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

WhereDocumentManagementCameFrom

●  Librarians

●  Document Vault

●  Librarian/Security Guard

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

●  Back-Office Usage

●  Back-Office Language

TheFrontOfficeKnowledgeWorker

●  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

RecognizeThis?ECMAfter20Years

●  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

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

Shared Drive

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

InternetTrendsareAffectingEnterpriseContentManagement

●  “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

FitWithintheUser’sEnvironmentContent‐as‐a‐Service

Before After

Shared Drive

Compliance Applications

Shared Drive or Email

Interface

Web Access/ Search

Rules Automation

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‐TypeInformationIWishICouldEasilyFindmyDocuments

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

IWishSearchwasasSimpleasGoogleIwasIcouldSearchonContentandProperties

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

LifecycleManagement●  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

TheyShouldn’thaveSeenThatItwasinReview

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 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

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

• Search • Version • Audit

• Workflow

SimpleOfficeIntegrationWorkEntirelyinOffice

●  Functionality ●  Space Browsing ●  Search ●  Checkin/out ●  Create New ●  Version History ●  Properties ●  Workflow Tasks ●  Compare

●  Actions ●  Transform PDF ●  Email out URL

EmailDocumentManagement

●  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

SimpleDocumentApplicationRules

●  As Simple as Email Rules

●  Consistent Across all Interfaces

• Document Application

Rules

SimpleSecureOpenSearchOpenSearchServer

●  Auto-Discovery

●  Simple Search

●  Language Aware

ECMLeavestheBoundariesoftheEnterprise

●  Content-as-a-Service

●  iGoogle Gadgets

●  Same Security

●  Same Rules

●  Same Content Services

iGoogle

SimpleWorkflowConfiguration

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

WhyAlfresco?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

GettingAccesstoAlfresco2.2

Demonstration

Alfresco Confidential Not for Distribution

QuestionsandAnswers

FitWithintheUser’sEnvironmentContent‐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