Really Simple Document Management with Alfresco

http://tinyurl.com/5rphu4
Alfresco offers document management using familiar interfaces to get rapid user adoption built on a repository that offers transparent, out-of-sight services for full ECM.

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
● 59% miss valuable information everyday to to poor distribution
Shared
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
Drive
Compliance
Applications
Shared
Drive or
Email
Interface
Web
Access/
Search
Rules
Automation

9. Version
Control

Version 1
Version 2
I
Wish
I
hadn’t
Pressed
Save


10. Locking
and
Versioning

I
Wish
He
had
have
Asked
Me
First

I
was
Working
on
That
Document


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. Version 1
Locking
and
Versioning

Comments
and
Timestamps

Version 2
This is the
Latest
This is the
Latest
This is the
Latest
This is the
Latest
I’ve
Found
it

But
which
one
is
Correct


14. Security
and
Groups

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


15. Lifecycle
Management

● Lifecycle Management
● Roles
• Reviewers
● Security
● Folder
● Comments/Discussion
● Workflow
● Status
● Audit
Authoring Review Distribution
Authoring
Write
Reviewers
Comment
Distribution
Read
Need to
discuss Open
Source
Change Title
They
Shouldn’t
have
Seen
That

It
was
in
Review


16. Rendition

● 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
The
Final,
Approved
Document

has
Been
Changed


17. Content‐as‐a‐Service

A
Basic
Document
Model

Document
Lock
Folder
Properties
Security
Users
Groups
Roles
Version
Audit
Version 1
Version 2
Comments
Change
Title
Rendition
Content‐as‐a‐Service

From
any
Tool


18. Content‐as‐a‐Service

Advanced
Document
Model

Document
Lock
Folder
Properties
Security
Users
Groups
Roles
Version
Audit
Version 1
Version 2
Comments
Change
Title
Rendition
LifeCycle
Records
Retention
Language
Renditions

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

● Content-as-a-Service
● iGoogle Gadgets
● Same Security
● Same Rules
● Same Content Services
iGoogle

25. Simple
Workflow
Configuration


26. Open
Source
Choice

or
SharePoint
Tie‐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

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
● 1/10
th
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

28. Getting
Access
to
Alfresco
2.2


29. Demonstration

Alfresco Confidential
Not for Distribution

30. Questions
and
Answers


31. Fit
Within
the
User’s
Environment

Content‐as‐a‐Service

● As Simple as a
Shared Drive
● As Simple as Email
● As Simple as Google
Search
● Rules Automation
● Zero-Footprint Client
● Web 2.0 Client
Integration Rules
Automation
• Web
Search
• Shared
Drive
Interface
• Email
Interface
• Search
• Version
• Audit
• Workflow