Beat The Data Deluge

E-guide
Beat the data deluge

Your expert guide to enterprise content and data management
E-guide
In this e-guide
In this e-guide:
Australia needs better cloud and data
The data deluge is showing no signs of abating. According to
management capabilities IDC, there will be 175 zettabytes of data created by 2025, thanks
to the proliferation of internet of things devices – including
SAP outlines approach to data smartphones – that are generating data and other content at an
management
unprecedented rate. For an enterprise, taming this deluge of
information is key to improving business processes and
Keeping Commvault on its toes in
ASEAN customer service, and to meet other business goals. In this e-
guide, find out why Australia needs better data management
Which is the best ECM application for capabilities to benefit from the cloud, how suppliers are helping
your business?
enterprises cope with data management challenges, and what
to look out for in an enterprise content management platform.
Exploring the best ECM software for
your company
Checking all the boxes: What to look

for in an ECM platform
Five ways ECM software can benefit

your organization
Page 1 of 55
E-guide
In this e-guide
Australia needs better cloud and data management capabilities
management capabilities
Beverley Head
SAP outlines approach to data
management
Demand for cloud computing continues to soar, but there are concerns that
many Australian and New Zealand (ANZ) enterprises need to develop more
sophisticated cloud and data management capabilities, so they can reap the full
ASEAN
benefit of cloud services and not be exposed to security breaches.
Worldwide, technology analyst firm Gartner predicted a 17.3% surge in demand

Which is the best ECM application for for public cloud services, taking the market globally to $206bn in 2019. In
your business?
Australia, cloud demand is rising even faster, with the local market expected to
grow by 20.6% to reach A$5.6bn over the next year.
your company Meanwhile, rival analyst IDC predicted that although just four public clouds will
host 80% of cloud infrastructure and platform services, the overwhelming
Checking all the boxes: What to look majority of enterprises will have multicloud and hybrid cloud architectures in
for in an ECM platform place.
It pointed to an era when enterprises would need a sophisticated grasp of cloud

your organization
orchestration and data management. A recent IDC report on cloud maturity in
Asia-Pacific showed that 85% of organisations in the region are still in the early
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stages of cloud maturity – although it identified Singapore, Australia and New

In this e-guide Zealand users as somewhat more advanced.
Australia needs better cloud and data The findings serve as a reminder that no matter how committed an organisation
management capabilities is to cloud, it cannot abdicate its responsibilities for keeping data secure and
private and ensuring the services it provides to customers are up and running.
management
In September 2018, the Australian Prudential Regulation Authority (APRA)
released a paper on the use of cloud computing, stressing that “the nature of
cloud computing services necessitates the allocation of responsibility for the
ASEAN
implementation of controls between the provider and the client”.
The APRA noted that while cloud suppliers have contractual obligations to their
Which is the best ECM application for clients, enterprises cannot entirely outsource their obligations.
your business?
Instead, enterprises should have a strategy that would allow them to continue
Exploring the best ECM software for operations and meet obligations following a loss of service, preserve the quality
your company and security of critical and sensitive data, and comply with legislative and
prudential requirements.
This is commonly referred to as the shared responsibility model – an area
where Australian enterprises might be a little undercooked.

Elliott Spira is co-founder and chief technology officer (CTO) of GorillaStack, an
your organization
Australian company that works with enterprises and small to medium-sized
businesses to manage cloud resources.
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GorillaStack, however, tends to get called in to work with a company that is

In this e-guide nearing the end of its cloud migration when it is hitting some level of scale.
Some of these businesses, Spira said, are nascent cloud users without much
Australia needs better cloud and data cloud security.
Cloud skills gap
SAP outlines approach to data Spira also touched on cloud skills, or the lack thereof, as companies moved to
management the cloud. “No one is going to be able to do something they have never done
before. There’s a quantum jump between running your own datacentre to
Keeping Commvault on its toes in consuming computing through an API [application programming interface],” he
ASEAN said.
Which is the best ECM application for

“And even if you bring in a consultant, you still need expertise on your own
your business? team. Data has a lifecycle, a system has a lifecycle and at some point it
becomes legacy and will need to be rebuilt,” he said, adding that this is when
the internal cloud skills become essential.
your company
Internal skills are also critical to meet the shared responsibility that APRA
requires. While only a segment of Australian business is regulated by APRA, its
cloud paper provides useful guidance on the sorts of issues that cannot be
simply be handed over to a third-party cloud supplier.
Five ways ECM software can benefit These include identity and access management, incident detection and
your organization response management, data loss prevention, vulnerability management,
configuration management, encryption and key management. In addition,
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E-guide
oversight of the scope and coverage of audits initiated by the service provider,
In this e-guide as well as planning for business recovery in the event of a cloud failure or
outage, are just as critical.
management capabilities Data management snags
As companies move to multiple and hybrid cloud architectures, the challenges
SAP outlines approach to data become magnified. According to Nigel Mendonca, ANZ country manager for
management Tableau, the days of organisations trying to hold everything in a single
repository are over.
ASEAN Mendonca said enterprises recognised the need to seek insights from multiple
data sources – in-house, in the cloud and from third parties. The more
experienced Australian organisations were comparable to the rest of the world
your business? in terms of orchestrating that data, he added.
However, Mendonca acknowledged that there was a big gap between leaders
and laggards, and that Australia was probably a little behind international peers
your company
in terms of its move to democratise access to data regardless of where it was
held.
for in an ECM platform He advised organisations to look at the data they have before moving it to the
cloud. “What sorts of compliance obligations do you have? Are you subject to
Five ways ECM software can benefit the GDPR [General Data Protection Regulation]? Once it’s classified, you can
your organization map out what data lives where.”
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GorillaStack’s Spira called for cloud users to carefully review different cloud
In this e-guide offerings to ensure they have one that meets the requirements of data that will
be stored there.
management capabilities The biggest mistakes he had seen were from organisations which had not
considered tagging or indexing their data so they could find it again. “To tag
SAP outlines approach to data manually is a pain, but you can automate it from the beginning,” he said.
management
Pooyan Asgari, chief data officer of Domain Group, said Australian enterprises
were “not that mature” in terms of their approach to cloud management and use
ASEAN
of data, ranking most businesses an “early stage two” out of a possible four
stages of maturity.
Which is the best ECM application for He stressed the importance of cloud computing as it makes information easier
your business?
to access and share, but noted that this often required businesses to add
another layer to their infrastructure – using systems such as Snowflake to get a
Exploring the best ECM software for single view of data across multiple clouds.
your company
Ramneek Gupta, managing director and co-head of venture investing at Citi

Checking all the boxes: What to look Ventures, said at the recent Sibos conference in Sydney that one of the
for in an ECM platform challenges facing many organisations worldwide was that while many aspired to
having data lakes, many managed little more than “data puddles”.
your organization
Gupta said as data has a form of density or gravity, and to be able to extract
insights from data, it was important for organisations to create a virtualised data
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collection and an abstraction layer called a data fabric on top of that. This would
In this e-guide require a degree of cloud wrangling maturity that has yet to be developed by
many Australian enterprises.
management capabilities Next Article

management

ASEAN

your business?

your company


your organization
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E-guide
In this e-guide
management
Aaron Tan, senior editor, APAC
management As more enterprises hop onto the multi-cloud bandwagon while facing the need
to comply with a growing number of data protection regulations around the
Keeping Commvault on its toes in world, managing data has become an increasingly complex endeavour in recent
ASEAN years.

Adding to the challenge is the need to manage, analyse, govern and secure
your business? data being created and streamed from internet of things (IoT) devices operating
at the edge of network in real-time.
Such challenges are what SAP hopes to address with its Hana Data
your company
Management Suite that was unveiled recently at its Sapphire conference in
Orlando earlier in June 2018.
for in an ECM platform “Our customers use an average of six to eight clouds, including SuccessFactors
and non-SAP clouds like Salesforce.com,” said Ken Tsai, SAP’s global vice-
Five ways ECM software can benefit president and head of cloud platform and data management.
your organization
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“Although some cloud suppliers say you can store all your data in Amazon Web
In this e-guide Services, that’s not possible unless you put your cloud applications in there.”
Australia needs better cloud and data With no way to consolidate all of an enterprise’s data onto a single platform for
management capabilities analysis, Tsai said there was a need to solve the data management problem
from a different perspective.
management
Rather than share data across different applications, he said a more efficient –
and secure – way was to make metadata available to all applications from a
central location. “Data security, privacy and governance should also be shared
ASEAN
across systems whether you are using SAP or third-party applications,” Tsai
said.
Which is the best ECM application for “You can have your own data but its visibility should be shared, and that
your business?
includes data queries and data models so you can potentially move workloads
from one system to another or from on-premise to the cloud and back,” he
Exploring the best ECM software for added.
your company
The SAP Hana Data Management Suite is based on the latest versions of the
Checking all the boxes: What to look SAP Hana business data platform, SAP Data Hub, SAP Cloud Platform Big
for in an ECM platform Data Services and the SAP Enterprise Architecture Designer Web application.
By bringing together various data management capabilities – including master

your organization
data management, data lakes and integrating real-time data pipelines from
myriad sources – Tsai said the SAP Data Management Suite will address data
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management challenges from an integrated perspective, along with a consistent

In this e-guide user experience.
Australia needs better cloud and data He added that the new suite, available on-premise and as a cloud service or
management capabilities hybrid offering, will also let enterprises anonymise data by adding noise to data
queries.
management
“The query results still make sense but you won’t be able to know the absolute
value of the data – unlike in data masking where you can still figure out my
salary by combining LinkedIn data and my address information,” Tsai said.
ASEAN
Nigel Lim, a regional IT manager based in Singapore, said: “The SAP Hana
Data Management Suite could finally make it easier to be in control of the data I
Which is the best ECM application for have in my organisation, and this helps with risk management. It should give me
your business?
better visibility to better manage risks, which will lead to overall improvements in
IT governance”.
your company Ratnang Desai, SAP data and automation leader at Deloitte Consulting, said in
a blog post that the Hana Data Management Suite “goes beyond working with
Checking all the boxes: What to look data at an enterprise level and elevates the business and strategy of data
for in an ECM platform management to an ecosystem – collapsing the walls and organisational borders
of the enterprise by accessing social media data and other public data available
Five ways ECM software can benefit for consumption”.
your organization
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“This type of data orchestration of structured and unstructured data can be

In this e-guide rapidly integrated with an organisation’s enterprise data for a complete and
trusted view of all available data,” he added.
management capabilities To drive adoption of Hana Data Management Suite, Tsai said SAP has
developed several technology use cases and business scenarios that its
SAP outlines approach to data customers can consider, such as big data, data warehousing, spatial analytics
management as well as augmenting customer relationship management with insights on how
customers are engaging with competitors.
ASEAN
Next Article

your business?

your company


your organization
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E-guide
In this e-guide
Keeping Commvault on its toes in ASEAN
Aaron Tan, senior editor, APAC
Like most established enterprise technology companies, backup, recovery and

SAP outlines approach to data data protection software supplier Commvault has accumulated legacy ways of
management
running its business in over two decades of operation.
Keeping Commvault on its toes in The challenge for such companies is to continue to overcome legacy thinking,
ASEAN stay connected with changes in the market and try to avoid being left behind or
disrupted by more nimble upstarts.
Faced with pressure from activist investor Elliott Management – one of
your business?
Commvault’s largest shareholders – over the company’s share-price
underperformance, a strategic transformation plan was initiated in 2017 to
improve the company’s revenue and operating margins through subscription-
your company
based pricing and other means.
Checking all the boxes: What to look In an interview with Computer Weekly, Matthew Johnston, Commvault’s area
vice-president for ASEAN and Korea, explains the thinking behind the
transformation plan and how he is keeping the company on its toes in Southeast
Five ways ECM software can benefit Asia.
your organization
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How is Commvault doing in the ASEAN region, especially with the

In this e-guide changes that have been made on several fronts, including organisational
structure, product portfolio and pricing strategies?
management capabilities Johnston: It’s an exciting time for us at the moment. When we last spoke late
last year, we started looking at planning some of the changes you see now. We
SAP outlines approach to data started to take a hard look at our business and think about how we can make it
management easier for our customers and partners to work with us.
With digital transformation efforts under way, more customers are now looking
ASEAN
at how they can move from a capex (capital expenditure) model to an opex
(operating expenditure) model. But our licensing structure didn’t fit into some of
those conversations we were having with customers.
your business?
So, in November 2017, we started the Commvault Advance programme
covering three key focus areas: simplify, streamline and scale. The first thing we
Exploring the best ECM software for looked at was how we could simplify our business from product, process and
your company
people perspectives in order to be more nimble, given that we’ve been in the
business for over 20 years with legacy ways of doing things.
for in an ECM platform From a product perspective, we didn’t really change that much around our
technology. What we looked at was how customers consumed our products and
Five ways ECM software can benefit how we can leverage our channels more effectively. To be honest, we were
your organization very focused on the enterprise, particularly in North America, where we adopted
a high-touch, high-named accounts kind of selling. We were missing out a little
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on the mid-market segment and leveraging our partners was the way to do that.
In this e-guide This includes Huawei, HPE, Hitachi, NetApp and cloud suppliers such as
Microsoft and Amazon Web Services (AWS).
management capabilities We also looked at simplifying the deployment process and reducing any
complexity, so that it will take just five clicks to install our products, for example.
SAP outlines approach to data In addition, we looked at our licensing model, which was geared for large
management enterprises by providing a lot of flexibility with thousands of SKUs (stock-
keeping units) that they can pick and choose from. That was way too
Keeping Commvault on its toes in complicated, so we turned the entire pricing model on its head and created four
ASEAN products.
The first is Backup Complete, which is exactly what it says – an entire backup
portfolio available to customers as a single package, enabling them to take
your business?
advantage of the full power of the product. Existing customers will also get the
opportunity to upgrade to Backup Complete as they renew their maintenance or
make new purchases. This throws down the gauntlet to our competitors that
your company
backup is our lifeblood.
Checking all the boxes: What to look Next, we looked at the architecture of our product to support customers that are
implementing web-scale infrastructure. We introduced a product called
HyperScale that enables our customers to support backup at scale, in the
Five ways ECM software can benefit petabyte range, using commodity infrastructure. That means they can take
your organization
advantage of converged infrastructure, and not be tied down to huge storage-
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based infrastructure. This ties in nicely with a number of our hardware partners
In this e-guide who are selling commodity servers well-suited for web-scale infrastructure.
We have also enhanced our reporting product to help customers comply with
Australia needs better cloud and data the GDPR (General Data Protection Regulation) and other data protection
regulations across the ASEAN region. For example, with the right-to-be-
forgotten provision in the GDPR, organisations need to be able to identify and
SAP outlines approach to data erase personal information that had been backed up on potentially proprietary
management
backup silos. And we can help them do that because of the way our product
architecture works.
ASEAN The way we go to market with our channels has also been turned upside down.
We’ve taken our territory sales organisation and essentially pushed it to focus
Which is the best ECM application for on named partners. In APAC, it’s not such a drastic change because we’ve
your business? always been heavily channel-oriented. In ASEAN alone, over 90% of our
business comes from channels. The renewed focus means our sales
Exploring the best ECM software for organisation is even more incentivised to support our partners, who can now get
your company in touch with our partner success desk if they have questions on anything from
getting a quote to technology and processes.
While partners are clearly important, how do you ensure you are not
completely detached from customers?
Five ways ECM software can benefit Johnston: That’s a good question. We have a named-account set of resources
your organization
and we still retain our largest accounts. Our partner sales organisation still
retains a customer list in conjunction with our partners. The idea is for us to train
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our partners, and remain in touch with our customers who still need to feel that
In this e-guide Commvault is serving them effectively. We cannot lose touch with our
customers, so we do health checks with customers, and help them take
Australia needs better cloud and data advantage of the new features in our products to maximise their investments.
What has the take-up of subscription licensing been like?

management
Johnston: I don’t have specific numbers for the region. Australia has seen
strong take-up, but it’s been a little more conservative in Singapore. In other
parts of ASEAN, we are seeing take-up of our appliances in developing nations,
ASEAN
more so than subscription licences. In some industries, such as financial
services and government, there is also less appetite for subscriptions at the
moment because they haven’t quite worked out how to amortise assets that
they don’t own.
your business?
But as soon as they start using more cloud services, they are forced into
Exploring the best ECM software for subscriptions anyway, because that’s the only way they can buy. That’s why
your company
we’re starting to work with the likes of AWS and Azure, where customers can
buy data protection services from us to protect their cloud workloads.
for in an ECM platform Are there particular industries that you would consider as sweet spots for
Commvault?
your organization
Johnston: It depends on the country. In Singapore, we’ve had good success
with the government on our own and through our partners. With the new
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licensing model, we’ll probably see opportunities increase as more

In this e-guide organisations see the need to protect their big data instances. Outside
Singapore, we’re seeing success in financial services, manufacturing and
Australia needs better cloud and data education. New Zealand is also a fast adopter of web-scale technologies. The
challenge is getting references from our customers, which we’re working on
now.
management Has the GDPR and growing cyber threats led to more conversations with
customers?
ASEAN
Johnston: Yes, it has certainly raised a lot of conversations. In fact, the role of
data protection is to facilitate recovery from cyber attacks. As for GDPR, there’s
a risk that organisations don’t realise the extent of the reach of the data
protection regime, although that will change as more countries in the region,
your business?
such as Indonesia and Vietnam, look to roll out similar laws.
Exploring the best ECM software for Next Article

your company


your organization
Page 17 of 55
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In this e-guide
Which is the best ECM application for your
Australia needs better cloud and data business?
Pat Brans, independent consultant/affiliated professor

management
Selecting the best ECM application or platform is not a daunting process, but it
does require some research and planning. Be sure to have a clear
understanding of what an ECM tool should do and outline must-have
ASEAN
features before building a request for proposal. The final step is evaluating
enterprise content management tools, weighing their strengths and determining
which best fits your company.
your business?
This article summarizes six ECM applications from enterprise software vendors
-- Hyland, IBM, Microsoft, two from OpenText and Oracle -- along with two other
Exploring the best ECM software for vendors: Alfresco, which provides open source ECM software, and Box, which
your company
provides a cloud-native content services platform. It also considers Dropbox and
Google -- two vendors that offer file-sharing platforms frequently used by
Checking all the boxes: What to look enterprises to provide a subset of ECM functions.
Document management
Five ways ECM software can benefit If your main requirement is formal document management, consider
your organization OpenText Documentum, Hyland Software's OnBase and IBM.
The Documentum suite provides content analytics and a highly scalable
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repository for storing and retrieving content quickly, with fine-grained access
In this e-guide control. OnBase manages content coming from transactional systems and can
serve as a central content repository, linking documents from other enterprise
Australia needs better cloud and data applications so users don't have to change screens to find information in
different applications. IBM has several document management products that
may be appropriate, depending on particular business requirements.
management
Records management
If records management is a priority, consider OpenText Content Suite and
Keeping Commvault on its toes in Microsoft SharePoint. Compliance is the core strength of OpenText, and the
ASEAN company has a comprehensive ECM portfolio for managing the complete
document lifecycle. SharePoint is a scalable, adaptable ECM platform, and
Which is the best ECM application for companies can tailor the software to accommodate many records management
your business? requirements.
Workflow
your company If workflow is an important requirement, consider IBM, Alfresco and Box. IBM
Business Automation Workflow enables users to analyze content and take
Checking all the boxes: What to look action within the context of a workflow. Once that is completed, the complete
for in an ECM platform case is stored with full audit control, and users can perform and apply analytics
to improve the process, if desired. Alfresco Activiti is a workflow and business
Five ways ECM software can benefit process management platform that developers and administrators can use, as
your organization well as more technically challenged end users. For a cloud-native option, Box
Relay automates and standardizes document workflows within its repository.
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Web publishing
In this e-guide
If a major concern is the ability to automatically publish content to internal
and/or external (customer- and/or partner-facing) websites, consider Microsoft
SharePoint and Oracle WebCenter Content. Originally designed for portal
development, SharePoint links internal content to web content. Oracle
WebCenter Content is part of a set of tools specifically designed for web content
management. Both deliver HTML-formatted content to target webpages.
management
Integrating ECM with other enterprise applications

If you rely on one or more enterprise applications, such as customer relationship
ASEAN
management or ERP, chances are you will want to incorporate content from the
ECM system directly into the application. For example, an accounts payable
staffer may need to check the terms and conditions of a contract, managed
your business?
within an ECM system, directly from the ERP desktop application. Most ECM
vendors provide APIs and/or out-of-the-box connectors to facilitate interfacing
ECM with specific enterprise applications.
your company
Beyond that, some ECM vendors provide additional development tools to make
Checking all the boxes: What to look it easier for systems integrators (SIs) to custom-build interfaces between the
for in an ECM platform ECM system and other enterprise applications.
If the primary concern is integrating with enterprise applications from Oracle or

your organization
Oracle subsidiaries, such as JD Edwards, PeopleSoft and Siebel, start the
product search with Oracle WebCenter Content. Likewise, if the next priority is
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to integrate with enterprise applications already running within a Microsoft

In this e-guide environment, such as .NET or Azure, consider SharePoint, since it includes an
extensive set of APIs. The company should have little trouble finding the
Australia needs better cloud and data connectors and tools needed to accomplish its main objectives.
However, if the company wants to customize a platform by integrating an ECM

SAP outlines approach to data application with one or more enterprise applications, Alfresco open source
management platforms might provide a good foundation from which an SI or in-house
developers can develop a system specifically for an enterprise.
ASEAN
Companies may also want interoperability between two or more ECM platforms.
Most ECM vendors support Content Management Interoperability Services
(CMIS), designed to enable the integration of two or more ECM systems.
Beware, however, as there are different degrees of compatibility with CMIS.
your business?
Users generally regard Alfresco products as highly compatible with CMIS, so
those are a safe bet.
your company
Finally, an organization may want to develop applications to work with its
content. These applications use the capabilities of a shared repository,
Checking all the boxes: What to look deployed either on premises or in the cloud. Companies should
consider OpenText Content Suite, which comes with a rich set of development
tools to create applications on top of OpenText platforms, as well as makes it
Five ways ECM software can benefit easier to integrate with other enterprise systems. Box also supports an
your organization
extensive set of APIs for incorporating Box Platform into a content-driven
business application.
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Cloud-based file sync-and-share services

In this e-guide
Multiple ECM vendors offer cloud-based file sync-and-share services, designed
to synchronize content with mobile devices. Box and Microsoft -- with its
OneDrive product deployed in Azure -- provide content services and APIs for
incorporating managed content into mobile apps.
SAP outlines approach to data Dropbox and Google Drive also provide enterprise file sync-and-share
management services but lack the workflow features and integration with enterprise
applications. However, if users just need to share files from common folders,
Keeping Commvault on its toes in these products will do the job.
ASEAN
ECM applications most appropriate to your industry
Which is the best ECM application for ECM software solves business problems that are frequently specific to an
your business? industry, and that is important to consider when evaluating vendors. Be sure to
assess the existing enterprise architecture. Consider an ECM application that
Exploring the best ECM software for easily incorporates into the existing enterprise architecture. If the company is
your company already an Oracle shop, focus first on Oracle WebCenter Content. If the
business is committed to Microsoft, SharePoint is a good place to begin.
There are several industry-specific guideposts. If a company is in the energy
industry, it may wish to examine OpenText Documentum, IBM Business
Automation Workflow and OpenText Content Suite. If it's in the telecom or
your organization
communication industries, the company may wish to consider IBM Case
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Manager. If the organization is in media and entertainment, start the search with
In this e-guide OpenText Content Suite or Box.
Australia needs better cloud and data Likewise, companies in engineering or construction industries should consider
management capabilities Alfresco, OpenText Documentum and OpenText Content Suite. Companies in
life sciences should examine OpenText Documentum, OpenText Content Suite
SAP outlines approach to data and Box.
management
ECM applications to fit your company size requirements
Keeping Commvault on its toes in Remember also that different-sized companies have different ECMs. For
ASEAN example, large companies with sizable transaction volumes often need ECM
platforms that can operate across multiple company departments and even
different countries. Scalability and extensibility are important issues.
your business?
A multinational organization must provide support for multiple languages and
needs to process a large number of documents daily. IBM, OpenText and
Oracle have past experience supporting large multinational customers and
your company
scaling to handle high transaction volumes.
Checking all the boxes: What to look Midsize companies frequently need a customized ECM application that fits
for in an ECM platform specific business needs. A midsize company may want to consider building a
less expensive solution with open source tools, such as those provided by
Five ways ECM software can benefit Alfresco. Cloud-powered content services are another option. SharePoint
your organization deployed on Azure may also be a cost-effective alternative, with a tailored
environment appropriate for midsize business operations. Box can also be
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configured to accommodate the requirements of midsize companies and can

In this e-guide serve as the authoritative repository for content-centric business applications.
Australia needs better cloud and data Smaller companies have fewer business processes and, by definition, few
management capabilities requirements for operating across multiple departments or countries. Cloud
content management from Box or Microsoft provides most expected ECM
SAP outlines approach to data capabilities, delivered on a subscription basis. Dropbox and Google Drive offer
management bare-bones file sync and share, where content is organized and secured
through predefined file plans.
Changes to expect in the ECM marketplace over the next five
ASEAN years
Like all other areas in high tech, ECM continues to evolve. When assessing an
ECM application, be sure take into account some of the underlying trends that
your business?
are likely to affect the ECM marketplace over the next five years.
Exploring the best ECM software for Industry partnerships. ECM platforms remain a dynamic marketplace and are
your company
continuing to change as companies consider new ways to extract value from all
stored content. Over the next five years, larger vendors will continue to acquire
Checking all the boxes: What to look niche players to enhance their feature sets.
Large and small vendors will also collaborate to combine the reach of
Five ways ECM software can benefit established players with the latest innovations of smaller, more nimble vendors.
your organization Companies should expect to see more partnerships for content services,
including machine learning and other approaches to AI.
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A case in point is Box. Since June 2015, it has partnered with IBM to combine
In this e-guide Box's collaboration tools and ease of use with IBM's analytics, size and
customer base. The partnership targets industries with a high need for security,
Australia needs better cloud and data including financial services, healthcare and government. Box is also
collaborating with Google, Microsoft and IBM to add image recognition, content
analytics and cognitive services to content managed within Box. OpenText
SAP outlines approach to data partners with Microsoft for image recognition and other services.
management
Integration with other enterprise systems. ECM applications will integrate

Keeping Commvault on its toes in more tightly with enterprise applications to blend content management and
ASEAN cross-company business processes even further. More vendors will focus on
specific business problems in a given industry. For example, Alfresco already
Which is the best ECM application for integrates with computer-aided design systems for engineering firms.
your business?
Natural language handling. With the increasing consumerization of IT, more
customers will expect the ability to query content using natural language
interfaces. With ever-improving tools for natural language, a growing number of
your company
vendors will respond to demand by offering natural language processing tools
for more powerful queries.
Some vendors already offer tools for automatic language translation of content.
For example, Oracle has a partnership with Lingotek to provide this feature in
Five ways ECM software can benefit WebCenter Content. These tools will become more common, enabling people
your organization
who speak different languages to work on the same content base.
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E-guide
Image recognition. Recent advances in image analysis algorithms, which now

In this e-guide perform better than humans at recognizing the content of images and placing
the images into appropriate categories, will find their way into the content
Australia needs better cloud and data management tools of forward-thinking ECM vendors. Such enhancements will
improve the capture, retrieval and analytics of image-based content. Box, IBM
and OpenText already deliver customized solutions.
management Improved metadata. With data volumes increasing, enterprises will
demand richer metadata features for better cataloging and searching of content.
Keeping Commvault on its toes in Some ECM vendors already offer ECM platforms with the ability to automatically
ASEAN extract metadata from a document (e.g., OpenText Documentum) or the ability
for users to add metadata to documents (e.g., OpenText Content Suite and
Which is the best ECM application for Box).
your business?
Blending of structured and unstructured data. Enterprises have an
increasing need to manage nontextual content, and many vendors have
responded by providing ECM applications to help companies
your company
handle unstructured content. For example, Oracle WebCenter Content provides
centralized control of unstructured content. Over the next five years, more
vendors will offer tools to combine structured and unstructured data in ways that
enable seamless processing of either type of content.
Five ways ECM software can benefit The final word

your organization
ECM software should provide a key set of services within your enterprise
architecture. However, there are many variables in play, and choosing the right
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platform requires consideration of business objectives, existing software and in-

In this e-guide house resources. Once that groundwork is set, the company is ready to
evaluate which vendors best meet the specific requirements.
management capabilities Geoff Bock contributed to this report.
Next Article
management

ASEAN

your business?

your company


your organization
Page 27 of 55
E-guide
In this e-guide
Exploring the best ECM software for your
Australia needs better cloud and data company
Geoffrey Bock, principal

management
Documents and the information they contain are the stuff of business activities.
Not surprisingly, the ECM marketplace continues to evolve to meet the ever-
changing needs of competitive business operations.
ASEAN
Enteprise content management products reflect their roots. Some begin as
document management applications, intent on simply capturing final form
Which is the best ECM application for documents -- both hard copy and electronic -- and providing a shared repository
your business?
for storing, organizing, accessing and distributing the digital artifacts on
demand. Other products focus on the complete content lifecycle -- creating and
Exploring the best ECM software for reviewing, while managing the multiple versions of a document, and then storing
your company
the published version within an authoritative repository. A third set of products
considers the purpose of content to the transformation of digital business and
Checking all the boxes: What to look focuses on the content services associated with creating and managing
business documents.
Five ways ECM software can benefit Selecting the best ECM software for a company depends on business goals and
your organization objectives, organizational culture and standard operating procedures.
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Organizations have a range of choices. Here's a snapshot of eight important

In this e-guide vendors to consider while making a buying decision.

Alfresco Digital Business Platform channels content flows
Alfresco provides ECM, business process management (BPM) and records
management (RM) capabilities to enterprises. The company's Digital Business
SAP outlines approach to data Platform consists of three products: Alfresco Content Services, Alfresco
management Process Services and Alfresco Governance Services. This platform deploys
either on premises or in the cloud running on AWS, depending on preferences.
ASEAN Alfresco combines open source tools with support services rather than turnkey
applications. It provides technology partners with the building blocks for
delivering modular and scalable applications, designed around the needs of
your business? individual organizations.
As an open source vendor, the company also delivers Alfresco Community

Edition and Activiti, designed for developers who freely want to extend its ECM
your company
platform and BPM tool sets.
Checking all the boxes: What to look Key capabilities of Alfresco Digital Platform include:
 access controls for defining user and group permissions to manage
document access;
 checkout/check-in library services;
your organization
 version controls to track changes and enable rollbacks;
 content sharing for team collaboration;
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 document lifecycle management from creation to disposition;

In this e-guide  RM that conforms to predefined industry standards;
 document management stewardship for business-critical documents;
 mobile content management to synchronize document access;
 process management tools to streamline cross-company business
management capabilities processes;
 social media interfaces for YouTube, Facebook, Twitter, LinkedIn, Flickr
and SlideShare; and
 workflow to help developers, administrators and nontechnical business
management
users design and manage business processes.
Keeping Commvault on its toes in Alfresco maintains a network of systems integrators, independent software
ASEAN developers (ISVs), infrastructure providers and resellers that design and deliver
the enterprise applications tailored to specific customer requirements.
your business?
Box Platform delivers cloud-native content services for the
extended enterprise

Founded in 2005 and born as a cloud-native provider, Box has steadily
your company transformed its initial file sync and share into an enterprise-grade content
services platform. Box Platform provides a content hub for organizing, securing
and sharing content across the extended enterprise. The platform becomes the
repository of record where content is stored once, managed systematically and
produced on demand to empower business results.
Box Platform supports multiple approaches to cloud content management,
your organization
content sharing and collaboration. As a distributed platform, it is not limited to
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the checkout/check-in library services and hierarchical access controls of a

In this e-guide centralized ECM repository.
Australia needs better cloud and data Box provides seamless connectivity to Microsoft Office apps, email attachment
management capabilities support for Outlook and Gmail and native support for G Suite apps -- Google
Docs, Sheets and Slides. Box features an integrated workflow product -- Box
SAP outlines approach to data Relay -- that automates and standardizes document workflows within the
management repository.
Box Platform is a consistent architecture for managing almost any type of

ASEAN
content on a large scale. Beyond text, numbers and images -- the familiar
components of business documents -- content types include audio, video, 3D
files and many other kinds of rich media artifacts. It features multiple methods
for organizing and accessing content, including several that utilize machine
your business?
learning technologies.
Exploring the best ECM software for Since its inception, Box Platform has excelled in metadata management.
your company
Metadata can be set within the Box web application or programmatically via
APIs. Application developers can apply these APIs to develop purpose-built
Checking all the boxes: What to look applications that deliver innovative digital experiences.
Box Platform runs as a cloud-based service that the company hosts in various
Five ways ECM software can benefit data centers, located in different geographies around the world. Box Zones
your organization enables enterprises to specify geographic locations for hosting to comply with
data sovereignty requirements. Box supports multiple security, privacy,
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compliance and data protection standards, including GDPR, Health Insurance

In this e-guide Portability and Accountability Act, Federal Risk and Authorization Management
Program/Federal Information Security Management Act and industry-specific
Australia needs better cloud and data good practice guidelines.
Hyland OnBase adds ECM to core imaging and archiving
capabilities
management Hyland Software released its first version of OnBase in 1991, in the PC and
client/server computing era, as an application for banks to store financial reports
Keeping Commvault on its toes in directly on optical disks. The company has modernized its core product over the
ASEAN years, while continuing its focus on document capture, imaging and archiving
capabilities.
OnBase currently provides a single database, code base and central repository
your business?
for business documents, so it is the best ECM software for a company looking
for numerous places to store data. It encompasses five key components:
your company  Capture for scanning hard copy documents, capturing electronic
documents and extracting relevant metadata for indexing;
 Store for securely storing files either in an on-premises repository or in
Hyland Cloud -- the company currently maintains nine data centers
around the world;
 Access for managing access controls by people or processes;
Five ways ECM software can benefit  Manage for applying workflow and BPM capabilities to electronic
your organization documents; and
 Measure for providing reports and real-time views of business data.
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OnBase integrates with the latest versions of Microsoft Office and Outlook, SAP
In this e-guide and AutoCAD.
OnBase delivers a central content repository, linking stored documents to
Australia needs better cloud and data transactions in other enterprise applications, such as ERP, accounting and HR
systems. It supports back-office processing, case management and information
governance and can also manage content coming from transactional systems.
SAP outlines approach to data Thus, auditors, reviewing invoices for an audit, can easily find supporting
management
contracts and purchase orders, while working within their familiar business
systems.
ASEAN Capable of supporting organizations of any size, OnBase includes
enhancements to meet the needs of specific vertical industries: healthcare,
Which is the best ECM application for financial services, insurance, government and higher education.
your business?
IBM Enterprise Content Management suite tailors content
management capabilities to the enterprise
With experience in the ECM marketplace dating from the 1980s, IBM delivers a
your company
set of interrelated ECM products for managing unstructured business
information, while also protecting customers' investments in legacy systems.
for in an ECM platform IBM Content Foundation is a fully functional content repository with enterprise-
grade security, designed to store, organize and access all types of business
Five ways ECM software can benefit information. It can be deployed on premises, in the cloud or in a hybrid
your organization environment. Workgroups can access team spaces to collaborate on projects.
Content Foundation supports basic enterprise search capabilities.
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IBM FileNet Content Manager extends the capabilities of the core repository
In this e-guide and features tools for content lifecycle management, transactional content
processing and content consolidation across the enterprise. It includes
Australia needs better cloud and data checkout/check-in library services and other document management
capabilities. FileNet features compliance and governance tools for RM, as well
as APIs for content-centric application development.
management IBM Watson Explorer delivers cognitive search and content analytics
functionality, extending ECM search to include intuitive and smart queries of
Keeping Commvault on its toes in document repositories within an enterprise.
ASEAN
IBM Content Manager OnDemand provides access to published content
collections, such as financial statements, insurance policies and other formal
business documents. OnDemand features its own high-performance repository
your business?
to store and produce these content collections.
Exploring the best ECM software for IBM Content Navigator is an extensible, browser-based web client for
your company
accessing content stored within ECM repositories from both PCs and mobile
devices.
for in an ECM platform IBM Datacap provides high-speed scanning and optical character recognition
(OCR) extraction to digitize hard copy documents and store them within a
Five ways ECM software can benefit repository.
your organization
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IBM Business Automation Workflow enables customers to analyze content

In this e-guide and route business documents through predefined steps in a business process.
The complete case is then stored within the repository, with full audit controls.
management capabilities Microsoft SharePoint as an extensible ECM platform
Microsoft SharePoint is a versatile and extensible ECM platform, designed to
SAP outlines approach to data manage documents, webpages and other content types. Microsoft launched
management SharePoint in 2001 to help organizations create web portals and team spaces
by enhancing Windows file shares and the capabilities of Office products. By
Keeping Commvault on its toes in 2007, Microsoft had extended SharePoint to include key ECM capabilities:
ASEAN library services, access control lists (ACLs), metadata management, indexing,
workflow and RM. Current platform versions, SharePoint 2016 and SharePoint
Which is the best ECM application for 2019, include integrated enterprise search capabilities and several features for
your business? team collaboration.

Organizations configure SharePoint to solve a wide range of document
your company management, content management and collaboration problems within an
enterprise. Organizations deploy SharePoint to produce webpages for both
employee-facing and customer-facing websites. SharePoint also delivers
for in an ECM platform blogging and wiki functionality and supports several interfaces for sharing
information with social media platforms -- publicly through Facebook and
LinkedIn, as well as privately through services such as Yammer.
your organization
SharePoint runs both on premises and in the cloud. SharePoint Server is the
on-premises package, delivering ECM, business intelligence and enterprise
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search capabilities. Designed for organizations of all sizes, SharePoint Online

In this e-guide hosts in the Microsoft Azure cloud and is typically bundled with Office 365
subscriptions. SharePoint also supports hybrid deployments where
Australia needs better cloud and data organizations benefit from the flexibility of the cloud, while maintaining on-
premises security for sensitive content.
SAP outlines approach to data Relying on Microsoft OneDrive for Business, SharePoint supports file sync-and-
management share capabilities with mobile devices. SharePoint 2019 includes a modern user
experience, featuring responsive website design capabilities that look good and
Keeping Commvault on its toes in scale appropriately on smartphones and tablets, as well as on full-screen web
ASEAN browsers.
Finally, the SharePoint platform integrates with many enterprise applications

and can manage unstructured business documents, such as scanned invoices,
your business?
bills of lading and material safety data sheets, for ERP and CRM applications.
SharePoint APIs make it easy to integrate with applications within the Microsoft
ecosystem. SharePoint also supports Content Management Interoperability
your company
Services for direct integration with other ECM platforms.
Checking all the boxes: What to look OpenText Content Suite Platform targets enterprise information
management, governance and compliance
OpenText Content Suite Platform, the company's stalwart ECM product,
Five ways ECM software can benefit manages business documents and other types of unstructured content within an
your organization organization. It supports full content lifecycle capabilities, from creation and
capture, to archiving and disposition. Deployed either on premises or in the
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cloud, the platform delivers a unified, centralized enterprise information

In this e-guide management environment, connecting people and processes across an
extended enterprise.
management capabilities Designed for use by large organizations, OpenText Content Suite Platform
encompasses eight major components:
 OpenText Content Server provides a central repository for managing
management
business documents and other kinds of content. It features enterprise-
grade document management capabilities, including library services,
Keeping Commvault on its toes in multilayer security, access controls, content navigation, enterprise search
ASEAN and workflow. It includes a browser-based, responsive UI that can be
customized by roles and projects and adapt to device screen sizes. The
repository also supports content sharing for team collaboration, as well
Which is the best ECM application for as content reporting for tracking content usage.
your business?  OpenText Imaging Enterprise Scan supports content capture and OCR
indexing from scanners and electronic documents, including faxes, email
messages and other report formats.
 OpenText Enterprise Connect enables users to continue to connect to
your company
Content Server directly from desktop applications, such as Microsoft
Office and Adobe Acrobat.
Checking all the boxes: What to look  OpenText Connected Workspaces provides templates and scripts for
creating ECM-enabled business applications. Workspaces incorporates
business information managed by external applications, such as SAP,
SharePoint and Salesforce. Workspaces aggregates unstructured
Five ways ECM software can benefit content, structured data, people and tasks to support a common
your organization business function, such as a sales opportunity or a project.
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 OpenText Records Management supports records classification and

In this e-guide disposition schedules. It applies RM metadata, classifications and
disposition tags to files stored within the repository. Record
classifications map to retention schedules and remove records from the
collection at the end of their lifecycle.
management capabilities  OpenText Archive Center utilizes RM to support rules-based, policy-
driven archiving and content governance.
 OpenText Tempo Box provides secure file sync-and-share capabilities
with content stored on mobile devices, including remote wiping of mobile
management
content stores.
 OpenText Directory Services provides centralized enterprise directory
Keeping Commvault on its toes in services for user management.
ASEAN
OpenText provides a range of development tools, so it is the best ECM to
enable organizations to develop applications on top of Content Suite and
your business? integrate with other enterprise applications. Content Server supports RESTful
APIs for integration with web-based services.
Exploring the best ECM software for OpenText Documentum manages documents within the
your company enterprise
OpenText Documentum is an ECM platform for managing business documents
across the extended enterprise. Acquired from Dell EMC in January 2017, it is a
highly scalable, fault-tolerant platform. It is the best ECM software for large
enterprises with extensive document collections, such as engineering design
Five ways ECM software can benefit documents or new drug applications, that rely on Documentum to support
your organization
essential business operations.
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The Documentum platform includes multiple key components:

In this e-guide
 At its core, Documentum ECM is a shared central repository for securely
storing and managing different types of business documents.
 Documentum xCP is a development platform that includes a rich set
of BPM tools, designed to help companies automate high-volume,
information-intensive processes, such as case management.
SAP outlines approach to data  Running within a web browser, Documentum D2 provides the UI
management capabilities for accessing enterprise content stored within the shared
repository.

The Documentum platform integrates with additional components that address
ASEAN
particular business requirements:
Which is the best ECM application for  Captiva is a set of ECM tools that automate document captureand
your business? transform information for content management systems, classifying data
for subsequent business processing.
 Document Sciences provides tools for producing high-volume
Exploring the best ECM software for personalized documents, such as insurance policies.
your company  Syncplicity provides secure file synchronization and sharing capabilities
to mobile devices.
Documentum provides multilanguage support and localization, perhaps making
it the best ECM software for globally distributed content management
environments. It includes content analytics capabilities to automatically
extract metadata and classify content. It offers federated search capabilities to
your organization
retrieve documents from multiple repositories. The Documentum ECM tools
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suite supports both proprietary and open source APIs to deliver customized
In this e-guide enterprise application environments.

Oracle WebCenter Content delivers a scalable ECM application
Many companies find Oracle WebCenter Content as the best ECM software for
managing unstructured content across the entire content lifecycle. Oracle
SAP outlines approach to data WebCenter Content helps enterprises simplify their enterprise application
management infrastructure by managing business documents and other content types
through a single, consistent application.
ASEAN Through Oracle WebCenter Content, businesses overcome information silos
where disparate applications manage the content. Companies can enhance
their productivity and optimize content distribution, consolidating ECM into a
your business? single application.
Oracle WebCenter Content features an extensive set of ECM capabilities,

including:
your company
 full library services, including checkout/check-in and version

Checking all the boxes: What to look management;
for in an ECM platform  ACLs to determine the security and permissions for editing and viewing
content;
 while stored in native formats, document conversion on the fly to other
Five ways ECM software can benefit formats, including HTML conversion for web publishing;
your organization  scanning documents and then utilizing Oracle's OCR tools to produce
machine-readable text;
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 tailoring to produce context-specific metadata for content classification;

In this e-guide  For Microsoft Office users, checking documents into and out of the
central repository directly from their desktop applications;
 mobile apps that make managed content accessible on smartphones and
tablets;
management capabilities  document retention and lifecycle management, including support for DoD
5015.2-STD v3, a federal RM standard; and
 embedded workflows to streamline cross-company business processes.
management
Using prepackaged adapters, Oracle WebCenter Content integrates with many
popular enterprise applications, including PeopleSoft, Siebel, JD Edwards,
Primavera, Microsoft SharePoint and Office 365.
ASEAN
Editor's note
Using extensive research into the ECM market, TechTarget editors focused on
your business?
the vendors that lead in market share, plus those that offer traditional and
advanced functionality. Our research included data from TechTarget surveys,
as well as reports from other respected research firms, including Gartner and
your company
Forrester.
Checking all the boxes: What to look Next Article


your organization
Page 41 of 55
E-guide
In this e-guide
Checking all the boxes: What to look for in
Australia needs better cloud and data an ECM platform

management
Before investing in an enterprise content management platform, it is crucial to
develop a clear understanding of business needs and content management
requirements. Some companies might need document management capabilities
ASEAN
that provide content analytics, while another company's priority may be
integrating managed content with a customer relationship management
platform, ERP system or other enterprise application. Clarifying business
requirements and priorities upfront will help ensure that everyone in the
your business?
company is on the same page as they navigate the market in search of the right
software.
your company
The best way to clarify company needs is to develop a set of must-have
features to identify the right product. The list will help develop a request for
Checking all the boxes: What to look proposal (RFP) and depends on the business challenges the company
discovered. Here's a list of items to consider.

Establish must-have ECM capabilities and features
your organization If document management is a priority, these enterprise content management
(ECM) platform capabilities should be on the list:
Page 42 of 55
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 provides a network-accessible content repository that accommodates

In this e-guide large -- multi-terabytes and above -- data stores;
 supports the content lifecycle from information capture to organization,
storage, retention and, finally, disposition (irreversible destruction);
 supports text, images, videos, compound documents, 3D objects and
management capabilities other content-oriented file types;
 provides seamless capabilities for managing email and incorporating
special-purpose repositories as required;
 supports content capture from external systems, such as document
management
scanners and syndicated feeds;
 supports file organization and mapping in ways that meet the business
Keeping Commvault on its toes in objectives of the organization -- traditionally, this includes a hierarchical
ASEAN file plan where files are stored within folders and based on predefined file
naming conventions;
 takes stock of approaches to virtual filing -- consider when content is
Which is the best ECM application for moved to and/or mapped within physical storage devices;
your business?  supports access controls and permissions to create, read, update and
delete files within the repository;
 supports library services for document checkout/check-in and procedures
for resolving file update conflicts;
your company
 provides metadata management capabilities to tag files by predefined
keywords, as well as automatically generated attributes, such as
date/time values;
 provides extensive and flexible security capabilities that utilize the
existing enterprise security architecture of an organization wherever
possible;
Five ways ECM software can benefit  provides easy interoperability between an ECM platform's other back-
your organization office systems, such as customer relationship management
(CRM), ERP and sales force automation (SFA) applications; and
Page 43 of 55
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 provides capabilities to search content by keywords, document

In this e-guide descriptors and other predefined attributes.
If records management is a priority, look for an ECM platform that:

 supports all relevant document security, governance and operational
standards a company needs to adhere to, such as the Sarbanes-Oxley
SAP outlines approach to data Act for financial services or the Health Insurance Portability and
management Accountability Act for healthcare;
 manages content retention at the document level and, within a compound
document, at the individual file (or section) level;
Keeping Commvault on its toes in  maintains files within the ECM repository and/or moves them into a
ASEAN special-purpose records management repository;
 supports a rules engine for content distribution, archiving and disposition;
 includes an audit log to help verify document processing throughout its
lifecycle;
your business?
 provides alerts that signals steps throughout the lifecycle of content;
 supports an enterprise search engine to enable content retrieval based
on predefined keywords, tags and labels that describe individual files;
your company
and
 enables users to create metadata tags for records to be
cataloged according to business rules.
for in an ECM platform If workflow is a priority, you need an ECM platform that:
 provides a workflow engine that pushes documents through a series of

sequential steps designed to support formally defined business
your organization
processes;
Page 44 of 55
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 provides capabilities for document review and approval and then passes
In this e-guide off to the next step in the process -- this includes commenting capabilities
to explain decisions, as well as routing steps when the document is not
approved;
 presents workflow steps within the context of familiar work environments
management capabilities -- for example, approval requests may be presented in a web browser,
within a Microsoft Office app, within email or within a desktop client
experience;
 supports mobile experiences on smartphones and tablets;
management
 provides an administrative dashboard so that process owners can track
the status of items within workflow processes; and
Keeping Commvault on its toes in  provides a workflow design environment for specifying the steps and
ASEAN content sources when defining the business processes; wherever
possible includes capabilities for nontechnical users -- those who are
familiar with the application and can specify workflow steps without
Which is the best ECM application for having programming skills.
your business?
If web publishing is a priority, you should expect ECM to:

 produce content for internal intranets or external (customer- and partner-
your company
facing) websites;
 provide capabilities to automatically convert files stored within the shared
Checking all the boxes: What to look repository to native web-based formats, such as converting Word to
for in an ECM platform HTML;
 ensure that content is rendered correctly and in its full fidelity when
displayed within a web browser; and
Five ways ECM software can benefit  provide automated tools for publishing updates on a scheduled and/or
your organization event-based basis.
Page 45 of 55
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Integration requirements
In this e-guide
If integration among ECM applications from multiple vendors and/or other
enterprise applications is important, must-have capabilities should include:
management capabilities  support for Content Management Interoperability Services for
interconnecting ECM repositories from multiple vendors;
 application-level APIs for integrating the ECM repository within related
enterprise applications, such as an organization's CRM, ERP or SFA
management
application; and
 support for enterprise-wide single sign-on and access to enterprise
Keeping Commvault on its toes in directory services.
ASEAN
Finally, make a list of must-haves for deployment, performance and
administration:
your business?
 provides the deployment capabilities to run either on premises or in the
cloud, including public, private and hybrid cloud infrastructures;
Exploring the best ECM software for  scales up or down to adjust to your changing business needs;
your company  enables automatic backup of content;
 provides a retrieval time that's suitable to company needs when it needs
to restore backed-up content;
Checking all the boxes: What to look  includes scripting tools and enables scheduled execution of script;
for in an ECM platform  includes tools to monitor and manage disk space; and
 provides administration tools that make it easy to design and manage
workflows, to configure content lifecycles and to define access control
lists.
your organization
Page 46 of 55
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Once a company identifies a list of must-have features, the next step is

In this e-guide to create an RFP and then look at the market-leading products to identify the
ones that best meet the business's specific requirements.
Australia needs better cloud and data Geoff Bock contributed to this report.
Next Article
management

ASEAN

your business?

your company


your organization
Page 47 of 55
E-guide
In this e-guide
Five ways ECM software can benefit your
Australia needs better cloud and data organization

management
Companies considering an enterprise content management investment should
start out by asking whether the potential benefits justify the costs. ECM
software requires money, time and effort to implement.
ASEAN
It's important to justify the investment with clear examples of return on
investment and operational efficiency. But what critical content management
Which is the best ECM application for needs can a company address by implementing an ECM system?
your business?
Consider whether the company has to adhere to industry-specific regulations or

Exploring the best ECM software for government oversight around how they handle documents. Companies can also
your company justify enterprise content management (ECM) as a resource to help ensure
compliance with regulations.
Another way to justify the investment is to look at how other businesses use
ECM tools to address a variety of challenges with content management, and to
find out which specific ECM capabilities the businesses utilize to meet their
your organization
needs.
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1. Basic file sharing and library services. At its core, ECM begins with basic
In this e-guide file sharing and library services managed within a networked repository.
Individuals and groups with predefined access rights and permissions can
Australia needs better cloud and data access the repository and then create, read, update and delete files stored
within it.
SAP outlines approach to data Access controls are usually hierarchical. Individuals can be defined either as
management people with specific names or by predefined roles. ECM tools provide
capabilities to share documents and have mechanisms to notify individuals
Keeping Commvault on its toes in about modified files instantaneously.
ASEAN
Many ECM applications support library services with checkout/check-in
capabilities. Once one person begins editing a file, it can be locked from further
modifications or can provide alerts when changes from one person are likely to
your business?
be overwritten by changes from another.
Exploring the best ECM software for ECM has its origins in the client-server computing era and was initially designed
your company
to operate on premises and behind a firewall. However, with the rapid growth
and acceptance of cloud computing infrastructures, enterprises are changing
Checking all the boxes: What to look how they deploy applications.
As a result, some companies deploy the existing generation of ECM within a

Five ways ECM software can benefit cloud infrastructure. These cloud immigrant ECM systems must compete with a
your organization new ECM generation of content services platforms born in the cloud from
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vendors such as Box and Dropbox, which take full advantage of the flexibility
In this e-guide and extensibility of cloud-based deployments.
Australia needs better cloud and data However, some companies won't move their content to the cloud for security
management capabilities reasons, or they can't do so for regulatory reasons, so they instead opt for on-
premises ECM rather than the cloud.
management
Many companies opt for hybrid ECM deployments, where they place some
content on premises and some in the cloud. Hybrid ECM software can present
licensing and other concerns, including problems configuring enterprise search
ASEAN
functionality to search both repositories. However, some vendors address these
issues with capabilities that allow users to find content across repositories using
a single search.
your business?
Many ECM applications support Content Management Interoperability Services,
an industry standard that allows different vendors' products to interoperate; this
Exploring the best ECM software for is an essential capability within large enterprises that maintain content
your company
management tools from multiple vendors.
Checking all the boxes: What to look 2. Content governance, compliance and records management. For many
for in an ECM platform organizations, managing business documents or other content types is a critical
use case for ECM. Companies subject to compliance or other industry
Five ways ECM software can benefit regulations need ECM software to capture, manage, archive and ultimately
your organization dispose of files after a predefined period.
Page 50 of 55
E-guide
Through tailored implementations, ECM can support compliance with

In this e-guide regulations specific to certain industries, such as the Sarbanes-Oxley Act for
financial services, the federal Health Insurance Portability and Accountability
Australia needs better cloud and data Act for healthcare, as well as compliance requirements for government
industries, including the Food and Drug Administration and the Department of
Defense.
management ECM features that support compliance convert documents from paper to
electronic form and then store them with controlled access for a prescribed
Keeping Commvault on its toes in period. Once the period has elapsed, the application automatically archives or
ASEAN disposes of the content according to predefined policies and procedures.
After capturing data via scanning, many ECM applications also categorize files
to allow easy retrieval and tracking throughout their lifecycles. Some
your business?
applications enable users to tag specific parts of documents, treating them
differently from the rest of the document.
your company
Controlled access is important for content governance and compliance, as well.
ECM can ensure that only individuals with predefined permissions -- determined
Checking all the boxes: What to look by access controls -- can update or view documents stored within a repository.
An organization can thus manage document modification.
Five ways ECM software can benefit In addition, ECM tools can log all actions, providing an organization with the
your organization capabilities to maintain an auditable record of all the changes to documents
within the repository.
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E-guide
3. Business process management. Companies also use ECM to establish

In this e-guide workflows that span departments and geographies to support extended
enterprise and inter-enterprise business processes. These traditional ECM tools
Australia needs better cloud and data have evolved to seamlessly incorporate common personal productivity
applications, such as Microsoft Word and Excel, so employees can use these
familiar tools when viewing or modifying content in the context of a workflow.
management Most ECM software provides tools to help both technical and non-technical
business users define business processes. Most applications provide audit
Keeping Commvault on its toes in controls to track each step of the process and analytic capabilities to help
ASEAN identify inefficiencies and streamline business procedures.
4. Content repositories linked to other enterprise applications. Some

companies use ECM tools as a repository for documents created by other
your business?
enterprise applications, including CRM, ERP, HR and financial systems. These
enterprise systems can seamlessly access, view or modify content managed by
the ECM.
your company
ECM vendors provide APIs that independent developers and systems

Checking all the boxes: What to look integrators can then utilize to allow access to content saved in an ECM
repository, while still allowing users to work within an existing enterprise
application. For example, salespeople can work in a CRM system and still view
Five ways ECM software can benefit contracts and proposals created by another system.
your organization
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E-guide
5. Enabling mobile and remote workforces.Content management tools often

In this e-guide include functionality to allow remote workers to access content from mobile
devices. This is an increasingly important feature for many companies.
management capabilities A cloud-based infrastructure removes the need to establish a virtual private
network connection into the corporate network to access corporate files on the
SAP outlines approach to data go. So, for example, a contractor or developer can use their mobile device to
management access diagrams, photos and other materials saved to an ECM repository in the
cloud.
ASEAN
Most ECM vendors support hybrid cloud deployments, with sensitive information
being stored on premises and other information stored in the cloud for easier
access for the mobile workforce, outside contractors and partner companies.
Enterprises that choose a hybrid ECM deployment get the best of both worlds --
your business?
they maintain tight control of some content while benefitting from cloud services.
Exploring the best ECM software for Many ECM vendors provide mobile apps that allow workers to view and modify
your company
content on their smartphones in a manner specifically adapted to the
constrained environment of a smaller device that may not always be connected.
Checking all the boxes: What to look Other ECM software produces HTML content that different devices can interpret
differently.
Five ways ECM software can benefit Some ECM vendors provide not only view and modify capabilities in mobile
your organization apps, but also offer features that allow mobile workers to participate in
workflows. Mobile users can perform an action on a mobile device and indicate
Page 53 of 55
E-guide
the completion of a step. Users can then pass the content along to the next step
In this e-guide in the business process.
Australia needs better cloud and data Mobile capabilities also enable new kinds of data capture and presentation
management capabilities functionalities. By combining content management capabilities with other data,
for example, a political canvasser can use a tablet to enter new information
SAP outlines approach to data about a political donor without having to start from scratch, as some of that
management information is already stored in a content management system. The canvasser
may also be able to have a more intelligent conversation with that donor about
Keeping Commvault on its toes in increasing his donation or diverting funds to particular causes based on the data
ASEAN available.
Geoff Bock contributed to this report.

your business?

your company


your organization
Page 54 of 55
E-guide
In this e-guide Getting more CW+ exclusive content

As a CW+ member, you have access to TechTarget’s entire portfolio of 140+
websites. CW+ access directs you to previously unavailable “platinum members-
only resources” that are guaranteed to save you the time and effort of having to
track such premium content down on your own, ultimately helping you to solve
your toughest IT challenges more effectively—and faster—than ever before.
management
Keeping Commvault on its toes in Take full advantage of your membership by visiting
ASEAN
www.computerweekly.com/eproducts
Which is the best ECM application for Images; stock.adobe.com
your business?
© 2019 TechTarget. No part of this publication may be transmitted or reproduced in any form or by any means without
written permission from the publisher.

your company


your organization
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Beat The Data Deluge

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Beat The Data Deluge

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E-guide

Beat the data deluge

Checking all the boxes: What to look

Five ways ECM software can benefit

Worldwide, technology analyst firm Gartner predicted a 17.3% surge in demand

It pointed to an era when enterprises would need a sophisticated grasp of cloud

stages of cloud maturity – although it identified Singapore, Australia and New

Five ways ECM software can benefit

GorillaStack, however, tends to get called in to work with a company that is

Which is the best ECM application for

Ramneek Gupta, managing director and co-head of venture investing at Citi

SAP outlines approach to data

Keeping Commvault on its toes in

Which is the best ECM application for

Exploring the best ECM software for

Checking all the boxes: What to look

Five ways ECM software can benefit

Which is the best ECM application for

By bringing together various data management capabilities – including master

management challenges from an integrated perspective, along with a consistent

“This type of data orchestration of structured and unstructured data can be

Which is the best ECM application for

Exploring the best ECM software for

Checking all the boxes: What to look

Five ways ECM software can benefit

Like most established enterprise technology companies, backup, recovery and

How is Commvault doing in the ASEAN region, especially with the

What has the take-up of subscription licensing been like?

licensing model, we’ll probably see opportunities increase as more

Exploring the best ECM software for Next Article

Checking all the boxes: What to look

Five ways ECM software can benefit

Pat Brans, independent consultant/affiliated professor

Integrating ECM with other enterprise applications

If the primary concern is integrating with enterprise applications from Oracle or

to integrate with enterprise applications already running within a Microsoft

However, if the company wants to customize a platform by integrating an ECM

Cloud-based file sync-and-share services

configured to accommodate the requirements of midsize companies and can

Integration with other enterprise systems. ECM applications will integrate

Image recognition. Recent advances in image analysis algorithms, which now

Five ways ECM software can benefit The final word

platform requires consideration of business objectives, existing software and in-

Keeping Commvault on its toes in

Which is the best ECM application for

Exploring the best ECM software for

Checking all the boxes: What to look

Five ways ECM software can benefit

Geoffrey Bock, principal

Organizations have a range of choices. Here's a snapshot of eight important

Australia needs better cloud and data

As an open source vendor, the company also delivers Alfresco Community

 document lifecycle management from creation to disposition;

Exploring the best ECM software for

the checkout/check-in library services and hierarchical access controls of a

Box Platform is a consistent architecture for managing almost any type of

compliance and data protection standards, including GDPR, Health Insurance

IBM Business Automation Workflow enables customers to analyze content

Exploring the best ECM software for

search capabilities. Designed for organizations of all sizes, SharePoint Online

Finally, the SharePoint platform integrates with many enterprise applications

cloud, the platform delivers a unified, centralized enterprise information

 OpenText Records Management supports records classification and