EDMS Systems Put It All Together

You don’t need to shop separately for imaging, document management, workflow and COLD. EDMS is now deployed as a strategic infrastructure, rather than a tactical solution. Doculabs looks at seven solutions.

As the products evolved, however, the distinct categories in the EDMS market began to overlap. Today, it no longer makes sense for organizations to address their various document-oriented applications in isolation when they can leverage multiple EDMS services. End-user organizations and vendors alike recognize the strategic potential of integrated solutions — solutions that provide DM, imaging, workflow and enterprise report management in a single system. Forward-thinking organizations look beyond narrow requirements and component-based solutions, regarding EDMS as an infrastructure layer for enterprise information management.

The benefits can extend far beyond reducing paper or finding documents faster. Integrated solutions can mean reduced development, maintenance and training costs, with a simplified means for rolling out enterprise solutions one application at a time. EDMS thus becomes a strategic, rather than merely a tactical, solution.

There are plenty of vendors in the market today that claim to offer comprehensive systems. For end-user organizations, the question is twofold: just how integrated are today’s EDMS integrated solutions, and can they in fact deliver full EDMS functionality?

To address these questions, Doculabs conducted a benchmark comparison of EDMS systems from seven vendors: FileNet, Hyland Software, Identitech, Optical Image Technology, Optika, TIMS and USI. We also looked at how the products differed, and considered the kinds of applications for which each is best suited.

We found some products that are close to delivering on the promise of integrated solutions, and others that have some distance to go to support truly integrated EDMS.

Why Integrated Solutions?

Doculabs defines an EDMS integrated solution as a single, integrated system that provides DM, imaging, workflow and COLD/ERM functionality. It requires a single interface and a single logical repository that makes it easy for users to find the documents they need to complete their job functions. An EDMS integrated solution also requires a common back-end architecture with centralized administration.

This approach offers many business benefits. Because an integrated solution brings all document- and process-oriented technologies into a single system, the benefit for administrators is simplified maintenance. For users, the benefit is a single point of entry, thereby reducing the cost of training and eliminating the need for users to know or care where documents reside. And because these solutions provide a wider range of technologies, they offer the potential to appeal to a broader user base — thereby standing a better chance of acceptance by all users across the enterprise and maximizing the organization’s investment in the technology.

From the IT standpoint, integrated solutions require less effort to implement than component-based, “best-of-breed” systems using technologies from multiple vendors. EDM systems facilitate rapid application development and simplify integration with other systems, such as enterprise resource planning (ERP) applications. Deploying an integrated solution ensures a single point of contact and support for the technology, potentially resulting in fewer problems with software upgrades than might otherwise be encountered in systems using products from multiple vendors.

For end-user organizations looking at EDMS integrated solutions, what are the most important product factors to consider? We identified three major areas of comparison: general product capabilities, configuration and administration and system architecture.

Overall Capabilities

In this category, we were looking at the overall capabilities of the system. Ideally, we were looking for robust systems that provide multiple full-fledged EDMS capabilities (DM, imaging, workflow and COLD/ERM) that are tightly integrated in a single system. In addition, we were looking for a common or unified user interface, giving users a single point of entry into the system. Finally, we were looking for features geared toward simplicity of use, such as the ability to search multiple repositories, Windows NT shell-level integration, etc.

OIT’s Total Solution was the most outstanding in this category, providing all EDMS services in a tightly integrated package. The solution also provides extremely comprehensive and granular functionality in each EDMS area, and includes a robust object server that intelligently manages all storage for the system.

Hyland’s OnBase and Identitech’s FYI were also impressive, providing strong integration of DM, imaging, workflow, and COLD/ERM, as well as Web support. Both products provide a single user interface for seamless access to all documents and EDMS functions and a single back-end database and repository to manage all file types.

The other products that we evaluated excel in different areas. TIMS’ Saperion provides front-end and back-end integration of all functional categories and includes compound document support. However, the COLD/ERM component lacks comprehensive support of complex print streams such as Metacode and AFP.

USI’s e.Power lacks a COLD/ERM offering but does provide out-of-the-box records management (RM) capabilities using Provenance ForeMost, a DOD 5015.2-certified records management system. It was the only system we evaluated that included a true records management component.

Optika’s eMedia currently lacks true DM functionality out of the box, but Optika’s recent alliance with Harbinger Corporation will integrate eMedia with Harbinger’s family of TrustedLink electronic data interchange (EDI) and Web-based electronic commerce products. Coupled with eMedia’s own capabilities, the integration will allow Optika to bring back-end document services to extranet applications and e-commerce initiatives.

FileNet’s Panagon IDM Desktop provides client-level integration of DM, imaging, and workflow. Although the system currently lacks an integrated COLD/ERM system, we expect to see integration of this component in the future, as well as a single back-end repository and database.

Configuration and Administration

In this category, we were looking for systems that are easy to manage but still offer the flexibility to tune the system to meet a broad range of user and organizational requirements. For example, we were looking for centralized administration for managing the entire system (rather than requiring separate administration for each EDMS component). We also wanted the ability to leverage features of the operating system, such as user IDs and security. Finally, we were looking for development simplicity for getting applications up and running quickly, while also providing development flexibility for customizing the applications as needed.

We found significant variability in this category. Some products provide a central administration module that handles everything, making it easier to configure users, permissions, libraries and server parameters. For example, TIMS’ Saperion uses the standard client as the administration interface for the entire system, making life simple for administrators and even allowing business managers to perform some administration tasks. The system also leverages Windows NT security, users and groups, and it uses a straightforward configuration process that isolates administrators from database setup. However, TIMS does not currently support remote administration via the Web.

Identitech’s FYI and Optika’s eMedia provide both robust administration and flexibility, including remote administration over the Web. FYI’s toolkit approach to application development and integration provides the APIs its channel partners need to build vertical solutions and integrate with third-party systems. eMedia was developed to address supply chain management and its flexibility is found in features such as its ability to import virtually any file type (e.g. EDI and other legacy data).

Hyland’s OnBase was strong on flexibility, providing as many integration interfaces and components as possible out of the box, giving Hyland’s channel partners a great deal of leverage for building a broad range of solutions. However, while overall administration was notable, we found the COLD/ERM report definition editor unnecessarily complex and difficult to use.

Other highly flexible systems included OIT’s Total Solution, USI’s e.Power and FileNet’s Panagon IDM Desktop. On the administration side, OIT lacked on workflow reporting and auditing, and did not provide remote administration via the Web. But for flexibility, OIT provided the greatest out-of-the-box flexibility.

By virtue of its integration with PC DOCSFulcrum and Provenance, USI’s administration contained different access points for DM, RM and workflow. But for flexibility, USI excelled in pre-built legacy integration hooks for rapid custom integration with existing systems. In addition, its workflow component was both extremely flexible and easy to administer. Like OIT, USI does not currently provide remote administration via the Web.

System Architecture

This category is important because it considers how well a system fits into current environments. Specifically, we were looking for systems with three-tier architecture and the ability to scale the system to meet the needs of large numbers of users and high transactions. We were also looking for the ability to leverage other architectural components, such as operating system capabilities or middleware. Finally, we were looking for products that offer Web capabilities and the ability to integrate with strategic infrastructures such as those for e-commerce.

Architecturally, Optika’s eMedia and OIT’s Total Solution show the most advanced designs. The eMedia solution was built specifically for extranet and intranet environments and its three-tier architecture includes ActiveX and COM components to handle the low-level processes that many applications require. Its import module is very flexible and configurable. Virtually any file format can be imported and indexed into eMedia, including EDI and content from legacy systems.

OIT’s Total Solution was the most granular system we evaluated, allowing the system to scale down to the object level and be optimized for specific environments. In addition, the system uses a three-tier architecture in which one or many instances of servers and components can be run on one machine or distributed across many machines.

Identitech’s FYI and FileNet’s Panagon also offer strong three-tier architectures for supporting very-high-volume transactions. For FileNet, a three-tier architecture is offered with a Web client implementation, but the system still uses a two-tier architecture for standard Windows clients. Both Identitech and FileNet provide industrial-strength imaging and workflow capabilities. On the downside for FileNet, the imaging and DM repositories are still separate. Once these repositories are combined, FileNet will be in a very strong position to implement the IDM Desktop throughout an enterprise.

USI’s e.Power is definitely architected for production-level applications in terms of volumes and numbers of users. However, the DM and RM portions of e.Power depend on PC DOCS and Provenance respectively, both of which still utilize two-tier architectures.

TIMS’ Saperion is deployable over an enterprise in collaborative and unstructured environments, but is not optimized for production-level applications where image-intensive capture and robust workflow are required. Moreover, Saperion still utilizes a two-tier architecture, except when using Web clients exclusively.

Hyland Software’s OnBase offers both two-tier and three-tier architecture solutions. In addition to having out-of-the-box integration with COLD/ERM, imaging, DM and workflow, it also provides data mining capabilities through Monarch. Its print file concatenation and automatic document cross-referencing capabilities were also very impressive and unique. However, API calls are currently required to search multiple repositories.

What’s Ahead for EDMS Integrated Solutions

Two key changes in the marketplace will drive the growth of EDMS integrated solutions. First, Year 2000 (Y2K) initiatives will come to an end, freeing up significant corporate IT budget dollars and resources that can be dedicated to other initiatives, including EDMS integrated solutions. Secondly, corporate Web initiatives, specifically e-commerce initiatives, will continue to grow. These e-commerce initiatives will require EDMS integrated solutions to support back-end workflow processes, content delivery and documentation.

Thus EDMS integrated solutions will find their way out of the innocuous “cost-saving” capsule and into the revenue-generating domain, where the need is more compelling to any business. U

John Balla is a senior analyst and Linda Andrews is a technical writer with Doculabs (Chicago, IL), an advisory firm specializing in information management technologies. For Doculabs’ comprehensive study comparing the EDMS integrated solutions mentioned in this article, contact them via e-mail at info@doculabs.com, or call 312-433-7793.

Server: Image Services - Windows NT, HP-UX, IBM AIX, Sun Solaris; Document Services - Windows NT, HP-UX

Client: Microsoft Windows 95, Windows NT 4.0

Database: Microsoft SQL Server, Oracle

Pricing: 100-user IDM Document Services: $1,000 per user (includes client software, developer toolkit, distributed server software)

300-user IDM EDMS Services System: $3,000 per user (includes client software, developer toolkit, distributed server, distributed services, capture, printing, optical drivers)

Key Points:

• Provides front-end integration of EDMS services and a better-than-average Web client

• Strong vendor that can leverage a large customer base and industry experience

• Windows NT shell integration makes the system seamless and easy to use

• Back-end systems are not yet tightly integrated, and COLD/ERM component is not integrated

• Best suited for organizations that primarily need industrial-strength imaging and workflow for a line-of-business application, with modest COLD/ERM and DM requirements

Reader Service Number 210 at ProductInfo

Server: Windows NT, Unix

Client: Windows 95, 98, NT

Database: Microsoft SQL Server, Oracle, Sybase SQL Studio

Pricing: Base system (includes COLD/ERM, imaging and application DM for 10 concurrent users) is $32,000, and $1,000 per additional concurrent user client. The cost of the base system plus workflow is $47,000 and $2,000 per additional concurrent client. All other software priced on a modular basis.

Key Points:

• Strong integration of DM, imaging, COLD/ERM, workflow

• Includes data mining and automatic document cross-referencing capabilities

• COLD/ERM definition editor is not graphical and is cumbersome

• Best suited for organizations that need strong EDMS integration, system flexibility and configurability, and helpful features such as data mining, print file concatenation, and document cross-referencing

Reader Service Number 211 at ProductInfo

Server: Microsoft NT 4.0 (Sun Solaris and Linux available later this year)

Client: Windows 95, 98, and NT (Sun Solaris and Linux available later this year); Web clients: any platform supporting Oracle, Microsoft SQL Server or Sybase

Database: Oracle, Microsoft SQL Server, Sybase (ODBC)

Pricing: Average starter system: $50,000, scaling to enterprise or global license options

Key Points:

• Strong integration of DM, imaging, COLD/ERM and workflow, along with a better-than-average Web client

• Can add and modify documents over the Web

• Uses a single back-end repository and database

• Best suited for organizations that need a strong Web client along with features such as replication servers and server clustering to support high-volume transactions over an enterprise or line of business

Reader Service Number 212 at ProductInfo

Server: Windows NT

Client: Windows 95, 98, NT; Macintosh, OS/2, Unix, Linux

Database: Oracle, Microsoft SQL Server, Sybase, Informix, Ingres, DB/2, Sybase SQL Anywhere, Gupta, etc., with native and ODBC connections to most major database servers

Pricing: Lowest-end workgroup series: $5,000 for a server and starts at $425 per concurrent seat. Enterprise series starts at $20,000 for each server and $850 per concurrent seat

Key Points:

• Provides robust and tightly integrated components for DM, imaging, COLD/ERM and workflow

• Extremely granular three-tier architecture

• Lacks workflow auditing and reporting

• System is highly flexible, but can be intimidating for some administrators

• Best suited for organizations that need seamless EDMS integration for enterprise deployments that require extensive out-of-the-box functionality.

Reader Service Number 213 at ProductInfo

Server: Windows NT

Client: Windows 95, Windows NT

Database: Microsoft SQL Server, Oracle, Informix, Sybase, Informix

Pricing: Pricing based on concurrent users and number of product components. Approximately $1,975 per user for 100 users of imaging, DM, workflow, and COLD/ERM

Key Points:

• Provides robust EDMS services in the context of e-commerce for supply chain or value chain management over the Web

• Solution is both Web-centric and Windows NT-centric

• No true DM capabilities out of the box

• Best suited for organizations that need EDMS as well as Web and EDI support for supply-chain management or e-commerce applications

Reader Service Number 214 at ProductInfo

Server: Windows NT, 9x

Client: Windows NT, 9x, 3.x

Database: Microsoft SQL Server, Oracle, Informix, Sybase, DB2, Centura and most other ODBC databases

Pricing: Starts at $30,000 per server and $750 per client seat

Key Points: