Content Management Briefing UNIVERSITY of CALIFORNIA April 11th 2007 Kevin L. Munoz, IBM Client Representative, University of California System Tom Talone, IBM Enterprise Content Mgmt. Solution Architect Dave Ziony, IBM Enterprise Content Mgmt. Software Specialist

Introduction Tom Talone, IBM - Content Management Software Architect PROFESSIONAL PROFILE: Twenty-One Years with IBM, 15 Years within the Image and Content Management Industry, 10 Years of Image and Content Mgmt Implementation Experience, IBM Certified Software Architect, IBM Certified Content Management Software Engineer, IBM Certification Board Member, Member of the IBM Content Management Architecture Review Board, Team Lead for IBM Americas Content Management Competency Team, Authored IBM and External Publications re Content Management Best Practices.

Agenda IBM Content Management Briefing Introductions and Goals of this Session The Enterprise Content Management (ECM) Market Landscape IBM’s ECM Portfolio, Components & Architecture Discuss Best Practices for ECM Phased Implementations Close

Content Management Challenges . . . 85% of information is unstructured, outside a database The avg Fortune 500 co. has ~150TB of storage, some are growing at 1TB day 30% of people’s time is spent searching for information Effective disk utilization is <50%, with 20-40% wasted space 60%-80% of workers can’t find information they need Data and content growth is now estimated at 64% annually As most organizations are discovering, the use of an Information Lifecycle Management system is no longer an optional or discretionary item, it is vital, necessary and required, which makes its success visible. Or, that approximately 30% of people’s time is spent looking for information? It is no easy feat and is the very thing that keeps us up at night. There is no doubt that we are bombarded with information on a 24/7 basis. What’s worse is that the creation of information continues to multiply and grow with each passing year which is making it a business imperative to find better ways to successfully manage business content. How can a business be competitive if 85% of its content is unstructured and if 42% of its transactions are still paper-based? Not only is it difficult to capture and manage information effectively, but what about the significant amount of time and money lost in terms of employee and organizational productivity? As much as 30% of your staff’s time is spent searching for relevant information? Note also that there are key challenges stemming from the storage and information retention side: the need to keep information to comply with regulations OR to comply with good business practices; the need to protect that information so that it is not inadvertently deleted or modified; etc. Explosive data growth coupled with years of decentralized IT management practices have allowed customers' storage environments to grow out of control. They have evolved into expensive, complex systems with fragmented data and legacy management processes. IBM's Information Lifecycle Management solution is designed to help these customers effectively manage and store their information over its lifecycle based on its value to their business operations. So, lets start with the facts: Storage now accounts for over 15% of total IT budgets Data growth is now estimated at over 50% annually --- The average fortune 500 company is running close to 150TB of storage by now and some industries such as healthcare and life sciences are growing their data at one TB a day. And, in most cases, disk usage is under 50%, with 40% redundancies There are a number of problems at the Enterprise Level:, Most companies’ information storage and management systems are inefficient and fragmented. Most Companies don’t have the ability to manage information based on its value to the business which results in excessive costs and missed service level objectives. In addition, explosive data growth is overloading legacy systems such as resulting in significant performance degradation Enterprises have to think in terms of the TBs, PBs & Exabytes 81% of business is conducted on unstructured information IT searches to reduce costs, drive strategic standards, and do more with less Sources: IBM & Industry Studies, Customer Interviews

The Information (content) Dilemma and Business Challenges How to effectively manage the surge in criticality, value and volume of data Ability to effectively access and gain insight once stored and across the enterprise How to integrate with existing applications and the environment What organizational structure or culture changes need to occur Ability to define and agree upon an ECM Architectural Blueprint (Strategy, Vision and Definition) The need to cost justify an ECM solution and strategy. Information Growth time volume RISK? Add an arrow growing exponentially over time and label it Data <space bar> What is really interesting here is that nobody really knows how much data growth there is, or what growth is expected over a certain period. We all just know this fact to be true. Ask you client what they think their data growth is, or if this “data” line is valid. Most customers so far agree We have found that FTEs are probably a constant. You should ask your customer if they expect to hire more people to manage data in the near future. The answer is probably no. <space bar> What will happen is that the ability to “effectively” manage data in the future will most likely not keep up with the amount of data as it grows, if nothing else changes. <space bar> The gap between Storage Service Delivery and Data is RISK. The key questions are: how do they know where they are in the risk gap, which way is the Storage Service Delivery arrow really going up or down, and are they acting fast enough up to keep up with the data growth? Costs are increasing as well, perhaps not as fast as Data but generally customers agree. <space bar> After adding RISK to the chart, begin to list on the right the causes and identifiers of RISK. <space bar> Another way to view the graph is a very simple equation. In order to reduce risk, you can either decrease the numerator – have less Data, or increase the denominator – improve the Storage Service Delivery. <space bar> Manageability Challenges

What is Enterprise Content Management? Archive / Dispose Web Site Content Images Fax Graphics, art, logos CD-ROM Portals Desktop Authoring Tools Rich Media Scanned images Web & Portal Content Existing Content eMails and IMs ECM Platform & Services Security Library Services Rendition Management Search Workflow Application Integration Enterprise Applications Retain Access Manage Store Create / Capture Repository Taxonomy Control Content Federation Lifecycle Management Documentum is the only platform that allows you to manage content wherever it comes from… through it’s lifecycle… to wherever it needs to go. Content can be CREATED with any authoring tool, or application… and by any user inside, or outside of your organization… in any format. Content can be MANAGED… with automated processes… using workflow and lifecycle capabilities… with the necessary security and audit trails… as well as transforming the content into other formats as needed. Content can be personalized for delivery… and then DELIVERED at the right time to any device, application, or user

What is Content? The amount of information is growing every year Over 80% of enterprise information is unstructured ---------------- 56% of IT executives will increase spending on ECM in next 12 months (Forrester) 60% of Global 2000 organizations will standardize on a strategic ECM framework (Meta) X-rays Images Rich Media Manuals Audio & Video Instant Messages Unstructured Email & Attachments Forms Structured Checks Rows and Columns What all of these key business drivers have in common is that at the heart of the challenge is the management of rich, unstructured content. PDFs Contracts Documents Claims Paper Web Pages Invoices Records XML

Enterprise Content Mgmt: End-to-End Management Records or Retention Management Review Edit Final Version Access Control Retention Retire Create Capture Collect Version Publish Collaboration Document Mgmt, Imaging, eForms, Web Content Mgmt, e-Mail Mgmt, Digital Asset Mgmt, . . . Content Management Business Process Mgmt - BPM (Workflow) Storage Management (Tiered Storage) Enterprise Content Management

ECM Capabilities Need to Address 4 Key Constituents Address policy requirements Deliver “Services” as directed Maintain consistent policies Automate related business processes DEPARTMENT HEADS / MANAGERS MANAGE USERS / CONSUMERS Access information in context of processes Use information to make better decisions, faster Find, share, and analyze Staff Library Faculty Researchers Students Admissions External agencies Web tools . . . CONTENT AUTHORS Easily create and capture All types of content By people or processes CREATE CONTENT LEVERAGE This is a pivotal chart in this deck because it really drives home the importance of the Content, Process, Compliance and Search capabilities in successfully meeting the ECM pain points across the enterprise. It also addresses the vast array of content types and use cases that need to be addressed, highlighting the complexity of the industry. It also sets up the fact that IBM needed to acquire FileNet to rapidly get all capabilities and skills to fully address all the needs of this market in a timely manner and enhance business value to customers. So, how will IBM deliver on that strategy? By continuing to build out the portfolio to add greater capability. This is because the number of users of who NEED and WANT ACCESS to Content is growing, while the content-value chain continues to be around managing content from creation through disposition. As this slide illustrates, the ECM realm is composed of different constituents with different requirements. It also illustrates that the traditional ECM usage pattern is for business transformation, and points to the horizontal line between authors and users. Content authors are concerned with content creation, which is historically the first focus of ECM, and includes every imaginable capture method – from scanner to medical devices to cameras, desktop tools to XML authoring to GIS, CAD and mapping applications. Business Users access the information in the context of processes, which is where BPM comes in . It’s critical that Business Managers maintain consistent policies to address compliance requirements while automating and controlling business processes and the distributed environments. The importance of the new role that business managers have on policies and controls for risk and compliance, aspects such as records management, is vital to a corporation’s continued success. Those are at times more or less independent or even at odds with the dialog between authors and users, and the growing importance of CM as it becomes mission critical and governed. Business Users must be able to access information in context of processes, to find, share and analyze information to make better decisions, faster. IT managers and developers need ECM to help them leverage the investments they have made in other technologies. and to archive and retain content as needed. In addition, IT/developers must be able to quickly build and deploy solutions, and ensure agility through open architecture and standards. IBM recognizes the importance of solution builders, since content is just another information type. There is an explosion underway in the number of applications that will use unstructured information. Hence the growing importance to serve this part of the puzzle, with current programming models, improved tools, and a creation of a market share popular base to target. An IBM customer factoid: we have customers who already have literally more than a thousand applications running on their ECM platform All these Use Cases require R&D. As a result, small vendors cannot engineer to all these Use Cases. . We believe that ECM is the next ERP market and could grow into a $10M category in a few years. Through the FileNet acquisition, IBM has acquired 600 engineers in development, 4000 partners, a large numbers of well qualified sales specialists and over 200 industry solutions to successfully meet the needs of this complex market in a timely manner and enhance business value to our customers. BUILD Leverage existing investments Archive and retain content as needed Quickly build and deploy Ensure agility through open architecture and standards IT / DEVELOPERS

Why? Too often content is created by authors working in isolation Walls and stovepipes are created Content is created, recreated, and recreated Content gets lost Multiple versions Unauthorized access We are drowning in information Can’t find related information Can’t bridge information silos Need for collaboration

Why? The carrot that is being dangled Faster, more precise business, academic and student processes; Greater support for the discovery of information; Stronger service efforts through improved customer knowledge; Easier collaboration among employees, students and Faculty Higher capability for joining separate document sources and Integration with campus applications Reducing labor and supports costs

How: A Unified Enterprise Content Management Strategy Content Management systems provide a scalable service for the storing, processing and management of unstructured content. APPLICATION Department 1 - Human Resources Department 2 - Admissions Department n - Campus Police User Interface User Interface Application 1 For example: - Digital Asset Mgmt Image Processing Application 2 For example: - eForms Processing Web Content Mgmt Application n For example: eMail Management Document Mgmt API Application Interfaces Business Logic Business Logic API (interface) layer Content Repository ------------------------------------------------------------------ Low-level Functionality Security / User mgmt Workflow / Messaging Infrastructure Resources Database / File system / Storage ENTERPRISE CONTENT MANAGEMENT SERVICE ------------------------------------------------------------------ Low-level Functionality Security / User mgmt Workflow / Messaging Infrastructure Resources Database / File system / Storage Content Management Service (interface) Layer

Agenda IBM Content Management Briefing Introductions and Goals of this Session The Enterprise Content Management (ECM) Market Landscape IBM’s ECM Portfolio, Components & Architecture Best Practices for ECM Phased Implementations Close

Combining the Power of IBM and FileNet Market Leader in Content, Process and Compliance Expanded Choice for Customers Broadest and most comprehensive product line in the market Wider range of capabilities to meet all enterprise requirements Faster Time to Value Largest set of business solutions and partners available More global industry expertise and application delivery capabilities Leading Business Innovation Continued investment and enhancements across both platforms Industry’s largest Content Management R&D investment

Silos versus Vendor Suites - The Battle for Market Share Vendor Suites and Components Silo Products and Solutions

Trends: Content Management Systems and Architectures Portal SOA Unified Framework ECM Adoption of SOA, JCR, WS, … Flexible and dynamic user interfaces required Integration with desktop applications Enterprise Search & Discovery Business Process Mgmt (BPM) Content federation Records & Retention Mgmt Archiving & Compliance Content-Enabled “Applications Analysis Search Applications Business Process Management Services Oriented Architecture Content Federation Repository - Unstructured Content Database Platform Storage

IBM’s Enterprise Content Management Framework CLIENTS Portals & Web Apps LOB & ISV Solutions Desktop Applications User Services Federation / Integration SERVICES Application Services Records & Retention Management Forms Management Report Management Web Content Management Image Capture Document Management e-Mail Management and Compliance Search & Discovery Business Process Management Collaboration & Communication Digital Asset Management Solutions and services that provide the ability to Create, Capture, Manage, Process, Deliver and Archive all forms of digital content. Repository services to support and enable applications; Taxonomy, Security, Document Services, APIs, Web Services, JCR, Storage Interface, Auditing, Replication, . . . REPOSITORIES IBM FileNet Repository IBM Content Mgr Additional Content Sources Organizations must also content-enable applications, to improve productivity and decision making by providing the ability to create and leverage relevant content as part of the business process. This includes capturing the content created and received across the organization, and providing integrated access to that content from within existing business applications. In addition, organizations must manage the business processes across these areas, automating and streamlining business activities to improve agility and make better decisions, faster. Tools, processes and technologies to manage physical assets and enable ECM Storage Services Storage Services Compliance Tiered Storage Data Management Mgmt Console SVC - Virtualization

IBM’s ECM Framework – Use Case #1 CLIENTS Portals & Web Apps LOB & ISV Solutions Desktop Applications User Services Federation / Integration SERVICES Application Services Records & Retention Management Forms Management Report Management Web Content Management Image Capture Document Management e-Mail Management and Compliance Search & Discovery Business Process Management Collaboration & Communication Digital Asset Management Imaging and Retrieval “Framework” / Solution Organizations must also content-enable applications, to improve productivity and decision making by providing the ability to create and leverage relevant content as part of the business process. This includes capturing the content created and received across the organization, and providing integrated access to that content from within existing business applications. In addition, organizations must manage the business processes across these areas, automating and streamlining business activities to improve agility and make better decisions, faster. REPOSITORIES IBM Content Mgr Repository IBM FileNet Repository Additional Content Sources Storage Services Storage Services Compliance Tiered Storage Data Management Mgmt Console SVC - Virtualization

UCSD IBM Proposed Department Solution (Logical Model) Content Management Briefing UCSD IBM Proposed Department Solution (Logical Model) HR Department User Access Search & Retrieval Desktop Capture & Index HR Department - Capture Image Capture Processing Release Batch Capture and Index UCSD Microsoft Active Directory Image Capture and Long-Term Storage Server Storage Mgmt System Department N Department N - Capture Image Capture Processing Release User Access Search & Retrieval Image Capture and Long-Term Storage Server Storage Mgmt System Desktop Capture & Index Batch Capture and Index

HR Department - Capture Batch Capture and Index Content Management Briefing UCSD IBM Proposed Departmental Capture with Centralized Storage Solution HR Department HR Department User Access Search & Retrieval HR Department - Capture Image Capture Processing Release Batch Capture and Index Desktop Capture & Index UCSD Microsoft Active Directory Long-Term Storage and Retrieval Server Centralized Storage Mgmt System Department N Department N - Capture Image Capture Processing Release User Access Search & Retrieval Desktop Capture & Index Batch Capture and Index

Folder (Taxonomy) Implementation Options Content Management Briefing Folder (Taxonomy) Implementation Options IBM Content Manager Workflow and Repository HR Employee Information Campus Police Accts Payable Enterprise W-4 Standards of Conduct HR IBM Content Mgr Departmental Employee Information W-4 Standards of Conduct

IBM’s ECM Framework – Use Case #2 CLIENTS Portals & Web Apps LOB & ISV Solutions Desktop Applications User Services Federation / Integration SERVICES Application Services Records & Retention Management Forms Management Report Management Web Content Management Image Capture Document Management e-Mail Management and Compliance Search & Discovery Business Process Management Collaboration & Communication Digital Asset Management Federation “Framework” / Solution Organizations must also content-enable applications, to improve productivity and decision making by providing the ability to create and leverage relevant content as part of the business process. This includes capturing the content created and received across the organization, and providing integrated access to that content from within existing business applications. In addition, organizations must manage the business processes across these areas, automating and streamlining business activities to improve agility and make better decisions, faster. REPOSITORIES IBM Content Mgr Repository IBM FileNet Repository Additional Content Sources Storage Services Storage Services Compliance Tiered Storage Data Management Mgmt Console SVC - Virtualization

Simplifying Access to Content thru ECI or Federation (Enterprise Content Integration) It seems that everyone is looking for information, but no one can find anything. Many call this the information overload. We see four key challenges that organizations face as they attempt to get value out of all the information assets that exist across the enterprise. The first is that information is isolated in multiple silos typically created by individual departments but the needs of information consumers typically cut across an organization. Many companies have tried to standardize on a single content management system to try to get their arms around this problem but have been unsuccessful because the subject matter experts that create the content are unwilling to modify their existing tools and workflow. Resolving inconsistent search experience embedded in different content repositories provides a better user experience IBM FileNet DCTM Shared Drives OpenText Stellant Shared Drives Search capabilities vary across content sources with inconsistent interfaces

Content Integration Services - User Screen Content Management Briefing Content Integration Services - User Screen Provide a single point of access to all documents associated with the customer, regardless of where they are stored With a holistic view of information, a CSR can provide seamless customer service across different product lines. Venetica allows applications to work across disparate systems, such as those acquired through a merger.

Agenda IBM Content Management Briefing Introductions and Goals of this Session The Enterprise Content Management (ECM) Market Landscape IBM’s ECM Portfolio, Components & Architecture Best Practices for ECM Phased Implementations Close

ECM: Build vs. Buy Content Mgmt “Product” Components (Buy) Buy what you can, Build what you must. Mgmt Services Operational Services Firewall Intranet Support Services Process Services Presentation Services Application Services Integration Services Legacy Systems Firewall Security Services Content Services Storage Services Internet

Enterprise Content Management (ECM) Solution Methodology Add’l Component Phases Phase n Phase 2 Solution Outline Macro Design Micro Design Build Cycle Phase 1 Deployment Deployment ECM Component “B” Deployment Deployment Legend Phase 1 / 1st Application ECM Component “n” Deployment Follow-on Phases / Additional Applications

IBM’s Enterprise Content Management Framework CLIENTS Portals & Web Apps LOB & ISV Solutions Desktop Applications User Services Federation / Integration SERVICES Application Services Records & Retention Management Forms Management Report Management Web Content Management Image Capture Document Management e-Mail Management and Compliance Search & Discovery Business Process Management Collaboration & Communication Digital Asset Management REPOSITORIES IBM FileNet Repository IBM Content Mgr Additional Content Sources Organizations must also content-enable applications, to improve productivity and decision making by providing the ability to create and leverage relevant content as part of the business process. This includes capturing the content created and received across the organization, and providing integrated access to that content from within existing business applications. In addition, organizations must manage the business processes across these areas, automating and streamlining business activities to improve agility and make better decisions, faster. Storage Services Storage Services Compliance Tiered Storage Data Management Mgmt Console SVC - Virtualization

Agenda IBM Content Management Briefing Introductions and Goals of this Session The Enterprise Content Management (ECM) Market Landscape IBM’s ECM Portfolio, Components & Architecture Best Practices for ECM Phased Implementations Close