Case Study: Seiko Epson Corporation Migrates from eRoom to SharePoint, Performs Granular Backup of Critical Data, and Automates Content Lifecycle Management with DocAve® Success Highlights • Migrated 300 gigabytes (GB) of content from EMC Documentum eRoom to Microsoft Office SharePoint Server 2007 • Scheduled granular backup of critical SharePoint content, such as printer designs, and restored lost or deleted content quickly • Discarded clerical documents that were no longer needed automatically on an annually-scheduled basis Epson is a global imaging and innovation leader that is dedicated to exceeding the vision of customers worldwide through its compact, energy-saving, high-precision technologies. Led by the Japan-based Seiko Epson Corporation, the Epson Group comprises nearly 75,000 employees in 100 companies around the world. What made you decide to implement Microsoft Office SharePoint Server (MOSS) 2007 as a document management tool? Mr. Akira Tadano, Group Leader of Information Service & Support Department, Business Infrastructure Improvement Division, Seiko Epson Corporation: There were two reasons: securities and cost. We needed an environment where our employees could work securely, safely, and efficiently. In terms of the security of electronic information, the situation was more complicated than we initially thought. We were using many tools, including Lotus Notes and Domino, EMC Documentum eRoom, and file servers simultaneously. Each contained its own set of security policies that did not always converge with others. Our system contained a massive amount of data, so we had to think about how to protect the information in the most effective way. In terms of cost, since we used many tools, many licensing fees and managing costs were associated with each. We need to share information about equipment configuration, production instruction, or marketing information with our 30,000 end-users all over the world when we design, produce, and sell printers or projectors. However, none of the tools had the

Customer Location Japan Industry Manufacturing Platform Microsoft Office SharePoint Server 2007 Critical Needs • An expedited migration from EMC Documentum eRoom to Microsoft Office SharePoint Server 2007 • Automated, granular backup of critical SharePoint content and quick recovery of lost or deleted files • Automatic deletion of obsolete SharePoint content on a scheduled basis according to business needs AvePoint Solution Full DocAve Software Platform

“DocAve ultimately became the solution for all problems we have encountered throughout our use of SharePoint with only one software installation.” - Mr. Akira Tadano – Senior Application Analyst, Group Leader of Information Service & Support Department, Seiko Epson Corporation

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document management functions or the licenses for more than 30,000 people concurrently. Hence, in order to keep the environment secure and lower cost at the same time, we needed to determine whether to purchase additional licenses for existing tools, or choose to install a new tool entirely. We decided on the latter, since using existing tools would cause contractive and functional limitations. We chose MOSS 2007 for several reasons. First, the platform would work for all users in all divisions in terms of security, efficiency, and organization. Additionally, many companies in Japan were already using MOSS 2007, so we knew it was reliable. Finally, we felt the platform was strong from a technical perspective. Out of all the choices we had when selecting an enterprise content management (ECM) solution, Microsoft gave us the best proposal, which was supported by its strong technical background. What were the business problems that led you to choose AvePoint and the DocAve Software Platform as a solution? Mr. Tadano: There were three reasons we needed a third-party software solution: migrating from eRoom to SharePoint, platform backup and restore, and content lifecycle management. After being introduced to DocAve by an AvePoint salesperson, we realized we could satisfy all of our SharePoint needs with the platform, so we purchased the entire suite. What were the issues you encountered before migrating from eRoom to SharePoint? Mr. Tadano: We had 300 gigabytes (GB) of data to migrate. Administrators and end-users felt that migration would provide the perfect opportunity to reorganize the files and data and delete 10-20% of legacy files that were no longer in use. However, if we deleted the data in eRoom before migration, we would never be able to use the data again if we weren’t using eRoom, even if the data was backed up. So, before

discontinuing use of eRoom, we decided to migrate all data to SharePoint first and then delete unneeded files. However, SharePoint would have required us to delete files one by one, which was unrealistic for us. We needed a tool to automate the procedure. Why did you choose DocAve Migrator for your SharePoint migration? Mr. Tadano: Migration to eRoom was not possible with SharePoint’s native tools, so we began to search third-party vendors and eventually came to know about DocAve. We learned that DocAve would not only let us automate the migration process and make it more efficient, but also carry it out with authorizations preserved. We also knew that AvePoint had a great deal of experience with SharePoint migrations of even larger sizes than ours, so that was another deciding factor. What were your needs for backup and restore, and how will DocAve Backup and Restore help meet them? Mr. Tadano: We use SharePoint to store confidential documents, such as printer blueprints. The design of one printer can create a massive amount of documents, such as project plots and designs, drawings, electric plans for the machine, and more. Backing up these documents properly is absolutely necessary. Additionally, we use Nintex Workflow on our system and DocAve was the only tool that backs up a site using this solution. We look forward to using DocAve for backing up and restoring SharePoint as a countermeasure for possible hardware outages, especially for critical sites such as those that utilize Nintex Workflow. We can perform granular backups on the most important SharePoint content and restore items immediately. What were your needs for content lifecycle management, and how did SharePoint help meet them? Mr. Tadano: With printer blueprints and documents, we must keep

files in our system no matter what happens until the end-of-file expires. But when it comes to normal clerical documents, we had no strict rules for lifecycle management. We decided to implement a new lifecycle rule where these documents will be automatically abolished by sites at the beginning of each fiscal year. DocAve Content Manager allows us to run archiving rules according to our business needs. We used DocAve to implement a new rule to rename all sites that do not contain product information when a new fiscal year starts. After five years, the sites will be forcibly discarded. We are considering making more rules like this to get rid of interim information each year. Why did you decide to implement the entire DocAve Software Platform? Mr. Tadano: DocAve is perfect for a business like ours, which was experiencing challenges with SharePoint. It is possible to customize SharePoint on your own using the platform’s application programming interface (API), but that was not a good idea for us from the cost and performance perspective. Our need for a migrator tool triggered our use of the platform, but DocAve ultimately became the solution for all problems we have encountered throughout our use of SharePoint with only one software installation – that is just amazing. Which additional DocAve modules do you plan on using in the near future? Mr. Tadano: Since we began using DocAve from a security point of view, we want to use DocAve Auditor to retrieve information such as who accessed which content and allow general users to be able to utilize these access logs. I find DocAve File Share Connector to be a very impressive function. We have millions of files on our file server that are impossible to migrate to SharePoint in a short amount of time. The appeal of this module is keeping all of the data on the file server while accessing it through SharePoint, which is practical. Since our company often reorganizes more

than once every three months, we need to consider moving content among sites with business transfers and consolidation, or changing permissions for sites. Using DocAve Content Manager and Administrator, we can automate these processes. Since we are a manufacturer and our focus is making products, we need to avoid having our end-users spend too much time learning complex tools, but instead provide them with safe, useful, and efficient services that will allow them to focus on their jobs. We count on DocAve and will make full use of the entire platform in the future. How has your experience with AvePoint technical support been? Mr. Tadano: The response from AvePoint’s technical support team has been great. On one occasion when we encountered a bug, a patch was delivered to fix the issue within a day. It was amazing support and we were very surprised at the team’s speed.

About AvePoint AvePoint is a global technology company and proven software leader. Since its founding in 2001, AvePoint has become one of the world’s largest providers of lifecycle management software solutions for SharePoint, offering a fully integrated solution for SharePoint lifecycle management. Propelled by one of the world’s largest SharePoint-exclusive research & development teams, AvePoint helps more than 8,000 customers – including many Fortune 500 companies and government agencies – meet their specific business objectives by unleashing SharePoint’s full potential. AvePoint, Inc. is headquartered and maintains its principle engineering center in Jersey City, NJ, with wholly owned sales and engineering centers in the USA, Canada, Australia, France, United Kingdom, Germany, Japan, Singapore, and China. AvePoint is a Depth Managed Microsoft Gold Certified Portals and Collaboration Partner and Gold Certified ISV Partner as well as US Government GSA provider via strategic partnerships.

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