents into SharePoint, more likely as scan-to-archive than scan-to-process.
Watch
Industry
Regarding records management strategies, 29% have endorsed the native Record Center functionality whilst 41%
will continue to use existing records repositories. 35% have no long-term retention strategy, including 27% of even
the largest organizations.
A third of organizations will pull as much information into SharePoint as possible to provide a universal information
portal, whereas 37% plan to use SharePoint as a master-portal linking to other repositories. 19% plan to link to
SharePoint from an existing dedicated portal or ECM system.
36% plan to use out-of-the-box social business functions in SharePoint plus 15% using add-on products or
integrations. 45% are not looking for social business systems.
46% reported their biggest on-going issue to be the lack of strategic plans on what to use SharePoint for, and what
not to use it for. Next are governance issues, and the lack of expertise to maximize its usefulness.
Over 60% of organizations have yet to bring their SharePoint installation into line with existing compliance policies.
Un-governed SharePoint is considered to be increasing compliance risks in 10% of sites.
70% have no acceptable-use policy and only 28% have a guidance policy on corporate classification and use of
content types and columns. Only 11% have legal discovery policies for SharePoint.
From the wider demographic of the “AIIM State of the ECM Industry 2011” report1 we saw that 50% of smaller
companies and 70% of the largest companies have completed an implementation of SharePoint, with only 21% overall
having no intentions of doing so. Two years previously, in our 2009 survey, 35% considered themselves to be
SharePoint-free zones. Government is the only sector that shows a little more reticence, with 28% current non-adopters,
and only 40% with completed implementations.
How well is it meeting expectations?
Using SharePoint for ECM
SharePoint Adoption and Scale
From the current SharePoint-specific survey, we see that for 21% of users, the 2010 version is their first use of
SharePoint, with 6% live and 15% rolling out. Small, and particularly mid-sized companies are more likely to have 2010
as a first time use, with the mid-sized companies taking longer to go live.
In addition to the new users, we have 8% who have completed their upgrade from the 2007 version to 2010, and 28%
who are still in the process of upgrading. Compared to the estimates in last year’s report2, it is taking a little longer than
expected to complete these upgrades, but half of the total user base plan to be live on 2010 by October 2011, with a
further 26% by April 2012.
Figure 1: How would you best describe the primary version of SharePoint you have in use?
(N=567, 10+emps, non-trade, excl. 33 “not using, no plans”)
Live on SharePoint
2010 as a first use,
6%
Rolling out
SharePoint 2010 as
a first use, 15%
Live on SharePoint
2003, 10%
In roll out on
SharePoint 2007,
4%
Completed our
upgrade to 2010,
8%
Live on SharePoint
2007, 29%
Upgrading from
2007 to 2010, 28%
There have been suggestions in the past that the practice of bundling Client Access Licenses (CALs) with Microsoft
servers paints an optimistic picture of per-desk rollout across the enterprise. In this survey, therefore, we asked about
“licensed and active” users. We found that 33% of organizations have already rolled out to 90-100% of employees,
rising to an expected 55% of organizations in 12 months time. This applies evenly to all sizes of organization. It is similar
to the numbers we recorded in last year’s survey, although we did not use the word “licensed” last year.
5
© 2011 AIIM - Find, Control, and Optimize Your Information
Figure 2: What proportion of your office employees have licensed access to, and are currently active users of SharePoint,
(at least once per week)? (N=592)
0%
10%
20%
30%
40%
50%
25% of emps
Current
In 12 months
50% of emps
Watch
10% of emps
Industry
None
75% of emps
90% of emps
100% of emps
Evaluated by company size, the largest companies are less likely to consider SharePoint to be their only content
management system, but for these companies, an overall 40% are managing content across the organization in
SharePoint. Smaller companies are twice as likely to have SharePoint as their only ECM system. Mid-sized
organizations are the least advanced with 26% overall managing content across the enterprise,
Figure 3: How would you best describe SharePoint’s place in your broader enterprise?
(Check only ONE) (N=521 users)
0%
Mostly an IT-only project with ad-hoc
applicaon
In use locally but there are no clear plans for
enterprise-wide roll-out
10%
20%
30%
40%
10-500 emps
500-5,000 emps
5,000+ emps
In use across much of the enterprise for
collaboraon, portal, intranet or HR-forms, but
not as a wider content management system
In use across much of the enterprise as the only
content management/ECM system
In use across much of the enterprise for
managing content but is not connected to our
other ECM/RM/DM system(s)
In use across much of the enterprise for
managing content and is integrated with our
other ECM/RM/DM system(s)
Other, please specify
The IT department is by far the most advanced adopter and user of SharePoint (72%), followed by line-of-business
departments (41%). This is understandable given the popularity for collaboration amongst project teams. Marketing and
HR departments come next. This finding is reflected in the “ownership” of SharePoint, where Central IT is most likely to
take the lead role (48%). Only 17% have a representative committee or board-level governance structure, and the
© 2011 AIIM - Find, Control, and Optimize Your Information
6
Using SharePoint for ECM
How well is it meeting expectations?
It should not be assumed, however, that all of these users are utilizing the content management aspects of the
product over and above those needed for basic collaboration and project team sites. In fact, looking at the maturity
scale indicated in Figure 3, we see that only 36% of organizations consider they have SharePoint in use for content
management across most of the organization. This is made up of 11% for whom SharePoint is their only ECM
system, 19% who have other ECM, RM or DM systems, and just 6% who have integrated SharePoint fully with their
existing repositories.
compliance, records or information management department is very unlikely to be in the lead position (<7%). We will
see later that this has implications for content governance and compliance.
A similar situation exists with regard to the amount of content stored within SharePoint, with most reporting less than one
terabyte. 5% have over 10TB, and 17 sites reported over 20TB, compared to 16 sites last year. We asked users to
estimate how rapidly their stored content is increasing year-on-year. Most consider it to be 20 to 30%, but 28% consider
it is 50% or more – i.e., doubling every two years, including 16% who are doubling or even trebling every year.
Watch
Industry
The number of sites within individual SharePoint installations continues to grow steadily, but site proliferation, which has
been a common issue, seems to be under better control. 14% reported this year that they have over 1,000 sites,
compared with 12% last year. Sixteen respondents reported having over 10,000 sites.
In summary, the SharePoint user base is moving rapidly to complete an enterprise-wide rollout of the 2010 version.
The primary use is for collaboration and as an information portal or intranet, but more than a third of organizations are
using it for content management across the enterprise.
Deployment
Collaboration is understandably more prevalent amongst the largest, more geographically dispersed organizations,
and external forms capture is much lower in these larger companies, reflecting the greater likelihood that dedicated
systems are already in place. Project management is a more popular usage in North America, whereas social
business is utilized more by Europeans.
How well is it meeting expectations?
Using SharePoint for ECM
In Figure 4, we are looking in more detail at the applications SharePoint is being used for. Collaboration, intranet and
portal take the top positions, followed by document management and then project management. Enterprise search
is, of course, an important aspect, with or without the benefits of the FAST addition. The more traditional ECM
functions of records management, imaging and forms capture are only widely used in 8% of organizations or less.
Perhaps more interesting are the forward plans of our respondents. 85% will be using document management of
some form, 68% plan a portal connection to other content repositories, 57% plan to use records management, 47%
case management and 43% forms capture from scanned input. As we will see later, these aspirations are likely to
steer users towards third-party add-on products.
Surprisingly, email management has the lowest current use (3%) and is the least likely application for the future at
32%. This has to be a cause for concern if SharePoint is to become a universal content management system.
Figure 4: How would you describe your use of SharePoint in the following areas? (N=585)
0% 10% 20% 30% 40% 50% 60% 70% 80% 90%100%
Collaboraon/workspaces/team sites
Intranet – internal/staff-facing sites
Portal: company news site
Document management (check-in/check-out)
File share replacement
Enterprise Search
Project management
Portal: connecons to other repositories
Web content management – external/www
Forms processing – internal electronic
Blogs, forums, social
Electronic records management
Scanned image management
Long term archiving
Business Process Management (complex)
Forms processing – from scanned input
Business intelligence
Physical records management
Case management
Email management
Widely used
7
© 2011 AIIM - Find, Control, and Optimize Your Information
Some use
Firm plans
Collaboration is considered to be the sweet-spot for SharePoint, and as we can see in Figure 5, the biggest
organizations not only collaborate extensively across their own business, but are also more likely to collaborate with
project partners, sales channels and suppliers.
Figure 5: Do you use SharePoint for collaboration with any of the following? (N=586)
20%
40%
60%
80%
Watch
Employees on other sites in your country
Employees in other countries
Project partners, agencies, co-bidders
Industry
0%
Case workers, consulng professionals
10-500 emps
Sales/channel partners
500-5,000 emps
Customers/members
5,000+ emps
Suppliers
Cizens
Wider communies/social
Regulators
Project collaboration tends to create a need for check-in/check-out document management, but file-share
replacement also figures highly in the application list. At its simplest infrastructure level, SharePoint is a modern,
database-driven alternative to the Windows file system. As SharePoint documents will be stored by default within the
database, and will no longer be visible directly, there is something of an act of faith on the part of the user that they
will always be retrievable. This in itself can lead to work-in-progress documents continuing to be stored on the fileshare, with only the final version published into SharePoint. It also raises issues with single document recovery from
back-up.
If the file-share is barred for access in favor of SharePoint, there is a risk that users will choose to put work-inprogress documents on their non-backed up local drive. We can see from the survey (Figure 6) that less than a third
of respondents commit wholeheartedly to placing all documents into the SharePoint database. Another issue here is
that documents placed in the personal MySite area are no more sharable than they were in the old MyDocuments
folder, although at least there is a MySite option that does allow sharing.
Figure 6: Which of the following would you say describes the most prevalent usage for SharePoint
document management in your business unit? (N=586)
0%
5%
10%
15%
20%
25%
30%
Staff are encouraged to use SharePoint for all
work-in-progress and final versions
Staff use local (C:) drives for work-in-progress and
publish final versions to SharePoint
Staff connue to use the n/w file-share for work
in-progress, & publish final versions to SharePoint
SharePoint is used only for collaborave
documents or project-team work-in-progress
Only documents considered to be communally
useful are published on SharePoint
Only really used for “official documents” - policy
docs, sales collateral, staff newsleers, etc.
© 2011 AIIM - Find, Control, and Optimize Your Information
8
Using SharePoint for ECM
How well is it meeting expectations?
None of these
Focusing on the “content” aspect of ECM, we can see in Figure 7 the range of file types that are being stored in
SharePoint. Only 38% store scanned documents, often from a fear of storage requirements, but 20% are prepared to
store video with its associated large file size – possibly using the external BLOB storage feature. 20% have sufficient
confidence in the system security to store confidential or secret documents in SharePoint.
0%
Watch
Industry
Figure 7: To your knowledge, which of the following content types do you have specifically set up in SharePoint? (N=521)
20%
40%
60%
80%
100%
Office files
PDF documents
Photo images
Scanned documents
Emails
Company confidenal/secret documents
Social content
Video clips
Copy-sensive digital assets
How well is it meeting expectations?
Using SharePoint for ECM
Sound files
Instant messages
As an overview, therefore, we can see that a range of content types are being managed in SharePoint (with the
notable exception of emails) but the traditional ECM functions such as scanning and capture, document workflow
and records management are as yet under-utilized.
SharePoint 2010 Experiences
The 2010 version of SharePoint brought in a number of new features for better control of classification and
taxonomies, allowing a much more top-down approach to setting out the metadata or “columns”, and therefore
much-improved information governance. This would seem to have brought into focus the need for agreement within
the organization on what the standard taxonomies and classifications should be.
Figure 8: What were the TWO biggest issues for you in upgrading to SharePoint 2010? (N=72, “upgraded to 2010”)
0%
Standardizing on a taxonomy or
metadata template
Up-training staff
Porng our exisng customizaons to
the new version
Tesng and configuring new features
Re-building business processes
Making changes to our infrastructure
Tesng/re-implemenng integraons
to other systems
Tesng 3rd-party add-on applicaons
We found it very straighorward
9
© 2011 AIIM - Find, Control, and Optimize Your Information
2%
4%
6%
8% 10% 12% 14% 16% 18% 20%
As might be expected with such a major upgrade, porting customizations to the new version and rebuilding business
processes are key projects, along with staff retraining. In our “State of the ECM Industry” survey1, we found that
SharePoint users were very likely to have customized the system to meet industry-specific requirements, with 20%
using vendor-supplied customizations and 39% developing in-house.
0%
10%
20%
30%
40%
50%
Industry
Figure 9: Which of the following SharePoint 2010 features are you using? (N=114, “using SP2010,” excl. 50 “not sure”)
Watch
Further evidence that users are adopting the new ECM-related features comes in Figure 9, with Term Store and
Managed Metadata being used by 35-40%. Record Center on the other hand is not particularly popular (16%). 12%
are using external BLOB storage for large file sizes, a likely requisite if large volumes of scanned images are to be
stored. There is some increased adoption of the improved social tools.
SharePoint Search Server 2010
FAST search
Managed Thesaurus
Managed Metadata
Term Store
Content-Type Hub
Content Organizer
Record Center
External BLOB storage
Enhanced social tools
None of these
We asked those using SharePoint 2010 for their opinions on a number of aspects that have been raised as issues in
the past, and the results have been split into positive statements and negative statements.
Figure 10: Which of the following statements would you agree or disagree with regarding the 2010 version?
(N=148, “using SP2010”)
-60% -40% -20%
0% +20% +40% +60% +80%
Has added much needed funconality
How well is it meeting expectations?
Retenon management
The development tools are
now much stronger
Is beer matched to our
industry-specific needs
The new user interface has
overcome user confusion
Now has sufficient and effecve
security for us
We now feel comfortable to adopt it as our
main ECM system
Disagree
Neutral
Agree
There is little debate that functionality and development tools are much improved, which in turn allows a better match
to industry-specific needs. Some users are still not convinced about security and there is considerable ambivalence
about the overall ECM credentials. This is confirmed when we look in more detail at ECM functions in Figure 11, and
in particular records management functions. Users are also not universally convinced about social business
functionality and scalability.
© 2011 AIIM - Find, Control, and Optimize Your Information
10
Using SharePoint for ECM
Manage records in place
Figure 11: Which of the following statements would you agree or disagree with regarding the 2010 version?
(N=148, “using SP2010”)
-60% -40% -20% 0% +20% +40% +60% +80%
Watch
Industry
Is rather more complex to
implement than it was
Is sll lacking in many ECM funcons
We sll need to use third-party add-ons
Records management funconality is sll not
strong enough for us
Sll lacking the scanning and document
capture capabilies we need
Is sll lacking in many social
business funcons
We sll have concerns about scalability and
enterprise suitability
Neutral
Agree
Take-up of the new content governance functions in the 2010 version is encouraging, but users still consider ECM
functionality to be lacking. 2010 users are still very keen to use third-party add-ons in order to fill these gaps.
How well is it meeting expectations?
Using SharePoint for ECM
Disagree
Business Process and Third-Party Integration
The business process capability in SharePoint is available on several levels, with varying degrees of expertise needed
for setting up workflows, etc. Project management is the most common automated process, followed by IT support,
with a healthy showing from line-of-business. Inbound forms, case management and web forms look set to grow
most, as does invoice automation or accounts payable, which starts from a very low current base.
Figure 12: Which of the following business processes have you automated with SharePoint?
(N=440 Excl. “No plans” and “Not Applicable”)
0%
10%
20%
30%
40%
50%
60%
70%
Project management
Internal IT support
Other LOB processes
Proposals and contracts
Customer service/support
Staff leave/vacaons
Inbound forms processing
Staff recruitment/on-boarding
Case management
Staff appraisements and reviews
Claims processing
Customer/cizen web forms
Accounts payable/inbound invoices
Live
Firm plans in next 12 months
Relating the processes to other enterprise systems, information access portals are the strongest integration project,
followed by project management and web content management (WCM). Only 15% currently have links to imaging,
records management and other ECM systems, but this is set to grow considerably, as are links to social media
systems and legal systems. Analytics and federated search look to be important future additions. Integration to the
enterprise stalwarts of ERP, CRM and HR is quite low.
11
© 2011 AIIM - Find, Control, and Optimize Your Information
Figure 13: Which of the following enterprise software systems have you integrated with SharePoint?
(N=402 Excl. “No plans” and “Not Applicable”)
Informaon access portal
Watch
Web Content Management
Imaging/Document Workflow
Other ECM systems
Records Management
Analycs or federated search
Industry
Project Management
HR systems
CRM/Customer Management
ERP
Accounng systems
Other social media systems
Legal department systems
Live
Firm plans in next 12 months
0%
10%
20%
30%
40%
50%
60%
Workflow/BPM
Search/Analycs
Security and rights management
Back-up support
Classificaon/taxonomy management
Data migraon tools
Records management system
Enterprise 2.0/social compung
Scanning and capture - single point
Storage management (externalizaon)
Archiving (long-term retenon of content)
Distributed scanning and capture plaorm
Rich Media handling
Integrated/improved interface to email
Digital signatures
E-discovery
Case Management
Interface to fax systems
Using
How well is it meeting expectations?
Figure 14: Which of the following types of add-on package or system are you using/are you planning
to use with your SharePoint implementation? (N=408 Excl. “No plans” and “Not Applicable”)
Firm plans in next 12 months
Looking at the data in Figure 14 from a percentage growth viewpoint indicates that add-ons for e-discovery,
archiving, digital signatures and case management are set to quadruple in adoption, and there is a growing interest
in better email interfacing, but as before, this is from a low current adoption of 6%.
© 2011 AIIM - Find, Control, and Optimize Your Information
12
Using SharePoint for ECM
As mentioned earlier, third-party add-ons remain popular, even with the added features in 2010. Microsoft has been
keen to encourage independent software vendors to develop added-value applications and also to integrate existing
content management platforms. Workflow/BPM is currently the most popular add-on at 18% and this is set to grow to
55% of organizations. 40% plan add-ons for security, classification, RM and archive, and 30% are looking to improve
back-up, storage and emails.
Figure 15: Which of the following types of add-on package or system are you using/are you planning
to use with your SharePoint implementation? (N=408 Excl. “No plans” and “Not Applicable”)
100%
200%
300%
400%
500%
Watch
E-discovery
Archiving (long-term retenon of content)
Digital signatures
Case Management
Integrated/improved interface to email
Records management system
Interface to fax systems
Storage management (externalizaon)
Distributed scanning and capture plaorm
Enterprise 2.0/social compung
Classificaon/taxonomy management
Data migraon tools
Rich Media handling
Scanning and capture - single point
Workflow/BPM
Search/Analycs
Security and rights management
Back-up support
How well is it meeting expectations?
Using SharePoint for ECM
Industry
0%
The almost universal intention to build out ECM functionality using third-party applications and integrations shows a
strong intent to finesse SharePoint into the preferred enterprise hub for content-based applications, utilizing whatever
additions and links are needed to achieve a robust and capable ECM, BPM, RM and social business infrastructure.
Forward Strategies
A key issue for organizations using SharePoint for collaboration and project management is how it sits with existing
ECM and document management systems.
Figure 16: Do you consider SharePoint to be your primary ECM system going forward? (N=514)
0%
10%
20%
30%
Yes, it is our only ECM system
Yes, we will migrate content from our exisng
systems to SharePoint
Yes, in conjuncon with our exisng systems
No, we will connue to focus on our exisng
system(s) for core content/records management
No, we will be seeking an alternave
system for ECM
No, we have no plans to manage content and
documents enterprise-wide
Don’t know/haven’t yet decided
53% overall consider SharePoint to be their primary ECM system going forward - exclusively for 31%, but 22% will use
it in conjunction with their existing systems. For the smallest businesses, the overall percentage is similar, but they are
much less likely to have existing systems. For 27% overall, their existing systems, or a new, non-SharePoint system,
will remain the key content management mechanism. Taking the 15% who will be retiring their existing system in favor
if SharePoint, and 7% looking to acquire a new, non-SharePoint system, we have a net displacement of just 8% albeit taking no account of the 18% yet to set a strategy.
13
© 2011 AIIM - Find, Control, and Optimize Your Information
To clarify the usage of SharePoint for core ECM requirements, we asked specifically about a number of individual
areas.
Figure 17: What is your strategy for records management/lifecycle management of content in SharePoint?
(N=404, multiple answers allowed)
10% 15% 20% 25% 30% 35% 40%
Move content to Record Center in SharePoint
Manage content in place with Record Center
Industry
5%
Watch
0%
Enhance Record Center with add-in soware
Use SharePoint as a front end to our exisng
records repository
Manage records in SharePoint from our
federated RM/ECM system
Sweep content from SharePoint to a standalone RM/ECM system
In total, 29% are happy to use the new Record Center functionality within SharePoint, whereas 41% will continue to
utilize their existing records management systems, most likely using SharePoint as a front end to an existing
repository – particularly for larger organizations. A worrying 35% have no long-term retention strategy, including 27%
of even the largest organizations.
When it comes to a strategy for scanning and capture, 55% declare a plan to do so, although half of those will
continue to operate an existing imaging and workflow system. When scanning direct to SharePoint, it is more likely to
be an ad-hoc scan-to-archive (34%) than scan-to-process (8%). As we have seen in previous AIIM reports, this
approach fails to maximize the document-centric process productivity improvements that can bring rapid returns,
although the provision of universal access to both electronic and scanned documents is frequently considered to be
of more long-term benefit.
Figure 18: What is your strategy for capture of scanned documents into SharePoint?
(N=404, multiple answers allowed)
0%
10%
20%
30%
40%
How well is it meeting expectations?
We have no coordinated strategy for
long-term retenon
50%
Provide drop-boxes for scanned content from
MFPs and desktop scanners
Integrate a distributed capture system for ad hoc
input from MFPs and scanners
Integrate centralized and/or distributed scanning
for volume scan-to-archive into SharePoint
Implement centralized and/or distributed
capture for scan-to-process in SharePoint
Extend automated capture capabilies to
include faxes, emails, messages, etc.
Use an external bureau to supply scan-andcapture capabilies into SharePoint
Connue to use our exisng imaging/DM/ECM/
workflow system(s) for paper and forms capture
None of these
© 2011 AIIM - Find, Control, and Optimize Your Information
14
Using SharePoint for ECM
Rely on exisng LOB/enterprise systems for
records storage
When it comes to providing employees with a single portal for information access, strategies are split between pulling
as much content into SharePoint as possible, using SharePoint as a master portal, or using a separate portal or ECM
suite connected to SharePoint.
Watch
Industry
Figure 19: What is your strategy for universal information access?
(N=400, multiple answers allowed)
0%
5% 10% 15% 20% 25% 30% 35% 40%
Pull as much content as possible into
SharePoint and use its internal search tools
Use SharePoint as a portal to connect to and
search across mulple repositories
Use an external informaon portal connecng
to SharePoint as one of its repositories
Use a separate ECM/RM system with
links to SharePoint
Use an external, stand-alone Enterprise Search
tool across mulple repositories
How well is it meeting expectations?
Using SharePoint for ECM
None of these
Of the 55% of organizations who have plans to adopt social business systems, 36% will stick to the native capabilities
in SharePoint, with 15% using an add-on product or integration. 10% will use other stand-alone solutions or
extensions of existing ECM suites. Larger organizations are more interested in social business systems overall (68%).
Where possible, users are looking to re-use existing capture, records management and social business systems
within the SharePoint context, most likely using SharePoint as the entry portal, but in other cases, SharePoint will be
treated as any other enterprise system, i.e., as another source of records or another repository to be integrated.
Governance
We introduced SharePoint as a jack-of-all-trades and this is reflected in the fact that 46% of organizations consider
they have a “lack of strategic plan on what to use it for.” This is their most prevalent issue going forward. Some of
this lack of direction can be explained by the associated “lack of expertise to maximize its usefulness” and also by
those finding it “technically more difficult to manage than expected”. Next comes governance of classification and
metadata, and the issue of site proliferation. User resistance to committing documents to SharePoint is cited by 23%
of respondents as an issue, and any disruption or non-availability of the system will further reduce confidence – as
will clumsy interfaces or poor design.
15
© 2011 AIIM - Find, Control, and Optimize Your Information
Figure 20: What would you say are your biggest ongoing issues with your SharePoint system?
(N=400, multiple answers allowed)
0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50%
Watch
Governance: metadata, classificaons, taxonomy
Lack of experse to maximize its usefulness
Governance: management of site proliferaon
Taking longer than expected to roll out
Industry
Lack of strategic plans on what to use it for
User resistance: comming documents to SP
Technically more difficult to manage than expected
Managing process change
Managing SP within centralized informaon policy
Matching our business processes
Difficult to integrate with our exisng systems
Re-implemenng customizaons for new releases
None of these
Although generally introduced to improve compliance, SharePoint can have the effect of making things worse. It is
certainly the case that over 60% of organizations have yet to bring SharePoint into existing compliance, HR, retention
and long-term archive policies. This situation is little changed from last year’s survey.
Figure 21: How would you rate your use/planned use of SharePoint as regards
your records management and compliance policies? (N=430)
0%
10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
How well is it meeting expectations?
User resistance: contribung to collaboraon/ social
Regulatory compliance (external)
Corporate compliance (internal)
Customer/supplier disputes
HR and staff management
Retenon/ long-term archive
E-discovery/legal hold
Is core to our plans,
Falls in with exisng policies,
Has yet to be brought into our policies
Is adding to our exposure
Regarding specific governance policies, 70% have no acceptable use policy, only 28% have guidance on
classification, only 21% have retention policies, and only 11% have legal discovery procedures. All but 9% of
organizations seem to be completely ignoring the issue of how to deal with emails and their attachments.
© 2011 AIIM - Find, Control, and Optimize Your Information
16
Using SharePoint for ECM
Scalability / infrastructure requirements
Figure 22: Which of the following governance policies do you have in place for SharePoint usage? (N=430)
0%
10%
20%
30%
40%
50%
60%
Policy on who can set up a team site,
and their responsibilies
Watch
Industry
Policy on roles, administrave rights and access
Acceptable use policy
Guidance on corporate classificaon and use of
content types and columns
Guidance on use and longevity of team sites, blogs
and projects
Restricons on stored content with
regard to security
Retenon policies
Metadata policies
Taxonomy policies
How well is it meeting expectations?
Using SharePoint for ECM
End-of-life policy for sites and contents
Legal discovery procedures
Policy on dealing with emails and email aachments
None of these
SharePoint is now available as a Cloud service from Microsoft, and as a collaboration product, this has advantages.
However, although collaboration is shown in the survey as the most likely Cloud application, users are somewhat
reluctant to commit to Cloud hosting, with only 7% in use and 8% planning to use it for this application. Half of our
respondents would not ever want to use a Cloud service.
The overall picture is that in many organizations there is still a, “We have SharePoint…now, what shall we use it for?”
situation. This is reflected in a lack of firm governance and a lack of forward strategy. It is also caused in part by a
lack of expertise in both content management, and the increasing complexities of the product itself. This in turn is
creating potential compliance vulnerabilities.
Conclusion and Recommendations
Collaboration, project management and portal applications are still the main drivers for SharePoint adoption, and the
IT department is still most likely to be the main user - and the project owner. Deployment in many organizations is
truly enterprise-wide, and considerable amounts of content are being committed, albeit that large gaps in
governance and compliance are evident.
Over a third of organizations are using SharePoint to manage content across the enterprise, and over half have the
intention that SharePoint will become their primary ECM system. However, many of the traditional ECM applications
such as scanning and capture, forms processing, document workflow and records management have yet to be
widely adopted. There are, however, very strong plans to increase activity in these areas. It seems likely that
organizations are firstly upgrading to the 2010 version – in many cases putting right previous governance and
structural problems - and then looking to expand the content management functions.
Most 2010 users are taking up the new content management and information governance tools, but many still
consider them to be somewhat under-strength, particularly for records management and archive. As a result, over
60% of users are showing very strong interest in third-party additions and integrations, which can fill in the
functionality gaps. Many are looking to integrate SharePoint with distributed capture front-end systems and new or
existing repositories, to produce a more robust and capable ECM/RM infrastructure. For some this extra cost and
complexity is causing a re-think as to the alternatives to SharePoint for ECM.
17
© 2011 AIIM - Find, Control, and Optimize Your Information
Recommendations
Even if it starts out small, SharePoint is likely to turn into an enterprise project. It will require investment of
resources to achieve the most from it. Plan accordingly.
Create a strategy for where SharePoint will and will not be used, particularly in relation to other ECM systems and
your transactional enterprise systems. Have the strategy endorsed at the highest level and communicate it to staff.
Industry
Even if SharePoint is deployed by IT, set up a coordination committee with representatives from Records
Management, Compliance, HR and line-of-business departments.
Watch
If you have no in-house expertise in information management, consider independent training and/or external
consultants. The AIIM SharePoint Certificate training program presents a good objective view of SharePoint usage
for ECM.
Do not adopt SharePoint as your ECM platform simply because it is there. Collate your requirements, draw up a
business justification and consider alternative solutions.
Approach third-party add-on vendors. They will help you evaluate possible shortcomings and potential
enhancements, particularly in the areas of BPM, records management, taxonomy, capture, social business,
storage, archive and back-up.
Create a governance framework to manage team site ownership, classifications, metadata, acceptable use, legal
discovery, and email handling.
Before embarking on in-house customizations, check with add-on vendors and existing enterprise system
suppliers for standardized additions and integrations.
AIIM has produced a free, on-line, self-evaluation tool to measure the maturity of your SharePoint installation and
provide dedicated resources to help you optimize its performance.
http://www.sphealthcheck.org/
References
1. AIIM industry Watch, “State of the ECM Industry 2011”, March 2011, www.aiim.org/research
2. AIIM Industry Watch, “SharePoint Strategies and Experiences”, June 2010, www.aiim.org/research
© 2011 AIIM - Find, Control, and Optimize Your Information
18
Using SharePoint for ECM
SharePoint Optimization Wizard
How well is it meeting expectations?
As with all enterprise projects, engage staff and manage change. Do not assume that the user interface is
intuitive, nor that document filing is second nature – provide specific training.
Appendix 1:
Survey Demographics
Watch
Industry
Survey Background
674 individual members of the AIIM community took the survey between April 15, 2011, and May 5, 2011 using a
Web-based tool. Invitations to take the survey were sent via email to a selection of the 65,000 AIIM community
members. 74 responses were eliminated, having less than 10 employees or being from the ECM supplier community.
Organizational Size
Survey respondents represent organizations of all sizes. Larger organizations over 5,000 employees represent 34%,
with mid-sized organizations of 500 to 5,000 employees at 38%. Small-to-mid sized organizations with 10 to 500
employees constitute 27%. Organizations with less than 10 employees have been eliminated from the results.
11-100 emps,
7%
over 10,000
emps, 22%
How well is it meeting expectations?
Using SharePoint for ECM
101-500 emps,
20%
5,001-10,000
emps, 12%
501-1,000
emps, 12%
1,001-5,000
emps, 26%
Geography
62% of the participants are based in North America, with most of the remainder (28%) from Europe.
Middle East,
Africa, 3%
Asia, Far East,
1%
Central,
S.America, 1%
Australasia, 4%
Europe, Russia,
16%
US, 52%
UK & ireland,
12%
Canada, 10%
19
© 2011 AIIM - Find, Control, and Optimize Your Information
Industry Sector
Local and National Government together make up 20%. Finance, Banking and Insurance represent 16%. Oil & Gas,
IT & Tech, Manufacturing, and Utilities & Telecom each represent 7%. The remaining sectors are fairly evenly split. To
avoid bias, suppliers of ECM products and services have been eliminated from all of the results.
Aerospace, 2%
Engineering &
Construcon, 3%
Retail, Transport,
Real Estate, 4%
Government &
Public Services Naonal /
Internaonal, 8%
Pharmaceucal and
Chemicals, 5%
Industry
Government &
Public Services Local / State, 12%
Watch
Professional Media, Publishing,
Other, 5%
Web, 1%
Services and Legal,
3%
Charity, Not-forProfit, 3%
Finance / Banking,
10%
Healthcare, 4%
Power, Ulies,
Telecoms, 6%
Manufacturing, 7%
Insurance, 6%
IT & High Tech —
not ECM, 7%
Job Roles
49% of respondents are from IT, 27% have a records management, information management or compliance role, and
19% are line-of-business managers.
Head of
Other, 5%
department/
manager, 5%
Head of IT, 9%
How well is it meeting expectations?
Oil & Gas, Mining,
7%
Consultants, 5%
Line-of-business
execuve or
process owner, 5%
President, CEO,
Managing Director,
1%
IT staff, 21%
Consultant or
Project Manager Business, 8%
Records or
document
management staff,
12%
Head of
records/compliance
/ informaon
management, 13%
© 2011 AIIM - Find, Control, and Optimize Your Information
Consultant or
Project Manager IT, 19%
Enterprise/ ECM
Architect, 2%
20
Using SharePoint for ECM
Educaon, 4%
Appendix 2
Do you have any comments to make about the outcome of your SharePoint implementation? (Selective).
The previous implementation in SharePoint 2003 was exploratory, in 2007 it was more widely applied but ad hoc,
now with 2010 version we are adopting a governance plan with appropriate policies, etc. and expect success and
compliance.
Watch
Industry
Keep customization to minimum. Do not break existing components!
From experience I would say, any SharePoint project is underestimated at the beginning.
SharePoint can be a good platform. However, you need a lot of third-party packages and custom development to
make it really useful. This makes it much more expensive and requires more resources than originally thought.
SharePoint has become an intimate part of the business culture and has become the go-to platform for most
projects before anything else is considered.
I still find it difficult to place SharePoint within an ECM strategy because it is lacking as a true powerful ECM. It
cannot replicate what we currently have as far as relational metadata, dynamic views, virtual folders and enterprise
search.
SharePoint has been a great user interface tool for our organization’s projects. It works well when integrated with
an advanced ECMS to deliver a best of breed solution.
How well is it meeting expectations?
Using SharePoint for ECM
SharePoint 2010 is still limited in terms of functionality, particularly Records Center. It’s easy to do something
simple out of the box with SP2010, but anything more complex can end up requiring significant effort.
We are hoping to start fresh with our SP2010 implementation. Our SP2007 implementation was challenging due to
lack of full planning and lack of internal expertise.
The AIIM training “SharePoint Practitioner’ gave us a head start.
Fine solution that doesn’t really address any of the problems we have.
SharePoint has grown like a weed and cannot be dislodged easily. It has become the proverbial Swiss army knife
solution to every content, collaboration or project management problem. Sadly, user adoption after is lacking, the
solution tries to be everything for everybody and has now become nothing more than a landfill for documents.
We have a strong ECM strategy that we are going to implement with SP 2010.
The required amount of expertise to use effectively somewhat limits our ability to use SharePoint as a primary ECM
tool.
SharePoint 2010 has added significantly to the value of SharePoint 2007, however there are still same troubling
aspects with it, e.g., the limited capability of customizing the system without starting software development.
We are seeing real value from the SP implementation.
21
© 2011 AIIM - Find, Control, and Optimize Your Information
UNDERWRITTEN IN PART BY
ASG-ViewDirect® is a powerful enterprise content
management and archiving solution that captures, indexes,
stores, links and publishes content, in any format (Microsoft
Word, Email, PDF, JPEG, XML, HTML, etc.), from any source,
and delivers it throughout your enterprise.
ASG-Total Content Integrator™ (TCI) incorporates
authentication, federated search, index normalization, and
content transformation services. ASG-TCI can be
supplemented with an optional module, ASG-TCI for MOSS,
to integrate and augment the capabilities of Microsoft®
Office SharePoint® Server (MOSS) 2007.
ASG-ViewDirect® E-mail Manager is a complete email
management solution based on the world’s most powerful
content repository. ASG-ViewDirect E-mail Manager
captures, archives, indexes and applies retention to email
from user mailboxes or from journal capture points.
www.asg.com
Autonomy
Autonomy ControlPoint is the industry’s first information governance platform to enable real-time, policy-driven control of
all enterprise content, enabling customers to manage information in true alignment with today’s growing corporate,
legal, and regulatory standards. Autonomy ControlPoint works transparently with an organization’s content sources to
address the critical task of ensuring that a single information compliance infrastructure can be implemented.
ControlPoint drastically reduces prohibitive storage costs through de-duplication, storage optimization, and the ability to
manage content in place. It provides visibility into information risk that exists within unstructured data through its unique
ability to understand and act on the meaning of information. By providing a centralized policy dashboard, ControlPoint
enables compliance officers, records managers and IT administrators to enforce governance across distributed networks,
adding consistency and lowered risk.
Leveraging Autonomy’s extensive set of connectors and file filtering technology, ControlPoint can access over 400
repository types including standard enterprise sources such as Microsoft SharePoint, EMC Documentum, IBM
WebSphere, Lotus Notes, Oracle BEA WebLogic, WorkSite and File Shares. It processes over 1,000 file formats that reside
in these repositories and forms an understanding of the content. ControlPoint provides ongoing monitoring and centralized
control of all existing and future SharePoint information, including automatic stubbing based upon corporate policy of
migrated content from within SharePoint, ensuring that users can maintain the context of their documents and lists.
• Creates one consolidated enterprise-wide index that
supports both conceptual and keyword search
• Automates compliance, legal hold, and disposition
management processes
• Secures and manages information in-place in native
repositories versus moving or copying
• Provides out-of-the-box Information Lifecycle Management
for items stored within SharePoint
• Extends policy features within SharePoint
• Supports direct access from source SharePoint document
libraries
• Provides a seamless end user experience
• Manages the storage lifecycle of SharePoint content
• Certified to US DoD5015.2 and compliant with ISO 15489
• Enables search that is compliant with the FRCP
• Supports multiple types of storage device
www.autonomy.com
© 2011 AIIM - Find, Control, and Optimize Your Information
22
Using SharePoint for ECM
ASG-Records Manager™ provides comprehensive lifecycle management for all electronic records in their original
format, including holds, automatic folder structures, and
advanced retention—with parametric events that
automatically execute from line-of-business applications
through standard Web Services. ASG-Records Manager has
been tuned specifically for managing records in high-volume
environments. Classification, retention and disposition
management activities can be automatically performed or
coordinated by authorized users depending on individual
record type requirements.
How well is it meeting expectations?
ASG-WorkflowDirect® incorporates process automation
for integrating content with business processes, people and
computer systems, while coordinating, managing,
automating, and measuring content-centric processes
independent of underlying applications.
Industry
ASG’s enterprise content management portfolio enables
business users and infrastructure technology management
of all skill levels to quickly and easily access, manage, and
own all essential business information. ASG’s enterprise
content management portfolio includes:
Watch
ASG
Watch
Bamboo Solutions Corporation
The Enterprise experience, from Bamboo. Bamboo is the
source for both the most advanced SharePoint technology,
and the know-how to make it work in a real world business
environment. And now, with Bamboo Enterprise, we’re
packaging that software & expertise just the way large
organizations need it — as a flexible, full-service partnership
designed to meet whatever your business needs are.
SharePoint without limitations. Only Bamboo can offer your
business such a comprehensive library of SharePoint tools
and solutions, plus access to the free development, testing,
and staging licenses your company needs as part of your
disaster recovery, business continuity, and corporate
governance guidelines. Tap into Bamboo’s incredible
SharePoint expertise. We’re ready to assist with configuration,
consulting, and even end-user training — whatever it takes to
make your business infrastructure work. Everything you need,
from a single vendor. Developing your SharePoint solutions
with an exclusive partner like Bamboo has immediate, farranging benefits :
How well is it meeting expectations?
Using SharePoint for ECM
Industry
UNDERWRITTEN IN PART BY
• Reduce — or eliminate altogether — the high cost of
custom development. Stop spending hundreds of man
hours and thousands of dollars grappling with SharePoint
business problems we’ve already solved.
• Get all the help you could possibly need from a single point
of contact. Whether its customization services,
configuration assistance, or technical support, Bamboo
Enterprise customers receive lightning fast turnaround times
and personalized service, from a person you know and a
brand you trust.
• With Bamboo Enterprise, you get the flexibility of internal
custom development, the technology of a dedicated third
party, and the simplicity of a single, trusted vendor — all
with one purchase, instantly increasing the efficiency of your
SharePoint installation while adhering to audit and
governance guidelines. Contact us today, and see if
Bamboo Enterprise is the right answer to your organization’s
SharePoint questions.
• Gain immediate, unrestricted access to a massive, industryleading library of tools, applications, and enhancements,
designed to work together.
www.bamboosolutions.com
EMC
EMC Corporation is the world’s leading developer and provider of information infrastructure technologies, services, and
solutions. Our mission is to lead customers on the journey to the private cloud—a dramatically more efficient and
flexible way to manage, deliver, and consume IT services for reduced costs and increased business agility. We’re
uniquely positioned to provide Microsoft customers with the fully virtualized, next-generation architecture enabling
complete control over information and applications, faster and higher ROI—and the ultimate in efficiency, control, and
choice. EMC is a Microsoft Gold Certified Partner with 15 competencies and has been recognized 20 times as
a Microsoft Partner of the Year winner.
EMC’s Intelligent Information Group enterprise content management (ECM) solutions leverage and extend Microsoft
SharePoint Server capabilities within enterprise organizations. These solutions enable customers to use the familiar
SharePoint interfaces to access business processes, workflows and content that is managed, stored and protected by
EMC Documentum. They also enable organizations to scale SharePoint to accommodate enterprise-class document
production systems, address critical transactional content-based business scenarios and enhance information
governance capabilities across organizations. By connecting the right information to the right people and processes,
EMC information intelligence solutions help mitigate risk associated with content spread across their environment,
reduce both administrative and infrastructure related costs while leveraging SharePoint to enable improved crossorganizational visibility.
www.emc.com
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© 2011 AIIM - Find, Control, and Optimize Your Information
UNDERWRITTEN IN PART BY
IBM is all about providing flexibility you need to access, author and extend your corporate content. We care about
protecting your corporate assets, as well as your ability to locate and connect the right people (SMEs) with your
organizations content consumer and producers.
Whether it is through consumer-based social sites like Facebook or Twitter, or through business sites like IBM Lotus
Quickr and Connections, or through common desktop and email applications – IBM is providing business with the
ability to seamlessly author, manage and repurpose all types of content so that they can dynamically participate in
business processes, automatically be declared a record and/or published out to the web for consumption or even
accessed from a mobile device for the purpose of reviewing and approving content — and ultimately transitioning into
an smart archival state … providing organizations with increased flexibility to:
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The business value of Social Content Management by IBM
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IBM
• React quickly to threats and opportunities
• Reduce risk and respond rapidly to changing regulatory and legal requirements
• Minimize cost of legal and regulatory compliance
• There are three important components to social content management: Office document management; social content
Kofax
Kofax captures and delivers all information types into
Microsoft SharePoint to enable the automation of
document driven business processes. Kofax manages the
capture, transformation and exchange of business critical
information arising in paper, fax and electronic formats in
an accurate, timely and cost effective manner. Kofax
automatically classifies captured information by type,
converts it into structured electronic information, validates
it and delivers it to SharePoint libraries. Higher accuracy
and better information and metadata improve downstream
business processes, reducing costs, processing time,
errors and risk. It also enables better decision making by
harnessing accumulated knowledge, offering greater
value to the organization.
Information Worker productivity by providing a measurable
ROI to transactional business processes.
Kofax Enterprise Information Capture is appropriate for
large and medium enterprises (typically 500 SharePoint
users or more) that are actively deploying business
solutions on SharePoint 2010 or SharePoint 2007. A Kofax
Capture solution is ideal for organizations that need to
capture documents into SharePoint libraries, accurately
classify them and extract accurate, purposeful information
to enable business processes that leverage SharePoint
workflow, search and archival functions. Kofax empowers
How Does Kofax Differ from the Competition?
With Kofax, organizations can bring better governance
and control to existing SharePoint sites. Companies using
SharePoint as their primary ECM platform need more
control and organization when importing content. In
regulated industries or as a records management
repository, companies using SharePoint must have
accurate classification and metadata. Due to privacy
regulations in many countries, there are strict controls as
to how personal and financial information can be handled
and distributed. Using Kofax, organizations gain better
visibility and insight into information stored within
SharePoint.
How well is it meeting expectations?
www.ibm.com/software
• While other vendors provide basic capture capabilities,
none can match the automated, unattended, intelligent
classification and information extraction capabilities that
Kofax offers.
• Kofax offers unmatched scalability, stability and
performance.
www.kofax.com
© 2011 AIIM - Find, Control, and Optimize Your Information
24
Using SharePoint for ECM
and collaboration; platform standardization and consolidation.
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OpenText
OpenText, an enterprise software company and leader in
Enterprise Content Management (ECM), helps
organizations manage and gain the true value of their
business content. OpenText brings two decades of
expertise supporting millions of users in 114 countries.
Working with customers and partners, we help
organizations capture and preserve corporate memory,
increase brand equity, automate processes, mitigate risk,
manage compliance, and improve competitiveness.
After more than 10 years of partnering with Microsoft® to
deliver the most sophisticated content management
components and applications available, OpenText remains
committed to helping organizations get the most out of
their investments in Microsoft by enabling rich content
applications that reduce costs, mitigate business and legal
risk, and facilitate productivity and efficiency
improvements.
Today’s organizations have embraced Microsoft
SharePoint® as the communication and collaboration
technology of choice for enabling workers to easily
collaborate around business content. Enterprises are now
exploring ways to maximize the value gained from their
How well is it meeting expectations?
Using SharePoint for ECM
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UNDERWRITTEN IN PART BY
SharePoint deployments, as well as streamline expansion
and drive efficiencies through tailored, content-centric
applications. With applications built for the Microsoft
platform, including Microsoft SharePoint, OpenText brings
together the strengths of the ECM Suite with Microsoft
technologies to deliver business content in the context of
the user’s environment.
Pairing Microsoft and OpenText technology, organizations
enjoy a rich, collaborative relationship that helps lower
costs, increase productivity, accelerate innovation, improve
business agility, and ensure compliance with company and
regulatory mandates. Microsoft and OpenText have
partnered to drive the creation of comprehensive business
and industry-specific ECM solutions leveraging customers’
significant investments in the Microsoft platform and
productivity applications.
Together, OpenText and Microsoft enable organizations to
execute on a truly holistic ECM strategy that balances the
need for user adoption and ease of use with the
requirements of corporate compliance, governance, and
risk management.
www.opentext.com
Perceptive Software
Founded in Kansas City in 1995, Perceptive Software
builds, sells, markets, implements and supports
enterprise content management (ECM) software and
solutions used by customers around the world. In
addition to our global headquarters in Kansas City, we
have regional offices in the UK, France, Spain, Germany,
Italy, the Netherlands, Australia, Brazil, Singapore and
more.
Specifically, this includes:
Perceptive Software technology, including ImageNow
document management, imaging and workflow
software, enables customers across all industries and
business departments to capture, process and
collaborate on important documents and other content,
protect data integrity throughout its lifecycle and access
precise information and content in the context of their
everyday business processes.
Regardless of an organisation’s industry or specific
business operations, documents and other unstructured
content drive their daily business activities. Perceptive
Software ECM products take that content, in whatever
format, and deliver it instantly in the most relevant context
of their software applications, business processes and
users’ roles and responsibilities.
Perceptive Software’s ECM software products integrate
easily with business applications to fuel operational
efficiency and create a positive impact on an
organisation’s bottom line — in a matter of weeks or
months, not years. We’ve focused our energies on those
areas of ECM functionality that are of greatest need to
our customers and deliver the most immediate and
expansive impact.
• Document imaging
• Document management
• E-forms
• Workflow
• Records and information management
Perceptive Software’s Content in Context approach
essentially eliminates the need to search. It automatically
connects users to relevant content across every area,
within any process, working with any application in the
organisation. As a result, organisations can elevate the
real value of their business information across the
enterprise. Perceptive Software was acquired by Lexmark
in June of 2010 and operates as a stand-alone software
business within Lexmark.
www.perceptivesoftware.com
25
© 2011 AIIM - Find, Control, and Optimize Your Information
How well is it meeting expectations?
© 2011
AIIM
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Silver Spring, MD 20910
+1 301.587.8202
www.aiim.org
© 2011 AIIM - Find, Control, and Optimize Your Information
AIIM Europe
The IT Centre, Lowesmoor Wharf
Worcester, WR1 2RR, UK
+44 (0)1905 727600
www.aiim.eu
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Using SharePoint for ECM
For over 60 years, AIIM has been the leading non-profit organization focused on helping users to understand
the challenges associated with managing documents, content, records, and business processes. Today, AIIM
is international in scope, independent, implementation-focused, and, as the representative of the entire ECM
industry - including users, suppliers, and the channel—acts as the industry’s intermediary.
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AIIM (www.aiim.org) is the community that provides education, research, and best practices to help
organizations find, control, and optimize their information.