10 points workFile ECM has over SharePoint

This is a post really looking at our own workFile ECM platform and comparing it with Microsofts SharePoint.

Microsoft have been getting into the ECM marketplace for some time now, and with SharePoint 2007, many potential customers of ours (workFile ECM) have asked why should they purchase an ECM platform when they have access to SharePoint for next to nothing purchase price (though many do then look at their licensing terms).

Well here are 10 key fundamentals that separate workFile as a true ECM platform compared to SharePoint.

1. Persistent objects – This is something all ECM platforms have, it is simply a unique pointer to an object within the repository that is there forever, it doesn’t and cannot change. It means that unique ID is that, it is unique and always will be in the case of workFile at pointing to that one object. In SharePoint 2007 often a links are broken when you rename or move a file. In addition, links cannot be sent out in eMails, rather copies of the actual object has to be sent. With workFile, the persistent id (a GUID) can be sent as a link to the object in eMails, saving vast amounts of space and bandwidth.
2. Store once, use many – With workFile ECM you get a pointer to a particular object. This means if the object is filed in a number of folders and locations, it is at the end of the day, still only a single file with the different locations pointing to that file. SharePoint in contrast has a nasty habit of copying the content object and effectively duplicating it throughout the system. This is a big no no especially when taking into consideration the impact on real version control of an object (or what is believed to be a single object in the repository).
3. Records Management – I am not sure SharePoint supports records management? It doesn’t allow you to manage physical objects in an out of the box environment. workFile ECM provides simple records management facilities, allowing records to link to other records and in essence build up a highly structured repository of structured content. In many instances, workFile records management is used to deliver line of business functionality, such as management of customer details, transactions, interactions etc.
4. Flexible indexing capabilities – This can be termed as metadata management, but basically it is using structured fields (index fields or metadata tags) to identify objects within the repository. ShaprePoint does this, but it is a little restrictive, there are no capabilities for inheritance from parent objects or for linking objects to other objects. In contrast, workFile ECM allows inheritance from parent objects and allows content to be linked directly to other content objects. This delivers greater storage, security and most importantly retrieval flexibility
5. Reusable search templates and stored results – workFile ECM delivers the ability for administrators to deliver system wide search templates. In addition, individual users can also create their own search templates and store them against their user credentials. This means that the system quickly provides all the stored search capabilities without the need for any additional configuration. It is also worth noting, that with the workFile Vision application (the out of the box application for workFile ECM) users can very quickly build up any number of simple and advanced stored searches. workFile ECM also allows search results to be stored, again at a system level and at a user level. These results form their own objects within workFile, and as such also inherit security access rights the same as any object within the repository
6. Granular security – Security in SharePoint is good, though a little cumbersome. workFile ECM permits security to be assigned for any object type and its “security level”. There are a number of different security levels within workFile which can be used in conjunction with other security groups and users to explicitly set security across the board or down to an object by object basis. This type of security ensures all content is secured at all times, but makes the life on an administrator far easier.
7. Object history – SharePoint does track major audit events, however the events tracked are not extensive and are not easily accessible through the content object. In contrast, workFile provides capabilities to track all interactions with a given object, including basic interactions such as “viewed object properties” and “object displayed”. Because of this, workFile delivers true accountability for all objects. The object history is also easily accessible to users with the correct security rights to view an objects properties. The complete object history is displayed in a separate properties tab.
8. Storage and migration rules – This is to do with the actual physical storage of a particular file. With workFile ECM you can set up at “class level” where objects are to be physically stored. You can also set up rules to have these objects migrated to other locations after a given period of time. This is especially powerful when using WORM (write once read many) technologies.
9. Retention periods – In SharePoint you cannot set a retention period for a particular type of content, with workFile ECM, you can. At a “class level” retention periods can be set up, with different actions occurring after different retention periods are met. Typically this is a move to a deep archive or an actual deletion of the object from the repository.
10. Out of the box user interface – SharePoint provides a number of facilities out of the box, however workFile ECM with its Vision application delivers a single application to administrators and users alike. It provides a single desktop experience (delivered through the web) that houses all aspects of workFile ECM, including BPM and Case Management module interfaces. It is also a single point of management for online content, such as that within your website or delivered through social networking websites, such as Twitter and Facebook