White Paper

Comparing Core ECM Features of Documentum and SharePoint 2010 Which Platform is Right for You?
Complex, heterogeneous and fragmented Enterprise Content Management (ECM) landscapes across most enterprises trigger strong business drivers to converge to a smaller technology footprint. This needs to be justified with a compelling business case enumerating significant Total Cost of Ownership (TCO) reduction and Return on Investment (ROI). Enterprises with Documentum as their existing ECM standard and also considering (or implementing) SharePoint for collaboration and portal requirements need to objectively assess whether the latter can also fulfil ECM needs, potentially allowing convergence to a single platform for all information needs. The purpose of this white paper is to provide an objective comparison between the core ECM (Document and Records Management) features of Documentum and SharePoint 2010. This comparison will help ECM architects in establishing an evaluation scorecard to decide which of the two platforms would better suit or suffice an enterprises specific ECM requirements or if they should co-exist to provide complementary services.

About the Author

Jaydev Kundurmutt Jaydev Kundurmutt is a Senior Consultant at Tata Consultancy Services (TCS) with 20 years of IT experience. He is presently engaged as SharePoint Architect with the TCS Corporate Microsoft Technology Center of Excellence Group.

Table of Contents
1. Introduction 2. Evaluation Criteria 3. Comparison Matrix 4. Conclusion 5. List of Abbreviations 4 5 6 39 40

Introduction
The ECM landscape in most organisations is complex, heterogeneous and fragmented. Lack of a unified view and platform for accessing and managing content leading to overall loss in productivity in information management and overheads on maintaining the ECM footprint both from an operational and capital expenditure perspective are few of the challenges associated with it. CIOs and Enterprise Architects are constantly faced with the need to critically evaluate options towards reducing this diverse footprint to the optimal extent that can result in reduction of TCO and increase in ROI. Narrowing this problem statement down to a specific area, organisations with heavy footprint of Documentum are increasingly challenged with the lack of a unified platform for all-round ECM, in addition to multiple, complex licensing options and associated costs, less than optimal user experience, customizability challenges, reduced developer productivity, lack of seamless interoperability and usability with Desktop productivity applications and weak offerings / roadmap for cloud-based ECM computing opportunities. Besides, many advanced features of Document and Records Management of Documentum are seldom used or complex to understand. It must also be acknowledged that SharePoint has assumed tremendous adoption in general, across most enterprises today as a platform for collaboration and intranet portals. Those that have not yet adopted SharePoint are seriously evaluating or planning to implement in the near future. Those that have already invested in earlier versions of SharePoint are looking to eventually upgrade to SharePoint 2010. These trends extend as much to organisations that have long standing implementations of Documentum. ROI calculations to determine the most optimal roadmap from a technology footprint perspective must critically and objectively evaluate the merits/demerits of maintaining both Documentum and SharePoint (as standalone or complementary platforms) versus converging to a single platform. SharePoint 2010, with its significant functional and scalability enhancements over MOSS 2007 in providing full-fledged ECM (Document and Records Management features) along with providing a capabilities-rich, unified ECM platform, its relatively simple licensing structure, strong interoperability with Office productivity suites and a definitive roadmap for cloud based computing, make it, all in all, a fairly strong contender for the ECM platform convergence road ahead. However, to make an objective assessment of what ECM roadmap to adopt, a detailed comparison of the two products namely Documentum and SharePoint is needed. The purpose of this white paper is therefore, to provide an objective comparison between the core ECM (Document and Records Management features) of Documentum and SharePoint 2010 that would provide guidance to ECM architects in establishing an evaluation scorecard to decide which of the two platforms would better suit or suffice an enterprises specific ECM requirements or in some cases, should co-exist to provide complementary services. The emphasis is on the term specific since not all features that either product offers (or lacks in) may be applicable or critical to an organisations needs. While the article does not claim to be an authoritative compendium on every granular aspect of Documents and Records Management features offered by either product, it makes for a reasonable guidance primer.

Documentum version 5.3/6.5 has been predominantly referred to for the comparison. The white paper first provides a listing of criteria that have been used for the comparison, followed by a detailed tabular matrix that compares both the products on specific Document and Records functionality and features under each criterion (head). The paper concludes with guidance on how to best utilize the comparison matrix to arrive at an evaluation scorecard.

Evaluation Criteria
The comparison of features between SharePoint 2010 and Documentum is based on the following high level criteria (heads):
n n n n n n n n n n n n n n n n n n n

Core Document Management Client Integration Capabilities with MS Office Documents and MS Outlook Versioning Support for Links, Virtual (Compound Documents) Common Document Operations Document Renditions Security Navigation Tagging and Rating Taxonomy Content Deletion Auditing Core Records Management Information Rights Management Managing Document Lifecycles Document Workflows Storage Programmability Search

Comparison Matrix
Feature Core Document Management Functionality Ability to create, store and publish documents along with metadata Ability to edit metadata properties of documents Ability to identify documents uniquely using an ID regardless of location Documentum Yes SharePoint 2010 Yes Comments (Where relevant or required)

Yes

Yes

Yes

Yes

In SharePoint 2010, documents in a Site Collection can be uniquely identified by Document IDs and therefore URLs to documents can be restricted to the site collection followed by the Document ID (regardless of which sub site, document library or folder that the document may be physically stored in). For the document numbering to be generated by SharePoint, the Document ID feature needs to be activated in the Site Collection. The URL pattern to refer to a document by its Document ID is as follows: http://<sitecollectionurl>/_layouts/DocIdRedir.as px?ID=<Document ID> Every content item in SharePoint is also identified by a GUID that changes once a content item is moved or copied to a different location. In Documentum, every content object including documents are identified by a unique object ID that is generated as per a specific pattern that includes in it, the repository and object type.

Configurability of Document IDs

No

Yes

In SharePoint 2010, it is possible to configure the Document ID capability (to a limited extent) to choose the Document ID numbering schema. This capability allows a unique pattern to be manually chosen for each site collection where the feature is enabled. It also ensures that the Document ID is truly unique even across site collections. The Document ID is an alphanumeric string in SharePoint 2010 that comprises 2 parts:

Feature

Functionality

Documentum

SharePoint 2010

Comments (Where relevant or required) <Document Prefix>-<-X-Y>. The Document Prefix comprises of 4-12 characters, which can be manually configured (if required) whereas the Document Suffix comprises numbers that are auto-generated by SharePoint. While it is theoretically possible for the same Document ID to be generated across site collections or web applications (in the event that we do not configure the Document ID prefix), the probability of that happening is extremely minimal. Only documents that inherit from the Document Content Type are capable of leveraging the Document ID generation feature. The Document ID feature is available at the site collection level and can be used across various site templates such as Record Centre, Document Centre, Team / Collaboration Sites and so on.

Email a link (URL) as Document ID Support for Custom Document Types

Yes

Yes

Yes

Yes

In SharePoint 2010, documents can be linked to Content Types that are logical metadata entities that can help conveniently classify and categorize documents based on their business or functional use as well as apply policies and workflows against. Content Types and Site Columns (metadata) themselves are reusable across SharePoint 2010 sites, site collections and web applications. Similarly, in Documentum, documents are associated with Document Types, which in turn are comprised of fields (metadata).

Support for Inheritance of Document Types

Yes

Yes

Custom Content Types can be created based on OOB content types and can hold custom metadata (site columns). Custom Content Types can inherit from and extend to another Custom Content Type. Documentum has similar inheritance and customisation capabilities on Document Types.

Feature

Functionality

Documentum

SharePoint 2010

Comments (Where relevant or required) However, a subtle point of difference: All documents in Documentum must necessarily inherit from a document type. In SharePoint, by contrast, it is possible to associate custom metadata with a document library where such metadata may not necessarily be part of a content type.

Support for Custom Document metadata Support for various types of Metadata

Yes

Yes

Yes

Yes

In addition to those mentioned below, SharePoint 2010 provides additional OOB metadata column types such as: Person or Group, Hyperlink or Picture, Calculated and Currency. Documentum supports a metadata type called as ID, which is a string field that is usually system generated. SharePoints equivalent is the GUID which is also system generated. SharePoint 2010 - Mandatory or Optional Allows enforcing of unique values Allows setting of maximum number of characters Allows setting of Default Value Allows a Calculated Value. Mandatory or Optional Allows for unlimited length in Document Libraries Can specify number of lines for editing Allows specifying Type of text plain, rich, enhanced Allows option of appending of changes to existing text.

Single Line of Text

Yes

Yes

Multi Line Text

Yes

Yes

Rich Text

Yes

Yes

Date Time Boolean

Yes Yes

Yes Yes SharePoint 2010 - Yes/No check box Allows default selection of Yes or No

Feature

Functionality Choice

Documentum Yes

SharePoint 2010 Yes

Comments (Where relevant or required) SharePoint 2010 allows selection through check boxes (single/multiple values), radio buttons (single value), drop-down (single value) or list box (single/multiple values). SharePoint stores lookup values either locally in a list as hard coded set of values or in a userdesignated list. Documentum represents lookup fields as Value Assisted fields the domain values of the lookup are stored in Registration Tables.

Lookup

Yes

Yes

Lookup from a Central Taxonomy

Yes

Yes

SharePoint 2010 offers a centralized taxonomy store that can be shared across site collections, web applications and even farms this central term store can be linked into metadata columns (through managed metadata lookup columns) that provide intuitive as well as type-ahead features to suggest. Object types and metadata can be shared across a repository (docbase) but not across repositories.

Number (Integer, Double)

Yes

Yes

SharePoint 2010 - Mandatory or Optional Allows enforcing unique values Allows specifying minimum and maximum values Allows specifying number of decimal places (Automatic or Explicit: 0 5) Allows specifying a default value: specific or calculated) Allows showing number as a percentage. SharePoint 2010 allows selection through check boxes (single/multiple values), radio buttons (single value), drop-down (single value) or list box (single/multiple values). Documentum allows selection of Multiple or Repeating values for a meta data field.

Multi-Value

Yes

Yes

Support for Folders and Sub Folders

Yes

Yes

Feature

Functionality Choice

Documentum Yes

SharePoint 2010 Comments (Where relevant or required) Yes SharePoint 2010 allows selection through check boxes (single/multiple values), radio buttons (single value), drop-down (single value) or list box (single/multiple values). Implemented in SharePoint 2010 as custom folder content types.

Support for Custom Folders (with custom metadata) Maximum Folder Name Length Maximum URL Length of any Document (including folders) File Name Length

Yes

Yes

> 128 chars

128 chars

Documentum has considerably greater limits than SharePoint in terms of length of file and folder names. Documentum has considerably greater limits than SharePoint in terms of length of file and folder names.

> 256 chars

256 chars

> 128 chars

128 chars

Documentum has considerably greater limits than SharePoint in terms of length of file and folder names. SharePoint does not support special characters in file and folder names such as ~#%&*{}\:<>?/|". Also, SharePoint has the following restrictions: The period character cannot be consecutively used in the middle of a file name The period character cannot be present at the end of a file name A file name cannot commence with a period character. Documentum can store files of very large size as compared to SharePoint 2010. While SharePoint 2010 is configured by default for a maximum file upload size of 50 MB, this can be increased to a maximum of 2 GB. Both SharePoint and Documentum support configurability and creation of views of content, which can be personalized. SharePoint in addition supports the ability for content owners to target content to users and groups and the 10

Support for inclusion of special characters in naming of objects.

Yes

Limited

Maximum File Size that can be stored

> 2GB

2 GB

Support for multiple views of content including personalized views

Yes

Yes

Feature

Functionality

Documentum

SharePoint 2010 Comments (Where relevant or required) granularity of content targeting could be as fine as a list or document item.

Duplicate Documents in same Folder

Yes

No

Documentum does not prevent two documents (files) with the same name from being stored in a given folder. SharePoint either disallows this scenario or provides a configurable choice to store such documents as versions of the same document. Rich OOB, client integration capabilities with MS Office Clients such as Excel, Word, PowerPoint and Outlook exist for SharePoint 2010. Documentum WebTop 6.5 offers exposure to similar capabilities however, through separate purchase of client Application Connector Licenses.

Client Integration capabilities with MS Office Documents

Edit With

Limited

Yes

Save As Populate metadata Check In/Out Create Versions Windows Explorer View of Content Bulk Copy, Paste, Move Integration with MS Outlook Synchronisation of Calendars, Tasks, Contacts, Documents Support for incoming mail

Limited Limited Limited Limited

Yes Yes Yes Yes

Same as Above Same as Above Same as Above Same as Above

Limited

Yes

Same as Above

Limited

Yes

Same as Above SharePoint 2010 supports rich synchronisation (bidirectional) with MS Outlook clients. Documentum WebTop 6.5 offers exposure to similar capabilities however, through the separate purchase of client Application Connector Licenses. SharePoint 2010 supports rich synchronisation (bidirectional) with MS Outlook clients. Documentum WebTop 6.5 offers exposure to similar capabilities however, through the separate purchase of client Application Connector Licenses. 11

Limited

Yes

Limited

Yes

Feature Alerts

Functionality Creating Alerts

Documentum Yes

SharePoint 2010 Comments (Where relevant or required) Yes SharePoint 2010 allows for users as well as content owners to configure alerts on content (changes). Alerts can be configured to notify of any changes to a document library or list. Alerts may be sent out to users individually. Alerts can also be sent to groups if either of the following is true: The group is an e-mail enabled group The group is explicitly added to a permission group in the Site Collection, Site or Document Library where the alert is required. Same as above.

Subscribing to Content changes Versioning Check In/Out Major Versions Minor Versions (Revisions) Configurabil ity to create versions major only, major and minor, none. Delete minor versions while retaining the major (approved) version Publish / Unpublish Versions Overwrite a Version

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes 12

Feature

Functionality Version History Version Labels/Com ments

Documentum Yes

SharePoint 2010 Comments (Where relevant or required) Yes

Yes

Yes

Documentum allows custom labels to be created as part of a version, in addition to generated version/revision numbers. SharePoint does not have an equivalent feature. Check in comments however, can be provided on either platform as part of a version. Documentum allows a version (revision) to be branched. There can be multiple such branches created in a version tree. This allows independently working on a specific version without impacting the current or published version. SharePoint does not provide such capability.

Branching

Yes

No

Restricting number of versions Support for storing most File Types. Support for Links, Virtual (Compound) Documents

Yes

Yes

Yes

Yes

Both Documentum and SharePoint support a wide array of File Types that can be stored

Yes

Limited No

Documentum has a sophisticated and wellevolved framework for creating compound (or logical sets) of documents called as Virtual Documents that can be hierarchical in nature as well. SharePoint 2010 introduces the notion of a Document Set which is more a physical (rather than logical) collection of documents that share common characteristics/behaviour such as metadata, workflow, versioning, download as a zip capability, unique Document ID, permissions and support for content types. The closest equivalent otherwise, of a Virtual Document in SharePoint 2010 may be construed as a hierarchy of folders that in turn contain links to documents however, sans the ability to collectively version, download, apply workflows and so on.

13

Feature

Functionality Link folders to folders and in many-tomany mode

Documentum Yes

SharePoint 2010 Comments (Where relevant or required) No Documentum can link a folder to multiple folders (that could be in any hierarchy) and further these appear on the User Interface as any other normal or naturally created folder under that folder. There is no OOB support for such capability in SharePoint 2010. Links in Documentum can be configured for referential integrity and cascade deletes as compared to targets. In other words, documents can be linked in a way that prevents deleting a document that is linked to another or conversely deletes the linked document(s) on deleting the source. No such capability exists in SharePoint 2010. At best, SharePoint 2010 introduces the referential integrity and cascades delete relationships between two lists (but not document libraries).

Preserve referential integrity in links on documents, cascade deletes and so on.

Yes

No

Support for linking to specific document versions irrespective of which version is "current" or "published". Support for maintaining links as copies of documents with ability to reflect any updates to originals on the copies. Support for seamlessly viewing linked folders and documents as folders & documents

Yes

No

Yes

Yes

SharePoint 2010 supports maintaining copies of documents with the ability to automatically update any changes to the originals to the copies.

Yes

No

Links in SharePoint appear as distinct icons in their own right they may almost be considered as shortcuts or hyperlinks but no further intelligence beyond that.

14

Feature

Functionality Support for creating shortcuts or links to folders or documents

Documentum Yes

SharePoint 2010 Comments (Where relevant or required) Yes SharePoint 2010 supports a Link Content Type that allows creation of links (shortcuts) to URLs from within a document library or folder. The links however are not bound to the target in that, if the target is moved or deleted, the links should also reflect or behave accordingly. In Documentum, by virtue of the fact that every object whether folder or document is always identified by an immutable object ID, links are essentially object ID references which means that if an object is deleted, all associated links are also automatically deleted and if an object is moved, then the link continues to point to the object.

Support for logically grouping shortcuts (links) in a folder Support for grouping documents to collectively apply metadata, workflows, downloads and versions Support for linking documents in a masterchild hierarchy Support for multiple linked nested documents

Yes

Yes

Yes

Yes

In the case of SharePoint 2010, this is implemented through a Document Set which is a physical (and not logical) grouping of documents. In the case of Documentum, these features are available on logical groupings.

Yes

No

Virtual Documents in Documentum support the ability for a document to be designated as a master document that in turn links into child documents. There is no OOB support for such capability in SharePoint 2010. Virtual Documents in Documentum support the ability to have nested / hierarchical links of documents/folders. There is no OOB support for such capability in SharePoint 2010.

Yes

No

15

Feature Common Document Operations

Functionality Upload documents individually or in bulk Upload documents through drag-drop Download (Export) documents in bulk

Documentum Yes

SharePoint 2010 Comments (Where relevant or required) Yes

Yes

Yes

Drag-drop based uploads are provided to OOB on SharePoint 2010 Document Libraries. On Documentum Web Top 6.5, this is possible through purchase of Application Connector licenses. In SharePoint 2010, bulk download of documents is only supported for Document Sets (and that too as a single zip file). Otherwise, a bulk download of documents in a given folder (or root folder) is possible through a Copy-Paste operation using the Explorer View. Documentum provides bulk Content Export features to OOB.

Yes

Limited

Copy documents to other locations

Yes

Limited

Documentum allows for bulk copy and paste through a Clipboard across locations such as folders and cabinets. SharePoint 2010 can support this only through Explorer view but not as a native capability. Otherwise, SharePoint supports a Send To menu option on a per document basis to copy or move or copy as a link to a different document library. SharePoint also supports a Content and Structure View as a site level administration option to bulk move or copy content. Documentum allows for bulk cut and paste (move) through a Clipboard across locations such as folders and cabinets, while SharePoint 2010 can support this only through Explorer view but not as a native capability. Otherwise, SharePoint supports a Send To menu option on a per document basis to copy or move or move with a link behind to a different document library.

Move documents to other locations

Yes

Limited

16

Feature

Functionality Move documents to other locations leaving a link behind

Documentum Yes

SharePoint 2010 Comments (Where relevant or required) Limited Documentum allows for bulk copy as link through a Clipboard across locations such as folders and cabinets. SharePoint 2010 supports a Send To menu option on a per document basis to copy as a link to a different document library.

Associate a default document template

Yes

Yes

In SharePoint 2010, the default document template could be, for example, standard MS Office document templates such as Word, Office and so on, or a specific document template indicated by a URL. In SharePoint 2010 as well as Documentum, there is no OOB feature to update metadata values in bulk unless a default value is assigned. However, in SharePoint 2010, using the datasheet view, it may be possible to copy-paste column values in bulk provided all the mandatory columns for multiple documents have already been entered or included in the bulk copy-paste operation.

Edit Document Metadata in bulk

No

Limited

Delete documents individually and in bulk Checkout documents in Bulk Edit documents in Bulk Ability to convert documents between common formats (for example Word to PDF or Word to HTML)

Yes

Yes

Yes

Yes

Yes

No

Document Renditions

Yes

Yes

SharePoint 2010 offers Document Conversion services for common document format conversions such as XML to HTML, Word to HTML, InfoPath to HTML. Further, if the Office (2010) Web Client Access is enabled, Office documents can be directly viewed in the browser without the need for the corresponding Office Client application. SharePoint 2010 also offers Word Automation Services that allow conversion of the following source documents to PDF and XPS:

17

Feature

Functionality

Documentum

SharePoint 2010 Comments (Where relevant or required) Open XML File Format documents (.docx, .docm, .dotx, .dotm) Word 97-2003 documents (.doc, .dot) Rich Text Format files (.rtf ) Single File Web Pages (.mht, .mhtml) Word 2003 XML Documents (.xml) Word XML Document (.xml) Documentum Content Server provides two formats for transformation by default namely, PDF and HTML. All other formats are provided separately by Documentum Content Transformation Services. Content Rendition Services can produce PDF renditions for the following source formats: Microsoft Word Microsoft PowerPoint Microsoft Excel Lotus WordPro WordPerfect PostScript

Content Rendition Services can produce HTML renditions for documents in the following Microsoft Office formats: Microsoft Word Microsoft PowerPoint Microsoft Excel Content Rendition Services can produce HTML renditions for documents in the following Documentum Media Transformation Services is an optional product (on top of Documentum Content Server) that lets one manage rich media such as jpeg and various audio and video formats.

Ability to render documents in different formats Manage links between the rendition(s) and the original

Yes

Yes

See Above

Yes

Yes

In Documentum, when a file is versioned, its renditions, including any thumbnail renditions, are not carried forward with the new version of the file automatically. When a new version of the file is created, the renditions remain with the previous 18

Feature

Functionality

Documentum

SharePoint 2010 Comments (Where relevant or required) version. However, the Documentum Administrator may automatically cause generation of new renditions upon check in, and version a file if it was selected during rendition creation. When the source document is deleted, all its renditions are also automatically deleted. Renditions themselves cannot be checked out/versioned/updated. All ACLs of the source object are automatically inherited by renditions. In SharePoint 2010, a link is preserved between the source document and the target format. Different document content types can be assigned different document conversions. It is possible to have changes made to the source document automatically propagate to the target format this is configurable and optional. It is possible to directly update and version target documents independently of the source. Documentum and SharePoint both essentially plug into external authentication stores in order to authenticate users. Both can be configured/customized to authenticate against various types of authentication stores such as Active Directory, LDAP and custom stores. SharePoint by default is configured to use Windows Authentication (against AD). Documentum and SharePoint both essentially plug into external authentication stores in order to authenticate users. Both can be configured/customized to authenticate against various types of authentication stores such as Active Directory, LDAP and custom stores. Documentum and SharePoint both essentially plug into external authentication stores in order to authenticate users. Both can be configured/customized to authenticate against various types of authentication stores such as Active Directory, LDAP and custom stores. Documentum and SharePoint both essentially plug into external authentication stores in order to authenticate users. Both can be configured/customized to authenticate against various types of authentication stores such as

Security

Support for integrated Windows authentication

Yes

Yes

Support for authentication against LDAP sources

Yes

Yes

Support for authentication against custom sources like SQL databases Support for Web SSO

Yes

Yes

Yes

Yes

19

Feature

Functionality

Documentum

SharePoint 2010 Comments (Where relevant or required) Active Directory, LDAP and custom stores including Web SSO providers.

Support for Claims based authentication

No

Yes

SharePoint 2010 builds in native support for Claims based authentication, which means it can plug into any authentication provider (regardless of platform/vendor) that supports this protocol. Documentum may not natively support claims based authentication yet. Both platforms have a security model based on Groups and Users for content access.

Control content access at User and Group level Support for Permission assignment to AD Groups Customisability of Permission Levels

Yes

Yes

No

Yes

SharePoint supports security groups based on Active Directory groups if using Windows authentication.

Yes

Yes

Documentum supports default and customisable permissions (ACLs) and privileges to users and groups on content. Documentum implements ACLs through Permits, Extended Permits, Privileges and Extended Privileges. SharePoint 2010 also provides default and customisable permission levels to users and groups on content. SharePoint has default Permission Levels such as View, Read, Contribute, Full Control, and Designer which in turn are collections of permissions custom permission levels with different combinations of permissions are possible.

Permission to Browse Document Metadata Permission to Browse Content Permission to Browse Metadata but not Content

Yes

Yes

Yes

Yes

Yes

No

In SharePoint, it is not possible to assign a permission that allows just browsing of document metadata without actually being able to view the content of the document.

20

Feature

Functionality Permission to Relate Documents/ Objects

Documentum Yes

SharePoint 2010 Comments (Where relevant or required) NA In Documentum, there is a feature that allows objects to be related for example linking of folders and documents there is a specific permission that allows a user to create such linkages and without necessarily having the permission to edit the content. There is no equivalence of such capability and hence permission in SharePoint. Documentum allows versioning a document without necessarily being granted the permission to edit the document. There is no equivalence of such a capability and hence permission in SharePoint. SharePoint has separate permissions for Add, Edit and Delete under the Contribute Permission level custom Permission levels can be created to allow for any combination of these permissions or individual permissions. Similarly Documentum has separate permissions for creation, modification and deletion of content.

Permission to Version Documents/Ob jects but not Edit Permission to Edit Documents/ Objects

Yes

No

Yes

Yes

Permission to Delete Documents/ Objects

Yes

Yes

SharePoint has separate permissions for Add, Edit and Delete under the Contribute Permission level custom Permission levels can be created to allow for any combination of these permissions or individual permissions. Similarly Documentum has separate permissions for creation, modification and deletion of content.

Permission to Create Security Groups Permission to Create Metadata (fields, document types) Permission to Create Taxonomy Container Structures

Yes

Yes

Yes

Yes

In Documentum, this includes permissions to create document types and fields. In SharePoint, this includes permissions to create content types and site columns.

Yes

Yes

In Documentum, this includes permissions to create cabinets, folders and so on, while in SharePoint, this includes permissions to create Sites, Sub Sites and Document Libraries.

21

Feature

Functionality Permission to assign permissions to groups/users Permission to Audit content.

Documentum

SharePoint 2010 Comments (Where relevant or required)

Yes

Yes

Yes

Yes

There is no separate audit-specific permission at par with other permissions in SharePoint to be able to Audit content this is more an administrator privilege. Documentum has explicit privileges in respect of audits. Documentum has granular privileges for configuring, viewing and purging audits.

Granular permissions to Users/Groups to configure, view and purge audit logs Multiple levels of permissions such as at folders and documents

Yes

No

Yes

Yes

In Documentum, it is possible for a given user that is part of a group with an elevated set of permissions on an object to be explicitly denied one or more of those permissions. In SharePoint, there is no means of doing this and the user will always acquire the union of all permissions he/she gets through different group memberships.

Permission inheritance across container hierarchy including the ability to override at any level. Metadata level security on documents.

Yes

Yes

Documentum supports ACLs at DocBase, Cabinet, Folder and Document levels. Similarly, SharePoint supports permissions at Site/Sub Site, Document Library, Folder and Document Levels.

No

No

Both Documentum and SharePoint support maximum security granularity up to the Document level. Metadata level security is not supported OOB. Documentum allows security groups to be nested so as to inherit permissions of the parent group(s). In SharePoint 2010, there is no OOB capability to nest security groups. At best, it is possible to have one level of AD group(s) contained in a SharePoint group. 22

Ability to nest security groups

Yes

No

Feature

Functionality Permissions at "Everyone" level.

Documentum Yes

SharePoint 2010 Comments (Where relevant or required) Yes Documentum has global or default permissions such as dm_world for example that applies to all users. Similarly SharePoint 2010 has global or default permissions for example for all Windows Authenticated users. SharePoint 2010 provides content organisation through Web Applications, Site Collections, Sites, Document Libraries/Lists and Folders. Navigation is provided through Global Navigation, Quick Launch Bar, Tree View, Location (Folder) and Metadata based Navigation, Summary Links Web Parts, TOC Web Parts, Site Directory and last but not least through Managed Metadata models, Content Types and Tag Clouds. SharePoint 2010 makes it possible to configure and display multiple views of content displaying the desired metadata and apply sorting, grouping and filters folder or flat views can be displayed. Views on Document Libraries/Lists can be created exposing/hiding different columns or metadata (as desired) and then targeted based on Audiences through Web Parts such as Content Query Web Parts or Document Library Web Parts. Granularity of targeting is possible up to a documents or list item level. Users can be given the permission to create personal views as long as they have at least contribute rights (or "Manage Personal Views" permission). SharePoint allows OOB capability to configure views in the form of a Spreadsheet (DataSheet) views, Gantt views and Calendar views. SharePoint 2010 provides location and metadata based navigation as part of the Quick Launch Navigation pane on the left side for a Document Library. This pane can provide the following navigational aids, depending on Location Based Navigation settings chosen: Navigation by folder trees Navigation by Content Types as well as by Metadata Navigation by Tags and Ratings

Navigation Ability to view and navigate through hierarchical structures (organisation) of content

Yes

Yes

23

Feature

Functionality

Documentum

SharePoint 2010 Comments (Where relevant or required) Documentum offers a Web Top client as a browser based User Interface to navigating content repositories. Content is organized as Repositories (DocBases), which in turn are composed of Cabinets, Folders and Sub-Folders. Content organization is represented typically in a monolithic view of a file-folder structure. It is possible to configure views of content in folders to display metadata of choice and also be able to sort, filter and page. It is also possible for users to create personalized views of content. The ability for content owners to selectively target content to audiences may not be possible OOB. There are no OOB secondary methods of visual navigability such as metadata driven navigation and tag clouds. Documentum provides a Web Development Kit to enable customization of the User Interface whereas SharePoint provides designer tool (SharePoint Designer) based customization capabilities. The designer is a power-user or Information Worker oriented tool that does not really demand core-development capabilities. SharePoint 2010 provides location and metadata based navigation as part of the Quick Launch Navigation pane on the left side for a Document Library. This pane can provide the following navigational aids, depending on Location Based Navigation settings chosen: Navigation by folder trees Navigation by Content Types as well as by Metadata Navigation by Tags and Ratings Documentum does not offer meta data or tag driven navigation capabilities OOB.

Metadata driven navigation

Limited

Yes

Tagging and Rating

Folksonomy Ability for end users to tag content and discover/naviga te through tags

No

Yes

SharePoint 2010 offers an OOB Enterprise Keyword as well as Term Store that allow end users to tag content with a configurable option to restrict such capabilities as well. Such keywords and terms also display as autosuggestions to allow intuitive selection of 24

Feature

Functionality

Documentum

SharePoint 2010 Comments (Where relevant or required) available taxonomy promoting re-use and consistency in content classification.

Ability to add comments/no tes to documents and share notes.

Yes

Yes

In SharePoint 2010, one or more users to a document similar to Documentum can add multiple Notes however, this is more like a collaboration feature and is not a means of annotating a document like in Documentum. Notes can be added without the need to check out a document (even if check out required for edit option has been configured). Comments can be added otherwise as part of out of box or custom text columns created in a Document Library such comments would amount to one field per document item.

Ability to rate documents (by content consumers)

No

Yes

SharePoint 2010 introduces a powerful folksonomy feature allowing end users (content consumers) to rate documents (and content) and then be able to browse/search for documents by ratings. SharePoint 2010 does not support Content annotations OOB. Third Party vendor tools are typically required to provide for this capability. Documentum has OOB capabilities for Content Annotations.

Ability to annotate document content Taxonomy Ability to manage and organize content in a hierarchical system of folders and sub-folders. Ability to have a centralized / shared taxonomy across content repositories.

Yes

No

Yes

Yes

Limited

Yes

SharePoint 2010 provides the Managed metadata model, which allows metadata to be reused across the Enterprise in other words across farms, web applications and site collections. SharePoint 2010 supports the concept of an Enterprise taxonomy that allows metadata in document libraries and lists to be linked into a central Term Store, through managed metadata columns.

25

Feature

Functionality

Documentum

SharePoint 2010 Comments (Where relevant or required) Documentum supports object types that can be shared across cabinets, folders and documents. May not be flexible enough to share across docbases (repositories).

Ability to import taxonomies (csv files for example)

No

Yes

SharePoint allows creation of Enterprise Taxonomies called as Term Sets that can be conveniently imported and generated from a spreadsheet. SharePoint also allows creation of content type hubs that can publish content types across site collections, web applications and farms essentially allowing for a shared (reusable) taxonomy.

Inheritance of content structures (document types, folder types and so on) Intuitive navigation of taxonomy trees to guide attributing of documents. Metadata value lookups

Yes

Yes

Both Documentum and SharePoint support inheritance of document or content types.

No

Yes

SharePoint 2010 builds a rich taxonomy visualisation that allows easy and suggestive attributing of metadata to documents. It is possible for this taxonomy to be controlled and restrictive or opened up to user communities to continuously build and evolve. Documentum implements metadata value lookups through Value Assisted Fields and Registration Tables while SharePoint 2010 implements these through managed metadata (enterprise level), site column level lookups. Both Documentum and SharePoint allow mechanisms to enforce the entry of metadata and also to restrict the domain range of metadata values.

Yes

Yes

Enforce metadata values Defaults for metadata Bulk attributing of documents

Yes

Yes

No

No

Neither Documentum nor SharePoint offer OOB features to bulk attribute a collection of documents with common metadata unless otherwise default values have been specified.

26

Feature Content Deletion

Functionality

Documentum

SharePoint 2010 Comments (Where relevant or required)

Ability to soft delete documents Recycle Bin

Limited

Yes

Documentum does not really offer an OOB Recycle Bin feature where deleted documents can be accessed and then permanently deleted or restored. This needs to be custom developed. SharePoint 2010 offers a configurable recycle bin feature OOB for deleted documents. In general, when a document is deleted in Documentum, it is only flagged as deleted and there is no OOB recycle bin feature to view this. SharePoint offers the ability to soft delete a document (which means it goes into a recycle bin) and then permanently delete this either based on a schedule or on demand.

Ability to hard delete documents

Limited

Yes

Ability to restore soft deleted documents (from Recycle Bin) Ability to configure retention period in Recycle Bin

Limited

Yes

Limited

Yes

Auditing

Ability to audit viewing / downloading of documents Ability to audit changes to documents Ability to audit deletes of documents

Yes

Yes

Yes

Yes

Yes

Yes

Ability to audit document versioning

Yes

Yes

27

Feature

Functionality

Documentum

SharePoint 2010 Comments (Where relevant or required)

Ability to audit creation/upda te/deletes of document types Ability to audit changes to document permissions Create, maintain and report on Hierarchical File Plans Declare documents as records Declare unstructured collaborative content as Records Declare emails as Records

Yes

Yes

Yes

Yes

Core Records Manage ment

Yes

Yes

This functionality is available by default in the core SharePoint 2010 Standard/Enterprise Editions, whereas Documentum Records Manager and Documentum Retention Policy Services are required to avail of this functionality in Documentum.

Yes

Yes

Yes

Yes

SharePoint 2010 allows many types of collaborative content such as wikis, blogs, and forums that can also be declared as records apart from documents. SharePoint allows the ability to route e-mails from Outlook/Exchange to document libraries based on various parameters such as subject line fields. However, the ability to drag-drop e-mails from Outlook to SharePoint document libraries is limited and may require the use of third-party tools. Documentum Email Archive Services offers the ability to route and archive mail messages from platforms such as MS Outlook.

Yes

Yes

Put Holds on Records

Yes

Yes

Holds are a means by which records (documents, list items and so on) can be prevented from being edited or deleted. Holds can be applied not only 28

Feature

Functionality

Documentum

SharePoint 2010 Comments (Where relevant or required)

within document or record centres but also in practically any kind of site and in-place. All Held Items are tracked in what are known as Hold Lists. Holds can be individually applied at item level manually or through bulk selection of items in a document library or list. Put Holds on Non-Records Carry out eDiscovery and move records to Hold Yes Yes SharePoint 2010 makes it possible to put holds on items not declared as records. It is also possible to do an eDiscovery Search for items based on search terms within a Site Collection as a whole or scoped to specific sites within the site collection and then apply Holds in bulk on items retrieved as part of Search results. Again, this method of applying Holds offers two options the option of applying in-place holds or copying the items (identified for Holds) over to a different Records Centre and adding the same to a Holds List(s) on the target. Yes Yes

Route and Organize documents into Record File Plans based on meta data Ability to preserve complete audit data of a document Apply retention/dispo sition policies to Documents and Records

Yes

Yes

Yes

Yes

Retention policies are part of SharePoint 2010s Information Management Policy and can be configured at content type, document library or folder level. Retention policies can comprise multiple retention stages. Retention policies can be applied differently for documents that have been declared as records and for those that have not. A summary of key Retention actions is as follows: Move to a Recycle Bin Permanently delete Transfer to another location Trigger a workflow

29

Feature

Functionality

Documentum

SharePoint 2010 Comments (Where relevant or required) Skip to the next (retention) stage Declare as record Delete previous drafts Delete all previous actions It is also possible to optionally specify a recurrence of Retention actions for a given stage till the next stage is triggered.

Ability to have multiple retention stages on Documents and Records

Yes

Yes

In SharePoint 2010, a retention stage allows defining an event that will trigger an action. The event can be based on a property of the document or it could be driven by a custom retention formula that is installed on the server. An example of the former is to subject a document to an action, once its contract date exceeds 3 years. For example, the action could be for to transfer the document to a Record Centre by means of Copy, Move or Move with Link options or to declare the document as an in-place Record. A separate retention stage can further specify how long a document should, for example, be preserved as a Record before it is either destroyed automatically or trigger a disposition workflow that will allow a Records Manager to manually intervene and decide whether to continue to retain the document or delete it. We could also have retention stages where, for example, for the first 3 years, trigger an approval workflow at a recurrence of 1 year, 2 years beyond that delete any versions created on the document at a monthly frequency for a period of 1 year, after which declare the document as a Record by moving to a Record Centre preserving it for two years, then moved off to a third location for a year and finally delete the document permanently. Retention events could be date based (like date created, modified, date when document was declared a record or custom formulas based on metadata).

Ability to define Retention Policy templates and apply to

Yes

Yes

Both Documentum and SharePoint allow creation of retention policies around document types / content types.

30

Feature

Functionality Document Types and Folders Ability to apply retention policies to Folders in a File Plan Ability to define In-place Records and Holds Central and Distributed Records Management Management of compound records Physical Records Management

Documentum

SharePoint 2010 Comments (Where relevant or required)

Yes

Yes

Both Documentum and SharePoint allow creation of retention policies on folders. In SharePoint, a retention policy applied at a Content Type level can be overridden at document library or folder levels if required.

Yes

Yes

It is possible in SharePoint 2010 to declare a Document as a Record at its existing location which may be in any document library in any site, be it a Document Centre or a Collaboration site and so on. In SharePoint 2010, it is possible to have multiple Records Centres in a web application depending on the nature and volume of records content. In SharePoint 2010, it is possible to have Document Sets that in turn can be subject to Information Management Policies as well as Retention Policies. In case of Documentum, feature is provided through Documentum Physical Records Services. In SharePoint, there is limited (pseudo) support for physical records tracking through Information Management Policy attributes such as barcodes, expiration, auditing and labels and workflows. Physical tracking and management of such records in conjunction with logical records representing them on SharePoint must happen manually or by other means. Both Documentum and SharePoint require a separate Rights Management service or add-on to provide this feature. In case of Documentum, this is the Documentum Information Rights Management Services while in the case of SharePoint; it is the Active Directory Rights Management Services.

Yes

Yes

Yes

Yes

Yes

Limited

Informatio n Rights Managem ent

Ability to protect documents from being locally copied, printed, mailed, edited, and so on.

Yes

Yes

31

Feature

Functionality

Documentum

SharePoint 2010 Comments (Where relevant or required)

In-built Support for Digital Signatures

Yes

Limited

In SharePoint, digital signatures implementation is inherently through client application functionality (for example, MS Word) rather than a SharePoint server side feature. Documentum on the other hand provides a more formal and rigorous implementation of digital signatures that are controlled on the server for this; a Documentum Trusted Content Services license is required. Documentum has a well-defined notion of a Document Lifecycle distinct from and a super layer over document workflows. The Lifecycle essentially promotes tracks and maintains the complete state transition of a document from the time it is create till the time it is disposed or archived this may include several user-initiated as well as automated work steps applied on the document. In SharePoint, this would be loosely achieved through a combination of state machine workflows, event handlers and retention policy/stages but not as a formal document-centric feature.

Managing Document Life Cycles

Yes

Limited

Document Support for Workflows simple single step workflows for review and approval. Ability to associate workflows with Document Types Ability to obtain collective review feedback on a document from multiple reviewers.

Yes

Yes

OOB support from both platforms

Yes

Yes

Yes

Yes

32

Feature

Functionality Ability to trigger a document workflow manually or automatically (for example upon upload or edit). Support for configuring multi-step workflows without need for coding Support for recording and displaying Workflow History Support for assigning, viewing tasks and alerting users on tasks Support for common workflow actions such as sending e-mail notifications, copying, moving documents, conditional branching and looping of actions, and so on. Support for automatic escalation and

Documentum

SharePoint 2010 Comments (Where relevant or required)

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

No

While Documentum workflow allows the ability to configure automatic rule based delegations and escalations as well as manual delegations without

33

Feature

Functionality delegation (without coding)

Documentum

SharePoint 2010 Comments (Where relevant or required) code. SharePoint 2010 requires this ability to be coded (using a tool like Visual Studio) for example, developing a Modification Form with escalation parameters that can be included in the workflow configuration. Manual configurations for escalation by business users are not supported OOB by either product. Documentum Business Process Manager allows Information Workers to compose and configure reusable state machine workflows visually without the need to write code whereas SharePoint requires this to be done through Visual Studio, which is more a developer, oriented tool. While SharePoint Designer 2010 is more limited in capability, it does allow for reusable workflows including site level workflows.

Support for visually composing state machine workflows (without developer intervention) OOB configurability support for Exceptional conditions arising out of workflows, including Suspend and Resume capability. Automatically trigger workflows from office clients without configurations Support for Work Queues and task prioritisations

Yes

No

Yes

No

No

Yes

Yes

No

34

Feature

Functionality

Documentum

SharePoint 2010 Comments (Where relevant or required) Documentum architecture is inherently based on storage of content metadata in a database and the actual content on file storage. While SharePoint 2010 is natively configured to store metadata and content in the database, it can now be configured (in conjunction) with SQL Server 2008 to relegate content storage to Remote Blob Storage (RBS). This leverages the OOB FileStream provider feature of SQL Server 2008 however in order for blob content to be stored on NAS, a third party storage provider needs to be deployed and for this, SQL Server 2008 R2 Enterprise Edition is required. It is possible to move content from document library (content database) storage to RBS at a later point of time; however the converse is not true. SharePoint 2010 like Documentum can now scale up to store huge volumes of content, running into terabytes. Upto 30 million documents per document library can be supported in SharePoint 2010 without significant performance degradation depending on average document size. Up to 5000 items per document library view can be supported without significant performance degradation. SharePoint supports native backup utilities through its Administration interface as also through powershell/ stsadm administration interface. Granularity of backup can be fairly deep up to an individual list or document library level. Native SQL Server based backup utilities can also be leveraged. Documentum also supports native backup/restore utilities. Documentum DFC (Documentum Foundation Classes) and DFS (Documentum Foundation Services) (6.0 onwards) provide API as well as web services for client applications to consume and operate against Documentum. Similarly SharePoint 2010 offers client and server side API, web services, REST full services, WebDav, FPRPC and JSOM (JavaScript Object Model) based interfaces for client applications to interface with. SharePoint also offers limited WSRP and CMIS support. 35

Storage

Support for file system storage of documents (separate from metadata)

Yes

Yes

Support for storage of millions to tens of millions of documents, Terabytes of data

Yes

Yes

Backup and Restore

Yes

Yes

Programm -ability

Support for a full-fledged platform object model / API that can be leveraged for document management features.

Yes

Yes

Feature

Functionality Support for native platform web services that can be leveraged by client applications to implement document management features. Support for WebDAV protocol for document management operations

Documentum

SharePoint 2010 Comments (Where relevant or required)

Yes

Yes

Yes

Yes

SharePoint natively supports WebDAV for features such being able to open a document library in a Windows Explorer view and uploading, moving, deleting content. Documentum supports WebDAV through WebDAV Services included as part of Content Server and this allows desktop applications such as Adobe Photoshop to directly interface with Documentum.

Support for FPRPC protocol for document management operations

NA

Yes

Specific to SharePoint that allows WYSIWYGauthoring tools such as SharePoint Designer to integrate with SharePoint and create/deploy artefacts.

Search

Support for Full Text and keyword (property) indexing Support for Full Text Search of common and specific document formats. Support for search on metadata (taxonomy)

Yes

Yes

Limited

Limited

Out of box or free downloadable iFilters in SharePoint for common MS Office formats, XML, text files as well as for PDFs and Zip files. Third party iFilters need to be procured for specific or specialized document / image formats for example engineering/autocad drawings. Documentum also full text search capabilities for

Yes

Yes

36

Feature

Functionality Ability to perform Boolean searches Support for wild card search Ability to search on document types Ability to sort on Search results

Documentum Yes

SharePoint 2010 Comments (Where relevant or required) Yes

SharePoint 2010 now supports a query syntax that can combine full text and property query.

Limited

Limited

SharePoint 2010 supports wild card searches on properties and on people.

Yes

Yes

Yes

Yes

SharePoint 2010 Search can OOB sort on parameters like timestamp (for content) but FAST Search can sort on many more parameters including properties (refinements).

Modulating size of search results Ability to page search results Ability to customize look and feel of search results without code Ability to save search results

Yes

Yes

Yes

Yes

Limited

Yes

Yes

Limited

SharePoint 2010 offers auto-suggest (type ahead) capability on search queries as well as ability to subscribe to search query results (when changed) but no OOB feature to save search queries on a personalized basis for purpose of recall.

Ability to refine search results based on facets Ability to search based on social parameters tags and ratings

No

Yes

No

Yes

37

Feature

Functionality Ability to subscribe to search results Ability to deliver search results as RSS feeds

Documentum

SharePoint 2010 Comments (Where relevant or required)

Limited

Yes

No

Yes

Documentum may require a separate Web Publisher add-on to deliver RSS kind of capabilities. SharePoint 2010 supports search on file shares, Exchange folders OOB but requires specific Search connectors (licensed separately) for other content sources such as Documentum, Lotus Notes these connectors could be provided by Microsoft, or the content source vendor or a third party vendor. Also, the search connector architecture is extensible so that custom search connectors can be developed as well, if desired. SharePoint 2010 can also support federated search with other search appliances. Documentum similarly supports native, third party and federated search capabilities.

Support for Yes search on various content repositories natively, third party connectors or federation.

Yes

Support for exposing search services through web services to consumers

Yes

Yes

Documentum 6.0 onwards introduces Documentum Foundation Services (DFS) that expose an SOA framework for consumers of Documentum features such as content, search and workflow as well as an SDK to build custom consumer services. SharePoint 2010 similarly exposes web services for consumption by client applications, server side API and client side API. Client-side API also includes support for JSOM (JavaScript Object Model). Web Services include support for SOAP as well as REST.

Ability to Yes directly check out a document from search results

No

38

Conclusion
The comparison provided by the white paper, between Documentum and SharePoint 2010 could be helpful in providing guidance to enterprises, in the following scenarios:
n

Greenfield implementation of Document and Records Management where neither of the products have been implemented and there is an opportunity to implement one of them. Either one of the products is already implemented in the organization and there is a need to decide whether migrating to the other product is a cost-effective option from the perspective of rationalization and reduction in ECM platform footprint. Evaluate whether both products will uniquely and best address specific problem spaces for an enterprise and therefore justifies implementing both platforms in an environment of co-existence.

The best way to take advantage of the feature comparison matrix provided in deciding to choose either product (or in some cases both products) is to assign a priority or weight to each of the features in terms of applicability and criticality as compared to a specific enterprises needs and then come up with a raw score for each product. If some features may not be relevant or critical at all, exclude such features from the evaluation. This should be followed by establishing a cut-off or threshold that either product must at a minimum score to even qualify for consideration. If one of the products clearly does not meet these minimal qualifications, it is most likely discarded from consideration. For critical or nice-to-have features that are not met by one or the other product, evaluate the options for implementing a third-party add-on or custom development of such features and incorporate into the evaluation score card. Finally factor in infrastructure, license, maintenance and support costs to arrive at a final ROI evaluation.

39

List of Abbreviations
Abbreviation/ Acronym ACL AD API CIO CMIS DFS ECM FPRPC JSOM LDAP NAS OOB RBS REST ROI SDK SOA SSO TCO WSRP WYSIWYG Expansion Access Control List Active Directory Application Programming Interface Chief Information Officer Content Management Interoperability Specification Documentum Foundation Services Enterprise Content Management Front Page Remote Procedural Call JavaScript Object Model Lightweight Directory Access Protocol Network Access Storage Out of Box Remote Blob Storage Representational State Transfer Return on Investment Software Development Kit Service Oriented Architecture Single Sign-on Total Cost of Ownership Web Services for Remote Portlets What You See Is What You Get

40

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