Really Simple Document Management

Dr. Ian Howells, Alfresco CMO Alfresco

Mike Farman Director ECM Product Managament

www.alfresco.com

Agenda

●  The Need for Document Management

●  The Two Worlds of Document Management

●  The Cost to a Business of Poor Document Management

●  Commoditizing and Consumerizing Document Management

●  A Day in the Life of a Document

●  A Basic Document Model

●  Content-as-a-Service

●  Really Simple Document Management

TheNeedforDocumentManagementTheFrontOfficeKnowledgeWorker

●  80% of Information in a Company is Content

●  Growing at 75% a Year

●  Knowledge Workers spend 30% to 40% of their Time on Document Related Tasks

●  The Focus of 2009 ●  More Content ●  More Users ●  More Productivity ●  More Compliance

WhereDocumentManagementCameFrom

●  Librarians

●  Document Vault

●  Librarian/Security Guard

●  Book at Door ●  Check-Out ●  Check-In

●  Back-Office Usage

●  Back-Office Language

SharedDrive+Email+SearchNumberOneECM

Before

Shared Drive

Productivity Compliance

TheSharedDriveSyndrome

●  Can’t Find Documents ●  45% of Users find Gathering Information about another part of the Company

a Challenge ●  Managers spend up to two hours a day searching for information

●  Can’t Find the Right Version ●  42% of Users Accidentally use the Wrong Information at least Once per

Week

●  Easier to Search for Competitors Information ●  Only 31 percent said that competitor information is hard to get

●  Often Information is not Valuable ●  More than 50 percent of the information they obtain has no value to them

●  Content from Multiple Sources ●  On average 3 sources for information on competitors, customers, and

projects ●  57% numerous sources causes difficulties

●  Information is not Distributed in Time to be Useful ●  59% miss valuable information everyday to to poor distribution

Productivity Compliance

Managers Say the Majority of Information Obtained for Their Work Is Useless Accenture Survey January 2007

RecognizeThis?ECMA&er20Years

●  ECM Systems and Corporate Intranets aren’t Used ●  5% of Knowledge Workers use

ECM

●  16% of Users use a Collaborative Workplace/Company Portal

●  ECM Suites are a 1990’s Legacy ●  Too Expensive

●  Too Difficult – Use, Rollout, Integrate and Scale-Out

●  Too Difficult to Develop Content Applications

●  Too Proprietary

EMC/DocumentumPricingAnalysis

●  1000 User ●  $863,937

●  100 User ●  $129,078

●  GSA Pricing ●  White Paper Available

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TheWebMakingtheComplexSimple

Search, Social Feeds, Comments, Discussions and Personalization

“Nine out of 10 users said they could work better if they

could bring their home computer into work,” – CIO Magazine

ADayintheLifeofaDocument

VersionControl

Version 1

Version 2

IwishIhadn’tpressedsave

LockingandVersioning

IwishhehadhaveaskedmefirstIwasworkingonthatdocument

HowDoIOrganizeMyContent?Meta‐DataManagement

●  Folders

●  Document Properties

●  I want to Use this to Search in The Future

IwishIdidn’thavetore‐typeinformaSonIwishIcouldeasilyfindmydocuments

ICan’tFindThatDocumentSimpleSearch/OpenSearch

●  I Understand Google Search

●  On the Web I can Search Across Multiple Web Sites

●  Why Can’t I do That Across My Repositories

●  OpenSearch Standard

IwishsearchwasassimpleasGoogleIwishIcouldsearchoncontentandproperSes

Version 1

LockingandVersioningCommentsandTimestamps

Version 2

This is the Latest

This is the Latest

This is the Latest

This is the Latest

I’vefounditButwhichoneiscorrect?

SecurityandGroups●  Not Access or Even Know it

Exists

●  Consumer

●  Contributor

●  Editor

●  Coordinator

●  Individual/Group

●  Folder or Content

Same Version

Different Security

HR

Contractors

Thatwasprivatetomygroup

ContentFeeds

Iwishhehadtoldmeaboutthat

ComplianceUserAcSvityAuditServices

I’msurehetoldmehehadseenthat

Audit

LifecycleManagement●  Lifecycle Management

●  Roles •  Reviewers

●  Security ●  Folder ●  Comments/Discussion ●  Workflow ●  Status ●  Audit ●  Effectivity

Authoring Review Distribution

Authoring Write

Reviewers Comment

Distribution Read

Need to discuss Open Source

Change Title

TheyShouldn’thaveSeenThatItwasinReview

RendiSon

●  Transform to a Different format ●  Word to PDF ●  Powerpoint to Flash ●  …

●  Read Only

●  Advanced ●  Watermarked ●  Digital Rights Management

•  Expires

Authoring Review Distribution

Authoring Write

Reviewers Comment

Distribution Read TheFinal,ApprovedDocument

hasBeenChanged

Content‐as‐a‐ServiceABasicDocumentModel

Document

Lock

Folder

Properties

Security

Users Groups Roles

Version Audit

Version 1

Version 2

Comments

Change Title

Rendition

Content‐as‐a‐ServiceFromanyTool

Content‐as‐a‐ServiceAdvancedDocumentModel

Document

Lock

Folder

Properties

Security

Users Groups Roles

Version Audit

Version 1

Version 2

Comments

Change Title

Rendition

LifeCycle Records

Retention

Language

Renditions

Feeds

User Activity Audit

Content‐as‐a‐Service

●  ECM ●  Functionality

●  Web 2.0 and Social Computing ●  Internet Scale ●  Consumerized Interfaces

●  Shared Drive ●  Simplicity of Interface ●  Low Cost

●  No-Lock In

ECM

NoLock‐In

SharedDrive

Web2.0Social

AlfrescoDocumentManagement

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ECM Enable CIFS/WebDAV

ECM Enable Office

SharePoint

ECM Enable Consumer Interfaces

REST

SimplifyingDocumentManagement

●  CIFS Shared Drive Interface

●  Pure Java – Windows, Linux, Mac

●  Drag-and-Drop

●  File Save-As

●  Desktop and Briefcase

●  Automatic Meta-Data Extraction

●  Zero Footprint Client

●  Any Client • Search • Version • Audit

• Workflow

EmailDocumentManagement

●  Embedded SMTP Email Server

●  Email Management ●  Email ●  Attached Files ●  Metadata Extraction – Sender,

Subject, To, CC

●  Email In Collaboration ●  Space - Content ●  Document - Discussion ●  Forum – New Topic ●  Topic - Post

SimpleDocumentApplicaSonRules

●  As Simple as Email Rules

●  Consistent Across all Interfaces

• Document Application

Rules

SimpleSecureOpenSearchOpenSearchServer

●  Auto-Discovery

●  Simple Search

●  Language Aware

SimpleWorkflowConfiguraSon

AlfrescoShare

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Site Activity Feed!

Virtual Team!

DocumentLibrary

31

Thumbnails!

Bulk Upload!

FlashDocumentViewer

32

Flash Viewer!

Tagging and Discussions!

SharePointProtocolEndUserExperience

33

SharePoint Site

Office Check In/Out

Version

New Workspace

Pane

SharePointCompaSbility

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Office thinks it’s SharePoint!

Check-InOut !

Version Control!

UserAcSvityAuditServices

●  When has a user logged in?

●  When did a user read document?

●  What other services did a user do?

CMISImplementaSon

●  SQL for the Content Management Industry

●  Content Management Interoperability Services

●  Alfresco, EMC, IBM, Microsoft, OpenText, Oracle and SAP

●  Usage ●  Write-Once, Run Anywhere Application ●  Integrate Multiple Repositories ●  Business Process Across Repositories ●  Learn One UI for ALL Repositories

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http://wiki.alfresco.com/wiki/CMIS

DocumentManagementforEveryoneHastobeDramaScallyCheaper

●  Year One Savings

●  1000 Users ●  Save 85% to 96%

●  100 Users ●  Save 42% to 85%

●  Whitepaper available

●  Webinar recording available

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OpenSourceChoiceorSharePointTie‐In

●  Open Source Choice ●  Office ●  RIA Platform ●  Portal ●  J2EE or .NET ●  Database ●  Operating System ●  Low Cost

●  SharePoint Tie-In ●  MS-Office ●  Sliverlight ●  SharePoint Portal ●  .NET ●  SQL Server ●  Windows ●  Hidden Costs

OSS Taking the M out of MOSS

Today’sEconomyProducSvityandCompliance

LowCost●  Save 85% to 96%

●  Added Savings of Open Source Stack

Simplicity•  RapidDeploymentandTime

toValue

•  ToolsofChoice

Choice ●  LowerTCO

●  ReuseHardware,So\ware,Skills

●  KeepControltoChangeVendors

www.alfresco.com

●  Recorded Webinars

●  Join Content Community ●  CMIS ●  TCO ●  Tutorials

●  Download

●  Install

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QuesSons