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NEWGEN SOFTWARE TECHNOLOGIES LTD.
ECM on Cloud in India
A Research on the Future of Cloud in India
Siddharth Subhankar
28-Jun-13
The report shows my exploration into the Cloud Market in India, specifically ECM on Cloud, studying
about the top ECM on Cloud service & solution providers and finding out about the usage of ECM on
Cloud in India among various SMEs & also studying about whether in the coming years ECM on cloud will
be a viable option for SMEs.
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ACKNOWLEDGEMENT
I have taken efforts in this project. However, it would not have been
possible without the kind support and help of many individuals and
organization I worked at. I would like to extend my sincere thanks to all
of them.
I am highly indebted to Mr.Manojit Majumdar, Mr. Deepak Singh &
Mr.Anurag Agnihotri for their guidance and constant supervision as well
as for providing necessary information regarding the project & also for
their support in completing the project.
I would like to express my gratitude towards my parents & members of
Newgen Technologies Ltd. for their kind co-operation and
encouragement which helped me in ensuring the completion of this
project.
My thanks and appreciations also go to my colleague in developing the
project and people who have willingly helped me out with their abilities.
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Table of Contents
ACKNOWLEDGEMENT..................................................................................................................................2
Table of Contents.........................................................................................................................................3
Objectives....................................................................................................................................................4
Introduction.................................................................................................................................................5
What is cloud computing ?.......................................................................................................................5
Review of Literature.....................................................................................................................................6
What are the potential target verticals for ECM on cloud in the present day ?.......................................6
Healthcare................................................................................................................................................7
Manufacturing.........................................................................................................................................7
Educational Institutions ..........................................................................................................................8
Real Estate Organizations ........................................................................................................................8
Law Firms/ Legal Departments.................................................................................................................9
Human Resource Departments................................................................................................................9
Why Healthcare Must Embrace Cloud Computing (A Short Article).......................................................10
Who are the current providers of ECM with Cloud in the Indian market ?............................................13
ECM & Cloud- Why do they coincide ?.......................................................................................................24
Why Cloud is Operationally, Financially & Technically Viable model for ECM ? ........................................25
Newgen’s Market Offering.........................................................................................................................26
OmniDocs on Cloud : .............................................................................................................................26
Research Methodology..............................................................................................................................30
Primary Data (Pain areas identified among verticals)............................................................................32
Data Analysis..........................................................................................................................................33
Observations & Recommendations............................................................................................................34
What is the future of ECM on cloud in India ? ...........................................................................................35
References.................................................................................................................................................36
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Objectives
The objectives of my study is to :
1. To study about cloud computing
2. To find out about the potential verticals for ECM on
Cloud
3. To find out the potential players providing ECM on
Cloud
4. To identify pain areas of various verticals
5. To conduct a research and identify how the cloud market
in India is progressing
6. To record my findings & observations
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Introduction
What is cloud computing ?
Cloud computing is the practice of using remotely located data centers that
are hosted on the internet to store, process, manage and locate data rather
than on local servers. Cloud services include the delivery of software,
infrastructure and storage over the internet based on user demands. In
Layman’s terms, cloud computing lets you use files and applications over
the internet. In a cloud computing system, there's a significant workload
shift. Local computers no longer have to do all the heavy lifting when it
comes to running applications. The network of computers that make up the
cloud handles them instead. Hardware and software demands on the user's
side decrease. The only thing the user's computer needs to be able to run is
the cloud computing system's interface software, which can be as simple as
a Web browser, and the cloud's network takes care of the rest. Cloud
computing is of 3 types:
 Public Cloud Services
 Private Cloud Services
 Hybrid Cloud Services
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Review of Literature
What are the potential target verticals for ECM on cloud
in the present day ?
Cloud computing, in the present day, is mostly prevalent in vertical markets
such as healthcare, education, banking & securities, real estate, energy
sector, manufacturing, insurance, communications and transportation.
According to Gartner, anticipated growth opportunities put these industries
at the top when it comes to global IT spending:
$84,074M – Banking & Securities
$70,683M – Communications
$63,589M – Manufacturing
$34,611M – Insurance
$24,907M – Transportation
$15,000M – Healthcare
$5,000M – Government
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Healthcare
Healthcare is currently one of the most lucrative markets for IT solution
providers, mainly cloud solutions. The main reason behind this is that
healthcare institutions hold a massive amount of data consisting of patient,
employee and pharmaceutical information. Due to the large volumes of such
amount of vital data, its management becomes cumbersome and there is the
never-ending risk of loss of data. Cloud storage is an efficient and easy way
to store vital data for these sort of institutions. Cloud’s versatile nature of
incorporating scalability, reliability, security, anytime-anywhere access &
easy to use capability makes it a very obvious choice for many healthcare
organizations.
Manufacturing
In the field of manufacturing, various manufacturers have established a
presence in emerging markets such as China & India and one of the first
problems they face is trying to connect a remote plant or office to the
company’s central IT hub. In many cases the manufacturer may send an IT
specialists to the host country in order to supervise the set up of the IT
infrastructure and set it running. Also, they may have to stay onsite for a
very long period of time to ensure the remote employees are up to speed
with the new IT systems and there is also the chance that the remote
employees have to be supported for many months until the production
systems stabilize information begins to flow seamlessly from the various IT
systems back to the HQ environment. Therefore all these processes are
bound to drive up the costs very high. Here, cloud again can be a savior. The
manner in which it will be helpful is that cloud will get the new plant online
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and up and running as quickly as possible, with minimum resources being
applied. Cloud based applications will be able to connect plants to an IT
infrastructure using a ‘Manufacturing Cloud Template’, i.e. everything that
is required to get the plant up and running, for example PLM (Product
Lifecycle Management) collaboration tools, ERP (Enterprise Resource
Planning) applications, B2B and community management tools will all
be pre-configured according to a user’s role within the business and they will
be able to be deployed with minimal effort. If Facebook can have 500
million users interacting and exchanging information on their website on a
daily basis then it must be possible to replicate this concept across, say 1000
employees at the new plant and 500 trading partners who may be providing
goods and services on a daily basis to keep the new plant running.
Educational Institutions
Academic and research institutions need to store and publish institutional
content and collaborate on research projects, while at the same time
controlling administrative costs. Institutes also need to maintain student and
employee records, communication documents, accounting records and other
intellectual property.
Real Estate Organizations
Real estate companies deal with huge volumes of paper-based documents in
their day-to-day transactions. Real estate agents spend most of their time on
the field, and documents such as credit reports, mortgage forms, title
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information, contracts, blueprints, site plans etc., should be readily available
to them.
Law Firms/ Legal Departments
Law firms/ legal departments of large enterprises need to manage myriad
types of documents, email and other records, including pleadings, contracts,
leases, etc., related to litigation. In order to draft deal documents or prepare
legal transcripts, legal professionals might need to collaborate on documents,
from different locations. In such a situation a secure and scalable document
repository, which can be accessed remotely, via internet, using mobile
devices becomes imperative.
Human Resource Departments
Human Resource departments are fraught with the challenge of managing
enormous volumes of records such as resumes, reference letters, job
applications, employee records, contract documents, annual reviews,
invoices, etc. HR professionals need to keep track of contract expiration
dates, annual review cycles, etc., and act upon accordingly. Moreover, job
applications or HR inquiries can be received through different channels such
as career portals, e-mails, or physical applications. Managing and
maintaining a database of all such applications/inquiries is tedious and
document-intensive.
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Why Healthcare Must Embrace Cloud Computing (A
Short Article)
A recent study by the firm MarketsandMarkets indicates that the healthcare
cloud computing market, which is only currently about 4% of the industry, is
expected to grow to nearly $5.4 billion by 2017. The cloud migration
process, however, can be daunting for healthcare organizations since they
have to move a ton of data.
Cloud Computing in the Healthcare Industry: Why It Works
Cloud computing and infrastructure security are continually evolving to meet
the growing security requirements of heavily-regulated industries like
healthcare. Legitimate cloud service providers have strict security protocols
designed to comply with different regulatory mandates, including SEC,
Sarbanes-Oxley Act, and HIPAA.
Many cloud service providers have started offering HIPAA-specific
compliant solutions. Healthcare service providers should verify that their
chosen cloud service provider is HIPAA compliant before signing up for the
service. If this information is not provided on the company’s website, call
the sales or support line for more information.
Benefits of Cloud Computing for Healthcare Organizations
While privacy concerns have kept many healthcare organizations
from migrating to a cloud computing solution, the cloud does offer major
benefits to these providers.
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• Security: Online medical records storage is the main reason for using
cloud computing for most healthcare providers. With a recent HIPAA
update, cloud service providers are now as liable for HIPAA
compliance as the healthcare entities they serve. This includes
ensuring that data is encrypted and securely backed up, verifying that
data can be easily recovered, and using permission-based data access.
• Scalability: Unlike on-site hardware infrastructure, you can easily
scale your cloud storage solution to manage ever-growing patient data.
Healthcare service providers generally must keep records for at least
six years. Considering the volume of patient data, the likelihood of
this overwhelming any on-site IT infrastructure is inevitable. The
leading providers of cloud computing, cloud server or storage
solutions are able to adapt to your EMR/EHR load quickly and store
terabytes of your patients’ data in secure, redundant cloud storage.
• Mobility: The increasing demand for physicians’ time often means
they only have the opportunity to review patient records and tests or
do research during evening hours. In the past, this meant being stuck
in the office after hours. With cloud computing solutions, patient
information is readily available. Now, doctors can quickly and easily
pull up medical records remotely. This improves the physician’s
ability to provide high-level care to patients. Patients see a reduction
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in the amount of paperwork that they need to fill out and the time and
stress of disputing incorrect bills.
• Cost Reduction: By adopting cloud-computing solutions, patients,
physician’s practices, and medical organizations experience cost
savings. The patient doesn’t have to endure paying for the same test
twice when they go to different doctors or specialists or if the test
results are lost. Physicians’ medical offices avoid paying for on-site
hardware infrastructure and maintenance in order to securely store
patient medical records. Add to that the costs of new software and
updates to existing software programs and the required on-site IT
personnel. Physicians are able to submit prescriptions and refills
electronically to pharmacies. Cloud computing also increases the
accuracy of reimbursement coding. According to a
report by Healthcare Financial Management and depending on the
scope and size of a healthcare organization, savings benefits of
EMRs/EHRs can amount to upwards of $37 million over a five-year
period.
• Sharing: Cloud computing solutions keep physicians connected with
patients and their colleagues. Referrals to specialists happen in a
timelier manner, and healthcare service providers can easily access
complete patient history and information online. Again, repeat
diagnostic tests are avoided, saving time, money, and patient stress.
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Cloud service providers are now offering a variety of new ways to access
information via cloud applications and microsites designed for mobile
devices. To specifically address the needs of the healthcare industry, cloud
service providers continue to improve technology platforms to improve lab
order entry, pharmacy records management, medical billing, imaging service
requests and more. Cloud companies must start offering HIPAA-compliant
solutions if they wish to meet the demands of healthcare service providers
that need cloud computing services.
Who are the current providers of ECM with Cloud in the
Indian market ?
1. Logica India
Logica’s ECM on Cloud is claims themselves as one of the leaders of
an innovative business model referred to as “cloud computing.” The
software applications and services are deployed as a service and
accessed over the Internet with secured connections. This creates
opportunities to cut costs, purchase applications that would normally
be outside the budget boundaries, streamline processes, improve
communication and innovation, and enable you to more sharply focus
on your core business.
Features
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 Running an application from day-to-day –testing and installing
patches,
 Managing upgrades, monitoring performance handled externally &
delivered
 Reducing client’s costs and allowing their IT department to focus
on core activities.
 An additional component, LogicaLive Connections is a Web 2.0
social software application that empowers employers to be more
innovative and execute more quickly by using dynamic networks
of people, information and applications. Blogs, communities,
Wikis, profiles and so on can be created to share information,
collaborate and create.
Observation: The presence of an additional social software where
the employees can effortlessly exchange information across the
whole enterprise can be a threat in the cloud market. It will make
the market more competitive if they do not charge any additional
cost for it. Also since it is already an experienced competitor in the
field, it will take a lot of work to compete with it.
2. Tata Communications
Tata Communications’ InstaECM provides a cost-effective strategy
to handle an organization’s content. It aims at increasing
organization’s efficiency and direct to shift the focus to core business
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processes while also avoiding the hassles of installing an on-premise
ECM solution. They are targeting large and medium Indian businesses
to harness the power of IT infrastructure without them having to
invest capital, manpower and management resources.
Features
 A unique service that includes digitization, application and
infrastructure management.
 OPEX model of payment which means the customer will pay only
for what he needs & what he uses and can easily scale up as the
business grows.
 An already integrated ECM Suite which includes modules such as
document manager, rights manager, e-forms and workflows plus
additional features like version control, masking, highlighting,
alerts and reports.
 Unlike on-premise content management products, the hosted
InstaECM solution allows additional security controls to be built
into the service
 Their data centers ensure that their customers’ data is completely
secure, and are backed by industry-leading SLAs offering 99.0-
99.5% uptime and 24x7x365 L1 support.
Observations: The presence of such a big conglomerate means that
it can be very difficult to gain a foothold in the volatile and growing
cloud market. Their strength lies in their sheer size and the amount
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of enterprises they can handle at a single given time. rate of output
production is high which is a threat.
3. IBM India
IBM Smart Business Storage Cloud can help deploy high-
performance, scalable storage-virtualization solution to generate
growth and innovation at lower operational costs.
Features
 a unified management platform to help reduce outages and storage
management labor demands and costs, and advanced data
replication for cost-effective business continuity and disaster
recovery.
 Helps reduce operating costs and total cost of ownership (TCO) by
as much as 50 percent, through storage consolidation
 Enhances innovation and productivity by facilitating simplified
data access and improved scalability
 Offers ongoing management expertise to support data storage
environment
 High-performance, scalable and flexible, & security-rich cloud
storage
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 Enabling rapid implementation of a scalable, global file storage
system with flexibility in deployment and management options.
Observations: IBM is one of the largest players in the IT sector in
the world. They have a huge and innovative workforce and a driven
sense of achievement which can be a threat. They are an
internationally recognized enterprise and also have been present in
the cloud market for quite a long period of time and already many
firms are using their solutions. There is also the possibility of firms
choosing them over others because of their duration of their life
span in the IT sector as well as innovation history.IBM's transition
from a more technology-centric focus to one emphasizing line-of-
business and industry solutions, such as case management, content
analytics, imaging and capture, and information life cycle
governance, is starting to pay off. But still has to make a name for
itself in India.
4. OpenText
OpenText ECM Suite, Content Lifecycle Management gives
organizations the right mixture of industry leading Enterprise Content
Management tools to manage content throughout its entire lifecycle to
create business value and achieve strategic success.
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It will allow to :
 Integrate content into business processes & management of it
 Deliver and share content in its full business context
 Enhance content security and integrity
 Integrate seamlessly with other 3rd
party vendors
 Manage large volumes of information
Features
 Fully featured, highly scalable, Web-based document management
provides a secure, single repository for organizing and sharing
enterprise content.
 Workflow automates processes, such as change requests and
approval, for accuracy and consistency. Processes can be designed
graphically, according to corporate or regulatory standards.
 Imaging transforms physical records into valuable digital assets.
Scanned information is indexed and classified with customizable
metadata to make it fully searchable.
 Records management enables full lifecycle management of all
enterprise content, electronic or physical, enabling you to control
retention and ensure destruction at the right time.
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 Intelligent storage management optimizes storage according to
business context and metadata, leveraging less expensive media
and provides high-end storage reduction services.
Benefits
 Increase personal and team productivity
 Meet corporate aims to reduce risk
 Reduce storage costs and total cost of ownership
Observations: One of the world leaders in ECM. Still has to get a
proper foothold in India. It hasn’t really expanded its business to a
very large extent in India but in the coming future it can be a very
tough competitor.
5. HP Autonomy
HP TRIM is an enterprise document and records management
solution that simplifies the capture, lifecycle management, security,
and access to information. It enables organizations to more easily
comply with governance and regulatory obligations and provides
authoritative records of business activities, while ensuring transparent,
policy-based lifetime management of all information, regardless of
format, system, or source.
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TRIM provides knowledge about information that helps organizations
know what to retain, what is needed for legal and operational
purposes, and what is ready for disposition.
Features
 Choices include on-premise, cloud, hybrid, or appliance
deployments to reduce costs and mitigate risk
 Management of physical and electronic content, including
SharePoint, to simplify access, improve productivity, and increase
efficiency
 Managing risk with real-time policy enforcement, compliance,
supervision, and surveillance capabilities
 Simplify compliance obligations by using a single governance
platform to apply retention and disposition rules automatically
across all records
 Manage content in-place to eliminate the expensive, time-
consuming task of moving it to a centralized repository
 Secure business records from inappropriate access and misuse
Benefits
 Increase in productivity, transparency, and efficiency by reducing
uncontrolled content overgrowth
 Minimization of the threat of fines, sanctions, and reputation loss
through improved compliance and increased defensibility
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 Reduce legal discovery, investigation, audit, and storage costs with
solid retention and disposition capabilities
 Ensuring secure, scalable records management using a single
platform with integrated governance, legal hold, and eDiscovery
modules
 Centralized information lifecycle policy control for all enterprise
content
 Highly configurable solution with a demonstrably faster ROI
Observations: One of the most well recognized cloud providers in
India. Majority of the legal firms in India use Autonomy’s services.
It can be a difficult task in entering the legal vertical with Autonomy
owning the majority market share.
6. Alfresco
Alfresco in the cloud is a fully managed SaaS offering that helps
organizations keep control of its content while providing the users
with powerful ways to access their content securely on any device,
anywhere. It also allows the users to work securely with third-party
organizations, with an easy invite and security model that allows their
organization to control access and maintain compliance as appropriate.
Features
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 Provision of an open platform to organizations with the
capability to implement multiple APIs which the organizations can
customize and personalize according to their needs
 Provision of a secure extranet for organizations, where the users
can collaborate and share content securely with their partners,
customers and prospects.
 Provision of a secure mobile access to content without the burden
of VPNs and having to open up internal systems to the Internet. It
acts as a perfect “on-the-go” solution for sales teams that need
quick and easy access to the latest sales collateral from marketing
on their iPad, or the executives who require secure access to their
documents on the road.
 Provision of a secure synchronization of content across all the
organization’s users’ devices while maintaining enterprise control
and scalability. Dropbox doesn’t have this.
 Provision of a secure repository that can be connected to other
cloud services like Salesforce, to keep organizational content
stored in one place.
 By using their hybrid ECM solution, organizations can even
inject content from these cloud services into their business
processes.
Benefits
 No need to maintain complex infrastructure and processes to work
securely with third parties outside the organization.
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 Allows users to adopt the latest consumer tools with BYOD model
and synchronization across all their devices, at scale and cost
effectively.
 Providing a central repository for the organization’s cloud services
so they can keep control of their content in the cloud cost
effectively.
 Implementation cycle amounting to a few hours serving to 100s or
1000s of users across an organization, and reduce their need to
depend upon time consuming on-premise solution
 Manage and maintain a rigid on-premise infrastructure, allowing
employees to focus on new projects and innovations for their
organization.
 Seamlessly connect the on-premise systems and processes with
cloud using Alfresco’s hybrid ECM solution.
Observations: It can be a tough competitor because of its open
platform feature that it provides preconfigured in its product
which will enable organizations to customize their interface by
having the option to add multiple APIs and make it entirely user
friendly. But still not a very intimidating market share.
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ECM & Cloud- Why do they coincide ?
Managing volumes of paper based documents is in today’s date one of the biggest
frustration that hampers productivity of staff in any and every business
organization. People spend hours of unproductive time on storage, archival, sharing
and retrieval of paper. In order to look for some particular information, one needs
to flip through the entire file, one page at a time which becomes highly
cumbersome. Working in a paper based environment also restricts the access to
information, hindering internal work processes and collaboration across the
enterprise. Moreover, the operational costs associated with management, retrieval,
preservation, transfer and delivery of physical documents are very huge.
Therefore we can infer, that how critical an efficient and effective Enterprise
Content Management System is for the success and productivity for every kind of
business. And since the requirement of such a system is really important and vital
for an organization, there is a need to focus on the operational, financial and
technical viability of the options available to an enterprise.
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Cloud is one of the solutions one must consider while framing an organization’s
overall Enterprise Content Management System strategy; particularly if the
organization is a SME (Small or Mid-sized Enterprise) or a specific department of
a large enterprise with the need to set up a separate document management system
(DMS).
Why Cloud is Operationally, Financially &
Technically Viable model for ECM ?
With the advent of a distributed and a mobile workforce, that needs to access
business information from places that might be located outside the corporate
firewall, it has become necessary for organizations – large or small – to look at
ways to manage business content efficiently. Cloud represents an opportunity for
businesses to share and collaborate on documents, and access critical information
from anywhere, at anytime and using any kind of device be it mobile phone or
tablet or a laptop and without committing to huge initial investments on hardware
and licenses associated with on-premise installations. All the expenses for storage,
management, maintenance and support are included in the monthly rental fee.
On-Premise Solutions Cloud-based Solutions
• Long implementation cycles • Rapid Deployment
• Dependence on IT resources
( hardware and software)
• No IT involvement
• Huge upfront investments on
hardware and software license
• No upfront investments
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• Recurring costs associated with
maintenance, backup and
troubleshooting
• Pay-per-use (includes storage,
software, backup and support)
• Expensive and time consuming
upgrades
• Real-time upgrades at no extra costs.
Newgen’s Market Offering
OmniDocs on Cloud :
1. What is OmniDocs ?
OmniDocs is an Enterprise Content Management (ECM) platform for
creating, capturing, preserving, managing, delivering and archiving large
volumes of documents and content. It also seamlessly integrates with other
enterprise applications and enables these to manage structured and
unstructured content.
OmniDocs handles Scanned Document Images, Electronic Documents,
Emails and Electronic Data output from other applications with equal
efficiency and ease.
OmniDocs enables seamless collaboration, communication and knowledge
sharing across and beyond the enterprise.
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OmniDocs has helped leading organizations across the globe to improve the
effectiveness and efficiency of information management within their
businesses, ensuring that the right information is accessible to the right user
when and where it is required.
OmniDocs on Cloud provides a new, cost effective alternative to traditional
ECM solutions that gives enterprises complete access to the various
functionalities of Newgen’s ECM system, while ensuring maximum
security and privacy of intellectual property. Essentially, the solution helps
in creating, capturing, managing, storing, preserving, archiving and
delivering large volumes of content. It handles scanned document images,
electronic documents, emails and electronic data output from other
applications with equal efficacy and ease.
The solution offers enterprise class integration facilities with external
business systems, and robust file sharing capabilities. The ECM is hosted on
Amazon Web Services’ public cloud infrastructure, and offers infinitely
scalable online storage capacity, to suffice the growing number of users
utilizing the solution. Also, Newgen backs - up the data in various data
centers to provide anywhere - anytime access to the data.
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2. Key Features
 Unified repository for all documents and folders across the organization
including electronic files, physical documents, word processing
documents, PDF files, graphic images, audio files, videos and emails
 Comprehensive document scanning, indexing and storage. OmniDocs on
Cloud comes with OmniScan web scan. Indexing with Business values
can be done while scanning
 OmniDocs on Cloud can be accessed through a web browser from any
geographical location. No installation is required.
 Indexing on custom fields at folder/document
 OmniDocs on cloud comes with a linear workflow with maker checker
capabilities. Maker-Checker features for dual authorization in user/group
operations
 Comprehensive reports for monitoring
 Configurable password policies
 Comprehensive and easy-to-set access rights control with inheritance
 Specific rights at document level for sharing
 File processing workflow (Multiple file processing)
 Full text and strong index-based search. Also folder and document
property based search.
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 Annotations such as sticky notes, stamps on image and electronic
documents
 Document Check-In, Check-Out and Version Control
 Extensive audit reports and audit trails (Comprehensive Audit Logs are
maintained for all operations done on documents in the repository)
 Uploading of multiple files in the repository possible through multiple
file upload feature
 Dynamic Linking of Documents across folders
 HTTPS support security
3. Solution Benefits
 Scalability: Quick and easy ramp-up to match business growth
 Rapid Deployment: Deployment within weeks
 Reliability & Availability: 99% uptime guarantee; Redundancies for
server, network & storage
 Allows organizations to shift focus to critical business activities,
eliminating non-productive tasks associated with archival and retrieval of
documents
 Move from CAPEX, fixed cost infrastructure to a new paradigm, based
on transactional, “pay as you go”, fee-based model
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 Security: Extremely secure computing environment with VPN & HTTPS
Research Methodology
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The research design used in this project is the exploratory and descriptive design.
Through the exploratory method the terms and background information has been
establishes such as:
 the meaning of cloud computing,
 its present market share
 Why is cloud computing necessary
 The various verticals where cloud computing is making a foothold etc.
Through the descriptive design the types of verticals have been identified from
where the data has been analyzed from. The verticals include :
 Healthcare
 Legal
 Education
 Construction & Real Estate
 Pharmaceuticals
The sampling technique that is being used here is cluster sampling where clusters
from each vertical will be taken together and an approximate analysis will be made
as to how many people prefer cloud computing and how many don’t. The clusters
have been taken from the above mentioned verticals.
NEWGEN SOFTWARE TECHNOLOGIES LTD.
ECM on Cloud in India
32
Primary Data (Pain areas identified among verticals)
On interaction with different prospects and extensive research, I have been able to
identify a few number of pain areas among different verticals.
Education institutes face a daunting task of managing a lot of paperwork such as
research journals, account books, case studies, patents, student & employee
records. attendance sheets, admissions applications etc. Also they have the fear of
losing important documents as they do not usually have a properly integrated
system of documents management.
Construction firms have to store, preserve & manage building plans, site
registration papers, blueprints etc. Furthermore, they need to have these as well as a
lot other kinds of documents when they are on-site and carrying them from site to
site becomes a big issue. It becomes a very impractical & cost consuming activity.
Legal firms are usually using physical form of documents like agreements,
contracts, drafts, resolutions, statutes, affidavits etc. And since the volume of these
documents is huge, therefore legal firms find it difficult to manually manage them
and when they need to find a certain piece of information from these documents, it
becomes a very difficult and time consuming task. Further, there is also the fear of
loss of data due to misplacement or destruction of the subject matter.
NEWGEN SOFTWARE TECHNOLOGIES LTD.
ECM on Cloud in India
33
Data Analysis
From the continued interaction with Newgen’s prospects, the team has, in total,
interacted with 212 people from all across different verticals. Out of the 212
companies contacted, 33 have shown an interest in considering switching to DMS
on cloud. This shows that around 15.6% companies are considering switching to
cloud in comparison with 84.4% who do not want to switch.
Sample Size = 212
Preference to Switch = 33
Preference to not Switch = 179
NEWGEN SOFTWARE TECHNOLOGIES LTD.
ECM on Cloud in India
34
We can clearly see that people are very much apprehensive when it comes to cloud
computing. Even with an attractive price structure, the idea of cloud still isn’t as
familiar with many companies across different verticals.
Observations & Recommendations
The above shown data interprets that the cloud market in the country is still very
much unexplored.
 The basic fundamentals of cloud computing is not very popular among the
verticals & people prefer to stay with the conventional form (on-premise
installations) of storing & managing documents.
 They believe that it is more reliable as they will always have possession of
the documents under their roof.
 They fear that their data could get into the wrong hands.
The idea of cloud has grown many folds all over the world as well as in India
among major businesses. But small & medium-sized businesses are still in the dark
when it comes to cloud storage. Therefore the following points need to be taken
into notice in order for the cloud platform to gain a foothold in the country:
 Spreading awareness about “what is cloud computing”
NEWGEN SOFTWARE TECHNOLOGIES LTD.
ECM on Cloud in India
35
 Describing the benefits of storage on cloud above on-premise storage across
SMEs
 Creating more and more internet portals so that SMEs can get familiar with
the idea of cloud
 Holding of more & more Cloud based summits in the country like Amazon
Web Services does
 Promotion of cloud based products through various means of communication
What is the future of ECM on cloud in
India ?
The cloud market in India is still a very virgin market. ECM on cloud especially is
quite rare in India. The market is still in its initial stages and a very handful of
enterprises provide these services. Industry leading companies such as OpenText &
Alfresco still have to gain a foothold in the Indian market. Therefore we can infer
that it is going to be a long time till the cloud market, especially ECM on Cloud
gets completely explored in India. Analysts have predicted that the cloud industry
in India is expected to grow to a value of around $443 million in 2013 & to around
$1.08 billion by 2015. The experts are predicting exponential growth but there is
also the need of awareness among SMEs that cloud in the way forward. The
companies who will adopt ECM on cloud computing in the near future are sure to
have a much better generation of revenue than they are having now as many non-
core activities will be nullified with adoption of cloud services. But the enterprises
that don’t adapt to cloud are going to have a difficult time as their competition will
NEWGEN SOFTWARE TECHNOLOGIES LTD.
ECM on Cloud in India
36
be churning out a higher turnover and also automating many of its business
processes which will further ensure that their firms work as efficiently as possible.
Since the SMEs are very sensitive to pricing, the attractive pricing of cloud is
certain to grab their attention. ECM on cloud will provide SMEs a platform to
elevate the level of their business processes. In the current scenario, ECM on cloud
is not very much common among enterprises but in the near future more and more
enterprises are going to adopt this service and This shows that with a little more
push of the cloud services, specifically ECM on Cloud towards SMEs, the future of
cloud can become very assuring and profitable.
References
http://www.infoworld.com/t/cloud-computing/how-it-will-be-blown-bits-208216
http://www.infoworld.com/t/cloud-computing/the-4th-wave-of-cloud-computing-will-be-vertical-
217511
http://searchitchannel.techtarget.com/feature/What-are-the-top-three-IT-vertical-markets-in-2012
http://www.dummies.com/how-to/content/what-is-cloud-computing.html
http://www.howstuffworks.com/cloud-computing/cloud-computing.htm
http://pro.gigaom.com/blog/cloud-computing-growth-by-vertical-markets-its-not-going-where-its-
needed/
http://www.forbes.com/sites/centurylink/2013/05/02/why-healthcare-must-embrace-cloud-
computing/
NEWGEN SOFTWARE TECHNOLOGIES LTD.
ECM on Cloud in India
37
http://www.gxsblogs.com/morleym/2011/02/how-will-cloud-computing-benefit-the-manufacturing-
industry.html
http://www.logica.in/we-are-logica/media-centre/brochures/enterprise-content-management-in-the-
cloud/
http://www.tatacommunications.com/enterprise/instantperformance/instaecm.asp
http://www.tatacommunications.com/news/release-view.asp?
d=TataCommunicationsExpandsitsCloudOffering
http://www.opentext.com/2/global/products/products-document-management/products-opentext-
content-lifecycle-management.htm
http://www-935.ibm.com/services/in/en/it-services/smart-business-storage-cloud.html
http://www.newswiretoday.com/news/125985/
http://www.alfresco.com/news/press-releases/alfresco-outlines-regional-blueprint-india-operations-
launch
http://www.alfresco.com/products/cloud
http://www.opentext.com/2/global/company/company-offices-apac/company-offices-india2.htm
http://www.opentext.com/2/global/products/opentext-cloud.htm
http://www.opentext.com/2/global/products.htm
http://protect.autonomy.com/protect/products/records-management/trim/index.page
http://www.slideshare.net/newgensoft/cloud-bpmecm
http://computer.financialexpress.com/interviews/1349-we-are-aggressively-working-toward-increasing-
our-cloud-based-revenues
http://www.itvoice.in/?p=9471
https://cloud.newgensoft.com/newgensaas/adminlogin.jsp
http://www.newgensoft.com/cloud
http://www.vicisoft.com/resources/GartnerReport.pdf
http://www.crmsearch.com/india-clouds.php
NEWGEN SOFTWARE TECHNOLOGIES LTD.
ECM on Cloud in India
38

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ECM on Cloud in India

  • 1. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India A Research on the Future of Cloud in India Siddharth Subhankar 28-Jun-13 The report shows my exploration into the Cloud Market in India, specifically ECM on Cloud, studying about the top ECM on Cloud service & solution providers and finding out about the usage of ECM on Cloud in India among various SMEs & also studying about whether in the coming years ECM on cloud will be a viable option for SMEs.
  • 2. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 2 ACKNOWLEDGEMENT I have taken efforts in this project. However, it would not have been possible without the kind support and help of many individuals and organization I worked at. I would like to extend my sincere thanks to all of them. I am highly indebted to Mr.Manojit Majumdar, Mr. Deepak Singh & Mr.Anurag Agnihotri for their guidance and constant supervision as well as for providing necessary information regarding the project & also for their support in completing the project. I would like to express my gratitude towards my parents & members of Newgen Technologies Ltd. for their kind co-operation and encouragement which helped me in ensuring the completion of this project. My thanks and appreciations also go to my colleague in developing the project and people who have willingly helped me out with their abilities.
  • 3. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 3 Table of Contents ACKNOWLEDGEMENT..................................................................................................................................2 Table of Contents.........................................................................................................................................3 Objectives....................................................................................................................................................4 Introduction.................................................................................................................................................5 What is cloud computing ?.......................................................................................................................5 Review of Literature.....................................................................................................................................6 What are the potential target verticals for ECM on cloud in the present day ?.......................................6 Healthcare................................................................................................................................................7 Manufacturing.........................................................................................................................................7 Educational Institutions ..........................................................................................................................8 Real Estate Organizations ........................................................................................................................8 Law Firms/ Legal Departments.................................................................................................................9 Human Resource Departments................................................................................................................9 Why Healthcare Must Embrace Cloud Computing (A Short Article).......................................................10 Who are the current providers of ECM with Cloud in the Indian market ?............................................13 ECM & Cloud- Why do they coincide ?.......................................................................................................24 Why Cloud is Operationally, Financially & Technically Viable model for ECM ? ........................................25 Newgen’s Market Offering.........................................................................................................................26 OmniDocs on Cloud : .............................................................................................................................26 Research Methodology..............................................................................................................................30 Primary Data (Pain areas identified among verticals)............................................................................32 Data Analysis..........................................................................................................................................33 Observations & Recommendations............................................................................................................34 What is the future of ECM on cloud in India ? ...........................................................................................35 References.................................................................................................................................................36
  • 4. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 4 Objectives The objectives of my study is to : 1. To study about cloud computing 2. To find out about the potential verticals for ECM on Cloud 3. To find out the potential players providing ECM on Cloud 4. To identify pain areas of various verticals 5. To conduct a research and identify how the cloud market in India is progressing 6. To record my findings & observations
  • 5. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 5 Introduction What is cloud computing ? Cloud computing is the practice of using remotely located data centers that are hosted on the internet to store, process, manage and locate data rather than on local servers. Cloud services include the delivery of software, infrastructure and storage over the internet based on user demands. In Layman’s terms, cloud computing lets you use files and applications over the internet. In a cloud computing system, there's a significant workload shift. Local computers no longer have to do all the heavy lifting when it comes to running applications. The network of computers that make up the cloud handles them instead. Hardware and software demands on the user's side decrease. The only thing the user's computer needs to be able to run is the cloud computing system's interface software, which can be as simple as a Web browser, and the cloud's network takes care of the rest. Cloud computing is of 3 types:  Public Cloud Services  Private Cloud Services  Hybrid Cloud Services
  • 6. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 6 Review of Literature What are the potential target verticals for ECM on cloud in the present day ? Cloud computing, in the present day, is mostly prevalent in vertical markets such as healthcare, education, banking & securities, real estate, energy sector, manufacturing, insurance, communications and transportation. According to Gartner, anticipated growth opportunities put these industries at the top when it comes to global IT spending: $84,074M – Banking & Securities $70,683M – Communications $63,589M – Manufacturing $34,611M – Insurance $24,907M – Transportation $15,000M – Healthcare $5,000M – Government
  • 7. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 7 Healthcare Healthcare is currently one of the most lucrative markets for IT solution providers, mainly cloud solutions. The main reason behind this is that healthcare institutions hold a massive amount of data consisting of patient, employee and pharmaceutical information. Due to the large volumes of such amount of vital data, its management becomes cumbersome and there is the never-ending risk of loss of data. Cloud storage is an efficient and easy way to store vital data for these sort of institutions. Cloud’s versatile nature of incorporating scalability, reliability, security, anytime-anywhere access & easy to use capability makes it a very obvious choice for many healthcare organizations. Manufacturing In the field of manufacturing, various manufacturers have established a presence in emerging markets such as China & India and one of the first problems they face is trying to connect a remote plant or office to the company’s central IT hub. In many cases the manufacturer may send an IT specialists to the host country in order to supervise the set up of the IT infrastructure and set it running. Also, they may have to stay onsite for a very long period of time to ensure the remote employees are up to speed with the new IT systems and there is also the chance that the remote employees have to be supported for many months until the production systems stabilize information begins to flow seamlessly from the various IT systems back to the HQ environment. Therefore all these processes are bound to drive up the costs very high. Here, cloud again can be a savior. The manner in which it will be helpful is that cloud will get the new plant online
  • 8. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 8 and up and running as quickly as possible, with minimum resources being applied. Cloud based applications will be able to connect plants to an IT infrastructure using a ‘Manufacturing Cloud Template’, i.e. everything that is required to get the plant up and running, for example PLM (Product Lifecycle Management) collaboration tools, ERP (Enterprise Resource Planning) applications, B2B and community management tools will all be pre-configured according to a user’s role within the business and they will be able to be deployed with minimal effort. If Facebook can have 500 million users interacting and exchanging information on their website on a daily basis then it must be possible to replicate this concept across, say 1000 employees at the new plant and 500 trading partners who may be providing goods and services on a daily basis to keep the new plant running. Educational Institutions Academic and research institutions need to store and publish institutional content and collaborate on research projects, while at the same time controlling administrative costs. Institutes also need to maintain student and employee records, communication documents, accounting records and other intellectual property. Real Estate Organizations Real estate companies deal with huge volumes of paper-based documents in their day-to-day transactions. Real estate agents spend most of their time on the field, and documents such as credit reports, mortgage forms, title
  • 9. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 9 information, contracts, blueprints, site plans etc., should be readily available to them. Law Firms/ Legal Departments Law firms/ legal departments of large enterprises need to manage myriad types of documents, email and other records, including pleadings, contracts, leases, etc., related to litigation. In order to draft deal documents or prepare legal transcripts, legal professionals might need to collaborate on documents, from different locations. In such a situation a secure and scalable document repository, which can be accessed remotely, via internet, using mobile devices becomes imperative. Human Resource Departments Human Resource departments are fraught with the challenge of managing enormous volumes of records such as resumes, reference letters, job applications, employee records, contract documents, annual reviews, invoices, etc. HR professionals need to keep track of contract expiration dates, annual review cycles, etc., and act upon accordingly. Moreover, job applications or HR inquiries can be received through different channels such as career portals, e-mails, or physical applications. Managing and maintaining a database of all such applications/inquiries is tedious and document-intensive.
  • 10. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 10 Why Healthcare Must Embrace Cloud Computing (A Short Article) A recent study by the firm MarketsandMarkets indicates that the healthcare cloud computing market, which is only currently about 4% of the industry, is expected to grow to nearly $5.4 billion by 2017. The cloud migration process, however, can be daunting for healthcare organizations since they have to move a ton of data. Cloud Computing in the Healthcare Industry: Why It Works Cloud computing and infrastructure security are continually evolving to meet the growing security requirements of heavily-regulated industries like healthcare. Legitimate cloud service providers have strict security protocols designed to comply with different regulatory mandates, including SEC, Sarbanes-Oxley Act, and HIPAA. Many cloud service providers have started offering HIPAA-specific compliant solutions. Healthcare service providers should verify that their chosen cloud service provider is HIPAA compliant before signing up for the service. If this information is not provided on the company’s website, call the sales or support line for more information. Benefits of Cloud Computing for Healthcare Organizations While privacy concerns have kept many healthcare organizations from migrating to a cloud computing solution, the cloud does offer major benefits to these providers.
  • 11. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 11 • Security: Online medical records storage is the main reason for using cloud computing for most healthcare providers. With a recent HIPAA update, cloud service providers are now as liable for HIPAA compliance as the healthcare entities they serve. This includes ensuring that data is encrypted and securely backed up, verifying that data can be easily recovered, and using permission-based data access. • Scalability: Unlike on-site hardware infrastructure, you can easily scale your cloud storage solution to manage ever-growing patient data. Healthcare service providers generally must keep records for at least six years. Considering the volume of patient data, the likelihood of this overwhelming any on-site IT infrastructure is inevitable. The leading providers of cloud computing, cloud server or storage solutions are able to adapt to your EMR/EHR load quickly and store terabytes of your patients’ data in secure, redundant cloud storage. • Mobility: The increasing demand for physicians’ time often means they only have the opportunity to review patient records and tests or do research during evening hours. In the past, this meant being stuck in the office after hours. With cloud computing solutions, patient information is readily available. Now, doctors can quickly and easily pull up medical records remotely. This improves the physician’s ability to provide high-level care to patients. Patients see a reduction
  • 12. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 12 in the amount of paperwork that they need to fill out and the time and stress of disputing incorrect bills. • Cost Reduction: By adopting cloud-computing solutions, patients, physician’s practices, and medical organizations experience cost savings. The patient doesn’t have to endure paying for the same test twice when they go to different doctors or specialists or if the test results are lost. Physicians’ medical offices avoid paying for on-site hardware infrastructure and maintenance in order to securely store patient medical records. Add to that the costs of new software and updates to existing software programs and the required on-site IT personnel. Physicians are able to submit prescriptions and refills electronically to pharmacies. Cloud computing also increases the accuracy of reimbursement coding. According to a report by Healthcare Financial Management and depending on the scope and size of a healthcare organization, savings benefits of EMRs/EHRs can amount to upwards of $37 million over a five-year period. • Sharing: Cloud computing solutions keep physicians connected with patients and their colleagues. Referrals to specialists happen in a timelier manner, and healthcare service providers can easily access complete patient history and information online. Again, repeat diagnostic tests are avoided, saving time, money, and patient stress.
  • 13. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 13 Cloud service providers are now offering a variety of new ways to access information via cloud applications and microsites designed for mobile devices. To specifically address the needs of the healthcare industry, cloud service providers continue to improve technology platforms to improve lab order entry, pharmacy records management, medical billing, imaging service requests and more. Cloud companies must start offering HIPAA-compliant solutions if they wish to meet the demands of healthcare service providers that need cloud computing services. Who are the current providers of ECM with Cloud in the Indian market ? 1. Logica India Logica’s ECM on Cloud is claims themselves as one of the leaders of an innovative business model referred to as “cloud computing.” The software applications and services are deployed as a service and accessed over the Internet with secured connections. This creates opportunities to cut costs, purchase applications that would normally be outside the budget boundaries, streamline processes, improve communication and innovation, and enable you to more sharply focus on your core business. Features
  • 14. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 14  Running an application from day-to-day –testing and installing patches,  Managing upgrades, monitoring performance handled externally & delivered  Reducing client’s costs and allowing their IT department to focus on core activities.  An additional component, LogicaLive Connections is a Web 2.0 social software application that empowers employers to be more innovative and execute more quickly by using dynamic networks of people, information and applications. Blogs, communities, Wikis, profiles and so on can be created to share information, collaborate and create. Observation: The presence of an additional social software where the employees can effortlessly exchange information across the whole enterprise can be a threat in the cloud market. It will make the market more competitive if they do not charge any additional cost for it. Also since it is already an experienced competitor in the field, it will take a lot of work to compete with it. 2. Tata Communications Tata Communications’ InstaECM provides a cost-effective strategy to handle an organization’s content. It aims at increasing organization’s efficiency and direct to shift the focus to core business
  • 15. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 15 processes while also avoiding the hassles of installing an on-premise ECM solution. They are targeting large and medium Indian businesses to harness the power of IT infrastructure without them having to invest capital, manpower and management resources. Features  A unique service that includes digitization, application and infrastructure management.  OPEX model of payment which means the customer will pay only for what he needs & what he uses and can easily scale up as the business grows.  An already integrated ECM Suite which includes modules such as document manager, rights manager, e-forms and workflows plus additional features like version control, masking, highlighting, alerts and reports.  Unlike on-premise content management products, the hosted InstaECM solution allows additional security controls to be built into the service  Their data centers ensure that their customers’ data is completely secure, and are backed by industry-leading SLAs offering 99.0- 99.5% uptime and 24x7x365 L1 support. Observations: The presence of such a big conglomerate means that it can be very difficult to gain a foothold in the volatile and growing cloud market. Their strength lies in their sheer size and the amount
  • 16. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 16 of enterprises they can handle at a single given time. rate of output production is high which is a threat. 3. IBM India IBM Smart Business Storage Cloud can help deploy high- performance, scalable storage-virtualization solution to generate growth and innovation at lower operational costs. Features  a unified management platform to help reduce outages and storage management labor demands and costs, and advanced data replication for cost-effective business continuity and disaster recovery.  Helps reduce operating costs and total cost of ownership (TCO) by as much as 50 percent, through storage consolidation  Enhances innovation and productivity by facilitating simplified data access and improved scalability  Offers ongoing management expertise to support data storage environment  High-performance, scalable and flexible, & security-rich cloud storage
  • 17. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 17  Enabling rapid implementation of a scalable, global file storage system with flexibility in deployment and management options. Observations: IBM is one of the largest players in the IT sector in the world. They have a huge and innovative workforce and a driven sense of achievement which can be a threat. They are an internationally recognized enterprise and also have been present in the cloud market for quite a long period of time and already many firms are using their solutions. There is also the possibility of firms choosing them over others because of their duration of their life span in the IT sector as well as innovation history.IBM's transition from a more technology-centric focus to one emphasizing line-of- business and industry solutions, such as case management, content analytics, imaging and capture, and information life cycle governance, is starting to pay off. But still has to make a name for itself in India. 4. OpenText OpenText ECM Suite, Content Lifecycle Management gives organizations the right mixture of industry leading Enterprise Content Management tools to manage content throughout its entire lifecycle to create business value and achieve strategic success.
  • 18. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 18 It will allow to :  Integrate content into business processes & management of it  Deliver and share content in its full business context  Enhance content security and integrity  Integrate seamlessly with other 3rd party vendors  Manage large volumes of information Features  Fully featured, highly scalable, Web-based document management provides a secure, single repository for organizing and sharing enterprise content.  Workflow automates processes, such as change requests and approval, for accuracy and consistency. Processes can be designed graphically, according to corporate or regulatory standards.  Imaging transforms physical records into valuable digital assets. Scanned information is indexed and classified with customizable metadata to make it fully searchable.  Records management enables full lifecycle management of all enterprise content, electronic or physical, enabling you to control retention and ensure destruction at the right time.
  • 19. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 19  Intelligent storage management optimizes storage according to business context and metadata, leveraging less expensive media and provides high-end storage reduction services. Benefits  Increase personal and team productivity  Meet corporate aims to reduce risk  Reduce storage costs and total cost of ownership Observations: One of the world leaders in ECM. Still has to get a proper foothold in India. It hasn’t really expanded its business to a very large extent in India but in the coming future it can be a very tough competitor. 5. HP Autonomy HP TRIM is an enterprise document and records management solution that simplifies the capture, lifecycle management, security, and access to information. It enables organizations to more easily comply with governance and regulatory obligations and provides authoritative records of business activities, while ensuring transparent, policy-based lifetime management of all information, regardless of format, system, or source.
  • 20. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 20 TRIM provides knowledge about information that helps organizations know what to retain, what is needed for legal and operational purposes, and what is ready for disposition. Features  Choices include on-premise, cloud, hybrid, or appliance deployments to reduce costs and mitigate risk  Management of physical and electronic content, including SharePoint, to simplify access, improve productivity, and increase efficiency  Managing risk with real-time policy enforcement, compliance, supervision, and surveillance capabilities  Simplify compliance obligations by using a single governance platform to apply retention and disposition rules automatically across all records  Manage content in-place to eliminate the expensive, time- consuming task of moving it to a centralized repository  Secure business records from inappropriate access and misuse Benefits  Increase in productivity, transparency, and efficiency by reducing uncontrolled content overgrowth  Minimization of the threat of fines, sanctions, and reputation loss through improved compliance and increased defensibility
  • 21. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 21  Reduce legal discovery, investigation, audit, and storage costs with solid retention and disposition capabilities  Ensuring secure, scalable records management using a single platform with integrated governance, legal hold, and eDiscovery modules  Centralized information lifecycle policy control for all enterprise content  Highly configurable solution with a demonstrably faster ROI Observations: One of the most well recognized cloud providers in India. Majority of the legal firms in India use Autonomy’s services. It can be a difficult task in entering the legal vertical with Autonomy owning the majority market share. 6. Alfresco Alfresco in the cloud is a fully managed SaaS offering that helps organizations keep control of its content while providing the users with powerful ways to access their content securely on any device, anywhere. It also allows the users to work securely with third-party organizations, with an easy invite and security model that allows their organization to control access and maintain compliance as appropriate. Features
  • 22. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 22  Provision of an open platform to organizations with the capability to implement multiple APIs which the organizations can customize and personalize according to their needs  Provision of a secure extranet for organizations, where the users can collaborate and share content securely with their partners, customers and prospects.  Provision of a secure mobile access to content without the burden of VPNs and having to open up internal systems to the Internet. It acts as a perfect “on-the-go” solution for sales teams that need quick and easy access to the latest sales collateral from marketing on their iPad, or the executives who require secure access to their documents on the road.  Provision of a secure synchronization of content across all the organization’s users’ devices while maintaining enterprise control and scalability. Dropbox doesn’t have this.  Provision of a secure repository that can be connected to other cloud services like Salesforce, to keep organizational content stored in one place.  By using their hybrid ECM solution, organizations can even inject content from these cloud services into their business processes. Benefits  No need to maintain complex infrastructure and processes to work securely with third parties outside the organization.
  • 23. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 23  Allows users to adopt the latest consumer tools with BYOD model and synchronization across all their devices, at scale and cost effectively.  Providing a central repository for the organization’s cloud services so they can keep control of their content in the cloud cost effectively.  Implementation cycle amounting to a few hours serving to 100s or 1000s of users across an organization, and reduce their need to depend upon time consuming on-premise solution  Manage and maintain a rigid on-premise infrastructure, allowing employees to focus on new projects and innovations for their organization.  Seamlessly connect the on-premise systems and processes with cloud using Alfresco’s hybrid ECM solution. Observations: It can be a tough competitor because of its open platform feature that it provides preconfigured in its product which will enable organizations to customize their interface by having the option to add multiple APIs and make it entirely user friendly. But still not a very intimidating market share.
  • 24. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 24 ECM & Cloud- Why do they coincide ? Managing volumes of paper based documents is in today’s date one of the biggest frustration that hampers productivity of staff in any and every business organization. People spend hours of unproductive time on storage, archival, sharing and retrieval of paper. In order to look for some particular information, one needs to flip through the entire file, one page at a time which becomes highly cumbersome. Working in a paper based environment also restricts the access to information, hindering internal work processes and collaboration across the enterprise. Moreover, the operational costs associated with management, retrieval, preservation, transfer and delivery of physical documents are very huge. Therefore we can infer, that how critical an efficient and effective Enterprise Content Management System is for the success and productivity for every kind of business. And since the requirement of such a system is really important and vital for an organization, there is a need to focus on the operational, financial and technical viability of the options available to an enterprise.
  • 25. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 25 Cloud is one of the solutions one must consider while framing an organization’s overall Enterprise Content Management System strategy; particularly if the organization is a SME (Small or Mid-sized Enterprise) or a specific department of a large enterprise with the need to set up a separate document management system (DMS). Why Cloud is Operationally, Financially & Technically Viable model for ECM ? With the advent of a distributed and a mobile workforce, that needs to access business information from places that might be located outside the corporate firewall, it has become necessary for organizations – large or small – to look at ways to manage business content efficiently. Cloud represents an opportunity for businesses to share and collaborate on documents, and access critical information from anywhere, at anytime and using any kind of device be it mobile phone or tablet or a laptop and without committing to huge initial investments on hardware and licenses associated with on-premise installations. All the expenses for storage, management, maintenance and support are included in the monthly rental fee. On-Premise Solutions Cloud-based Solutions • Long implementation cycles • Rapid Deployment • Dependence on IT resources ( hardware and software) • No IT involvement • Huge upfront investments on hardware and software license • No upfront investments
  • 26. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 26 • Recurring costs associated with maintenance, backup and troubleshooting • Pay-per-use (includes storage, software, backup and support) • Expensive and time consuming upgrades • Real-time upgrades at no extra costs. Newgen’s Market Offering OmniDocs on Cloud : 1. What is OmniDocs ? OmniDocs is an Enterprise Content Management (ECM) platform for creating, capturing, preserving, managing, delivering and archiving large volumes of documents and content. It also seamlessly integrates with other enterprise applications and enables these to manage structured and unstructured content. OmniDocs handles Scanned Document Images, Electronic Documents, Emails and Electronic Data output from other applications with equal efficiency and ease. OmniDocs enables seamless collaboration, communication and knowledge sharing across and beyond the enterprise.
  • 27. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 27 OmniDocs has helped leading organizations across the globe to improve the effectiveness and efficiency of information management within their businesses, ensuring that the right information is accessible to the right user when and where it is required. OmniDocs on Cloud provides a new, cost effective alternative to traditional ECM solutions that gives enterprises complete access to the various functionalities of Newgen’s ECM system, while ensuring maximum security and privacy of intellectual property. Essentially, the solution helps in creating, capturing, managing, storing, preserving, archiving and delivering large volumes of content. It handles scanned document images, electronic documents, emails and electronic data output from other applications with equal efficacy and ease. The solution offers enterprise class integration facilities with external business systems, and robust file sharing capabilities. The ECM is hosted on Amazon Web Services’ public cloud infrastructure, and offers infinitely scalable online storage capacity, to suffice the growing number of users utilizing the solution. Also, Newgen backs - up the data in various data centers to provide anywhere - anytime access to the data.
  • 28. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 28 2. Key Features  Unified repository for all documents and folders across the organization including electronic files, physical documents, word processing documents, PDF files, graphic images, audio files, videos and emails  Comprehensive document scanning, indexing and storage. OmniDocs on Cloud comes with OmniScan web scan. Indexing with Business values can be done while scanning  OmniDocs on Cloud can be accessed through a web browser from any geographical location. No installation is required.  Indexing on custom fields at folder/document  OmniDocs on cloud comes with a linear workflow with maker checker capabilities. Maker-Checker features for dual authorization in user/group operations  Comprehensive reports for monitoring  Configurable password policies  Comprehensive and easy-to-set access rights control with inheritance  Specific rights at document level for sharing  File processing workflow (Multiple file processing)  Full text and strong index-based search. Also folder and document property based search.
  • 29. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 29  Annotations such as sticky notes, stamps on image and electronic documents  Document Check-In, Check-Out and Version Control  Extensive audit reports and audit trails (Comprehensive Audit Logs are maintained for all operations done on documents in the repository)  Uploading of multiple files in the repository possible through multiple file upload feature  Dynamic Linking of Documents across folders  HTTPS support security 3. Solution Benefits  Scalability: Quick and easy ramp-up to match business growth  Rapid Deployment: Deployment within weeks  Reliability & Availability: 99% uptime guarantee; Redundancies for server, network & storage  Allows organizations to shift focus to critical business activities, eliminating non-productive tasks associated with archival and retrieval of documents  Move from CAPEX, fixed cost infrastructure to a new paradigm, based on transactional, “pay as you go”, fee-based model
  • 30. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 30  Security: Extremely secure computing environment with VPN & HTTPS Research Methodology
  • 31. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 31 The research design used in this project is the exploratory and descriptive design. Through the exploratory method the terms and background information has been establishes such as:  the meaning of cloud computing,  its present market share  Why is cloud computing necessary  The various verticals where cloud computing is making a foothold etc. Through the descriptive design the types of verticals have been identified from where the data has been analyzed from. The verticals include :  Healthcare  Legal  Education  Construction & Real Estate  Pharmaceuticals The sampling technique that is being used here is cluster sampling where clusters from each vertical will be taken together and an approximate analysis will be made as to how many people prefer cloud computing and how many don’t. The clusters have been taken from the above mentioned verticals.
  • 32. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 32 Primary Data (Pain areas identified among verticals) On interaction with different prospects and extensive research, I have been able to identify a few number of pain areas among different verticals. Education institutes face a daunting task of managing a lot of paperwork such as research journals, account books, case studies, patents, student & employee records. attendance sheets, admissions applications etc. Also they have the fear of losing important documents as they do not usually have a properly integrated system of documents management. Construction firms have to store, preserve & manage building plans, site registration papers, blueprints etc. Furthermore, they need to have these as well as a lot other kinds of documents when they are on-site and carrying them from site to site becomes a big issue. It becomes a very impractical & cost consuming activity. Legal firms are usually using physical form of documents like agreements, contracts, drafts, resolutions, statutes, affidavits etc. And since the volume of these documents is huge, therefore legal firms find it difficult to manually manage them and when they need to find a certain piece of information from these documents, it becomes a very difficult and time consuming task. Further, there is also the fear of loss of data due to misplacement or destruction of the subject matter.
  • 33. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 33 Data Analysis From the continued interaction with Newgen’s prospects, the team has, in total, interacted with 212 people from all across different verticals. Out of the 212 companies contacted, 33 have shown an interest in considering switching to DMS on cloud. This shows that around 15.6% companies are considering switching to cloud in comparison with 84.4% who do not want to switch. Sample Size = 212 Preference to Switch = 33 Preference to not Switch = 179
  • 34. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 34 We can clearly see that people are very much apprehensive when it comes to cloud computing. Even with an attractive price structure, the idea of cloud still isn’t as familiar with many companies across different verticals. Observations & Recommendations The above shown data interprets that the cloud market in the country is still very much unexplored.  The basic fundamentals of cloud computing is not very popular among the verticals & people prefer to stay with the conventional form (on-premise installations) of storing & managing documents.  They believe that it is more reliable as they will always have possession of the documents under their roof.  They fear that their data could get into the wrong hands. The idea of cloud has grown many folds all over the world as well as in India among major businesses. But small & medium-sized businesses are still in the dark when it comes to cloud storage. Therefore the following points need to be taken into notice in order for the cloud platform to gain a foothold in the country:  Spreading awareness about “what is cloud computing”
  • 35. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 35  Describing the benefits of storage on cloud above on-premise storage across SMEs  Creating more and more internet portals so that SMEs can get familiar with the idea of cloud  Holding of more & more Cloud based summits in the country like Amazon Web Services does  Promotion of cloud based products through various means of communication What is the future of ECM on cloud in India ? The cloud market in India is still a very virgin market. ECM on cloud especially is quite rare in India. The market is still in its initial stages and a very handful of enterprises provide these services. Industry leading companies such as OpenText & Alfresco still have to gain a foothold in the Indian market. Therefore we can infer that it is going to be a long time till the cloud market, especially ECM on Cloud gets completely explored in India. Analysts have predicted that the cloud industry in India is expected to grow to a value of around $443 million in 2013 & to around $1.08 billion by 2015. The experts are predicting exponential growth but there is also the need of awareness among SMEs that cloud in the way forward. The companies who will adopt ECM on cloud computing in the near future are sure to have a much better generation of revenue than they are having now as many non- core activities will be nullified with adoption of cloud services. But the enterprises that don’t adapt to cloud are going to have a difficult time as their competition will
  • 36. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 36 be churning out a higher turnover and also automating many of its business processes which will further ensure that their firms work as efficiently as possible. Since the SMEs are very sensitive to pricing, the attractive pricing of cloud is certain to grab their attention. ECM on cloud will provide SMEs a platform to elevate the level of their business processes. In the current scenario, ECM on cloud is not very much common among enterprises but in the near future more and more enterprises are going to adopt this service and This shows that with a little more push of the cloud services, specifically ECM on Cloud towards SMEs, the future of cloud can become very assuring and profitable. References http://www.infoworld.com/t/cloud-computing/how-it-will-be-blown-bits-208216 http://www.infoworld.com/t/cloud-computing/the-4th-wave-of-cloud-computing-will-be-vertical- 217511 http://searchitchannel.techtarget.com/feature/What-are-the-top-three-IT-vertical-markets-in-2012 http://www.dummies.com/how-to/content/what-is-cloud-computing.html http://www.howstuffworks.com/cloud-computing/cloud-computing.htm http://pro.gigaom.com/blog/cloud-computing-growth-by-vertical-markets-its-not-going-where-its- needed/ http://www.forbes.com/sites/centurylink/2013/05/02/why-healthcare-must-embrace-cloud- computing/
  • 37. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 37 http://www.gxsblogs.com/morleym/2011/02/how-will-cloud-computing-benefit-the-manufacturing- industry.html http://www.logica.in/we-are-logica/media-centre/brochures/enterprise-content-management-in-the- cloud/ http://www.tatacommunications.com/enterprise/instantperformance/instaecm.asp http://www.tatacommunications.com/news/release-view.asp? d=TataCommunicationsExpandsitsCloudOffering http://www.opentext.com/2/global/products/products-document-management/products-opentext- content-lifecycle-management.htm http://www-935.ibm.com/services/in/en/it-services/smart-business-storage-cloud.html http://www.newswiretoday.com/news/125985/ http://www.alfresco.com/news/press-releases/alfresco-outlines-regional-blueprint-india-operations- launch http://www.alfresco.com/products/cloud http://www.opentext.com/2/global/company/company-offices-apac/company-offices-india2.htm http://www.opentext.com/2/global/products/opentext-cloud.htm http://www.opentext.com/2/global/products.htm http://protect.autonomy.com/protect/products/records-management/trim/index.page http://www.slideshare.net/newgensoft/cloud-bpmecm http://computer.financialexpress.com/interviews/1349-we-are-aggressively-working-toward-increasing- our-cloud-based-revenues http://www.itvoice.in/?p=9471 https://cloud.newgensoft.com/newgensaas/adminlogin.jsp http://www.newgensoft.com/cloud http://www.vicisoft.com/resources/GartnerReport.pdf http://www.crmsearch.com/india-clouds.php
  • 38. NEWGEN SOFTWARE TECHNOLOGIES LTD. ECM on Cloud in India 38