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Really Simple Document Management with Alfresco

•
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Alfresco Software
Alfresco Software

The document discusses the need for simple document management solutions that fit within users' environments. It describes how traditional enterprise content management (ECM) systems are too expensive, difficult to use, implement and scale. The presentation advocates for a content-as-a-service approach using Alfresco's open source document management platform. Key features highlighted include integration with familiar interfaces like shared drives, email and search, as well as simple configuration of rules, workflows and automation.

1 of 31
Really Simple Document Management
 Dr. Ian Howells, Alfresco CMO Alfresco www.alfresco.com Alfresco Confidential Not for Distribution
Agenda
 ●  The Roots 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
Where
Document
Management 
Came
From
 ●  Librarians ●  Document Vault ●  Librarian/Security Guard ●  Book at Door Check-Out ●  Check-In ●  ●  Back-Office Usage ●  Back-Office Language
The
Front
Office
Knowledge 
Worker
 ●  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
Recognize
This?
 ECM
After
20
Years 
 ●  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 ● 
The
Shared
Drive
Syndrome
 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 ●  Shared 59% miss valuable information everyday to to poor distribution Drive ●  Interface Managers Say the Majority of Information Obtained for Their Work Is Useless Accenture Survey January 2007
Internet
Trends
are
Affecting 
Enterprise
Content
Management 
 ●  “Basic Content Services” or “ECM for the Masses” ●  Shift content from only 10% to 90% of Enterprise ●  Open Source ●  Web 2.0 ●  Content-as-a-Service The Shared Drive for the New Millennium
Fit
Within
the
User’s
Environment
 Content‐as‐a‐Service
 Before After Shared Web Drive or Shared Access/ Email Search Drive Interface Rules Automation Compliance Applications
Version
Control
 Version 1 Version 2 I
Wish
I
hadn’t
Pressed
Save

Locking
and
Versioning
 I
Wish
He
had
have
Asked
Me
First
 I
was
Working
on
That
Document

How
Do
I
Organize
My
Content?
 Meta‐Data
Management 
 ●  Folders ●  Document Properties ●  I want to Use this to Search in The Future I
Wish
I
Didn’t
have
to
Re‐Type
Information
 I
Wish
I
Could
Easily
Find
my
Documents

I
Can’t
Find
That
Document 
 Simple
Search/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 I
Wish
Search
was
as
Simple
as
Google
 I
was
I
could
Search
on
 Content
and
Properties

Locking
and
Versioning
 Comments
and
Timestamps 
 This is the Latest This is the Latest Version 1 Version 2 This is the This is the Latest Latest I’ve
Found
it
 But
which
one
is
Correct

Security
and
Groups 
 ●  Not Access or Even Know it Exists ●  Consumer ●  Contributor Contractors ●  Editor HR ●  Coordinator Same Version Different ●  Individual/Group Security ●  Folder or Content That
was
Private
to
My
Group

Lifecycle
Management 
 ●  Lifecycle Management Roles ●  •  Reviewers Security ●  Folder ●  Comments/Discussion ●  Authoring Distribution Review Workflow ●  Status ●  Audit ●  Authoring Distribution Reviewers They
Shouldn’t
have
Seen
That
 Write Read Comment It
was
in
Review
 Need to discuss Open Source Change Title
Rendition
 ●  Transform to a Different format Word to PDF ●  Powerpoint to Flash ●  … ●  ●  Read Only Authoring Distribution Review ●  Advanced Watermarked ●  Digital Rights Management ●  •  Expires Distribution Authoring Reviewers Read The
Final,
Approved
Document
 Write Comment has
Been
Changed

Content‐as‐a‐Service
 A
Basic
Document
Model 
 Properties Lock Folder Version Document Users Audit Groups Roles Version 1 Version 2 Security Rendition Comments Change Title Content‐as‐a‐Service
 From
any
Tool

Content‐as‐a‐Service
 Advanced
Document
Model 
 Records LifeCycle Retention Properties Lock Folder Version Document Users Audit Groups Roles Version 1 Version 2 Security Rendition Comments Language Renditions Change Title
Simplifying
Document 
Management
 ●  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 • Search • Version • Audit • Workflow
Simple
Office
Integration
 Work
Entirely
in
Office
 ●  Functionality Space Browsing ●  Search ●  Checkin/out ●  Create New ●  Version History ●  Properties ●  Workflow Tasks ●  Compare ●  ●  Actions Transform PDF ●  Email out URL ● 
Email
Document
Management 
 ●  Embedded SMTP Email Server ●  Email Archival Email ●  Attached Files ●  Metadata Extraction – Sender, ●  Subject, To, CC ●  Email In Collaboration Space - Content ●  Document - Discussion ●  Forum – New Topic ●  Topic - Post ● 
Simple
Document
Application 
Rules
 ●  As Simple as Email Rules ●  Consistent Across all Interfaces • Document Application Rules
Simple
Secure
OpenSearch
 OpenSearch
Server 
 ●  Auto-Discovery ●  Simple Search ●  Language Aware
ECM
Leaves
the 
 Boundaries
of
the
Enterprise
 iGoogle ●  Content-as-a-Service ●  iGoogle Gadgets ●  Same Security ●  Same Rules ●  Same Content Services
Simple
Workflow
Configuration

Open
Source
Choice 
 or
SharePoint
Tie‐In
 ●  Open Source Choice ●  SharePoint Tie-In ●  Office ●  MS-Office ●  RIA Platform ●  Sliverlight ●  Portal ●  SharePoint Portal ●  J2EE or .NET ●  .NET ●  Database ●  SQL Server ●  Operating System ●  Windows ●  Low Cost ●  Hidden Costs OSS Taking the M out of MOSS
Why
Alfresco?
 Simplicity,
Choice
&
Scalability
 ●  Content Management that Real People, Teams and Customers want to use Simple to use, integrate and rollout ●  for enterprise adoption ●  With the Cost Savings of Open Source 1/10th of the cost of traditional ●  ECM with the added cost saving of an OSS stack ●  And the Scalability and High Availability of Java 5 Times faster and no proprietary ●  tie-in
Getting
Access
to
Alfresco
2.2

Demonstration
 Alfresco Confidential Not for Distribution
Questions
and
Answers 

Fit
Within
the
User’s
Environment
 Content‐as‐a‐Service
 ●  As Simple as a • Shared Shared Drive Drive Interface ●  As Simple as Email • Email Interface ●  As Simple as Google • Search Search • Version • Audit ●  Rules Automation • Workflow ●  Zero-Footprint Client • Web Search ●  Web 2.0 Client Integration Rules Automation

More Related Content

Really Simple Document Management with Alfresco

  • 1. Really Simple Document Management
 Dr. Ian Howells, Alfresco CMO Alfresco www.alfresco.com Alfresco Confidential Not for Distribution
  • 2. Agenda
 ●  The Roots 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
  • 3. Where
Document
Management 
Came
From
 ●  Librarians ●  Document Vault ●  Librarian/Security Guard ●  Book at Door Check-Out ●  Check-In ●  ●  Back-Office Usage ●  Back-Office Language
  • 4. The
Front
Office
Knowledge 
Worker
 ●  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
  • 5. Recognize
This?
 ECM
After
20
Years 
 ●  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 ● 
  • 6. The
Shared
Drive
Syndrome
 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 ●  Shared 59% miss valuable information everyday to to poor distribution Drive ●  Interface Managers Say the Majority of Information Obtained for Their Work Is Useless Accenture Survey January 2007
  • 7. Internet
Trends
are
Affecting 
Enterprise
Content
Management 
 ●  “Basic Content Services” or “ECM for the Masses” ●  Shift content from only 10% to 90% of Enterprise ●  Open Source ●  Web 2.0 ●  Content-as-a-Service The Shared Drive for the New Millennium
  • 8. Fit
Within
the
User’s
Environment
 Content‐as‐a‐Service
 Before After Shared Web Drive or Shared Access/ Email Search Drive Interface Rules Automation Compliance Applications
  • 9. Version
Control
 Version 1 Version 2 I
Wish
I
hadn’t
Pressed
Save

  • 11. How
Do
I
Organize
My
Content?
 Meta‐Data
Management 
 ●  Folders ●  Document Properties ●  I want to Use this to Search in The Future I
Wish
I
Didn’t
have
to
Re‐Type
Information
 I
Wish
I
Could
Easily
Find
my
Documents

  • 12. I
Can’t
Find
That
Document 
 Simple
Search/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 I
Wish
Search
was
as
Simple
as
Google
 I
was
I
could
Search
on
 Content
and
Properties

  • 13. Locking
and
Versioning
 Comments
and
Timestamps 
 This is the Latest This is the Latest Version 1 Version 2 This is the This is the Latest Latest I’ve
Found
it
 But
which
one
is
Correct

  • 14. Security
and
Groups 
 ●  Not Access or Even Know it Exists ●  Consumer ●  Contributor Contractors ●  Editor HR ●  Coordinator Same Version Different ●  Individual/Group Security ●  Folder or Content That
was
Private
to
My
Group

  • 15. Lifecycle
Management 
 ●  Lifecycle Management Roles ●  •  Reviewers Security ●  Folder ●  Comments/Discussion ●  Authoring Distribution Review Workflow ●  Status ●  Audit ●  Authoring Distribution Reviewers They
Shouldn’t
have
Seen
That
 Write Read Comment It
was
in
Review
 Need to discuss Open Source Change Title
  • 16. Rendition
 ●  Transform to a Different format Word to PDF ●  Powerpoint to Flash ●  … ●  ●  Read Only Authoring Distribution Review ●  Advanced Watermarked ●  Digital Rights Management ●  •  Expires Distribution Authoring Reviewers Read The
Final,
Approved
Document
 Write Comment has
Been
Changed

  • 17. Content‐as‐a‐Service
 A
Basic
Document
Model 
 Properties Lock Folder Version Document Users Audit Groups Roles Version 1 Version 2 Security Rendition Comments Change Title Content‐as‐a‐Service
 From
any
Tool

  • 18. Content‐as‐a‐Service
 Advanced
Document
Model 
 Records LifeCycle Retention Properties Lock Folder Version Document Users Audit Groups Roles Version 1 Version 2 Security Rendition Comments Language Renditions Change Title
  • 19. Simplifying
Document 
Management
 ●  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 • Search • Version • Audit • Workflow
  • 20. Simple
Office
Integration
 Work
Entirely
in
Office
 ●  Functionality Space Browsing ●  Search ●  Checkin/out ●  Create New ●  Version History ●  Properties ●  Workflow Tasks ●  Compare ●  ●  Actions Transform PDF ●  Email out URL ● 
  • 21. Email
Document
Management 
 ●  Embedded SMTP Email Server ●  Email Archival Email ●  Attached Files ●  Metadata Extraction – Sender, ●  Subject, To, CC ●  Email In Collaboration Space - Content ●  Document - Discussion ●  Forum – New Topic ●  Topic - Post ● 
  • 22. Simple
Document
Application 
Rules
 ●  As Simple as Email Rules ●  Consistent Across all Interfaces • Document Application Rules
  • 23. Simple
Secure
OpenSearch
 OpenSearch
Server 
 ●  Auto-Discovery ●  Simple Search ●  Language Aware
  • 24. ECM
Leaves
the 
 Boundaries
of
the
Enterprise
 iGoogle ●  Content-as-a-Service ●  iGoogle Gadgets ●  Same Security ●  Same Rules ●  Same Content Services
  • 26. Open
Source
Choice 
 or
SharePoint
Tie‐In
 ●  Open Source Choice ●  SharePoint Tie-In ●  Office ●  MS-Office ●  RIA Platform ●  Sliverlight ●  Portal ●  SharePoint Portal ●  J2EE or .NET ●  .NET ●  Database ●  SQL Server ●  Operating System ●  Windows ●  Low Cost ●  Hidden Costs OSS Taking the M out of MOSS
  • 27. Why
Alfresco?
 Simplicity,
Choice
&
Scalability
 ●  Content Management that Real People, Teams and Customers want to use Simple to use, integrate and rollout ●  for enterprise adoption ●  With the Cost Savings of Open Source 1/10th of the cost of traditional ●  ECM with the added cost saving of an OSS stack ●  And the Scalability and High Availability of Java 5 Times faster and no proprietary ●  tie-in
  • 29. Demonstration
 Alfresco Confidential Not for Distribution
  • 31. Fit
Within
the
User’s
Environment
 Content‐as‐a‐Service
 ●  As Simple as a • Shared Shared Drive Drive Interface ●  As Simple as Email • Email Interface ●  As Simple as Google • Search Search • Version • Audit ●  Rules Automation • Workflow ●  Zero-Footprint Client • Web Search ●  Web 2.0 Client Integration Rules Automation