Open Source and Open Standards for Information and Records Managers

Open Source and Open Standards: The Next Generation of Enterprise Content Management? ARMA - Information Management Symposium Toronto - June 1, 2011 Cheryl McKinnon Founder/President Candy Strategies Inc. Cheryl@CandyStrategies.com www.candystrategies.com @CherylMcKinnonSunday, May 29, 2011

Open Standards are Essential to ECMSunday, May 29, 2011

Open Standards in ECM • Information Management professionals who are serious about digital preservation in today’s knowledge economy need to be diligent • Preservation • Metadata • Interoperability and PortabilitySunday, May 29, 2011

What About Preservation? • How do we ensure this era of Information Overload doesn’t become the Dark Ages 2.0? • Non-vendor controlled ﬁle formats • Independent from operating systems or hardware platforms • Can live outside of digital rights lockdown for appropriate preservation and educational usesSunday, May 29, 2011

Open Standards for Preservation • A long way to go...but: • PDF/A and ODF are a start • Public sector has lead the charge in this area • PDF/A an ISO Standard • Ability to mandate and encourage open standards adoptionSunday, May 29, 2011

Open Standards for Metadata • Dublin Core • Wide adoption for these standard metadata elements in content management and library systems • XML • W3C consortium • Machine and Human Readable textual data formatSunday, May 29, 2011

Open Standards for Interoperability • CMIS (Content Management Interoperability Services) • OASIS managed with active participation from AIIM • OpenSocial • Interoperability across collaboration and social network products • “Gadget” metaphor inspired by Google • An Open API not a formal standardSunday, May 29, 2011

Open Source is Changing the Information Management IndustrySunday, May 29, 2011

What is Open Source? • Deﬁnition emerged 1998 - with a new model of software development and release - Mozilla (Netscape Navigator) • Roots back to 1980s - Free Software Foundation • Practices rooted in development that evolved into the internet • 1960s/70s - early example of open, participatory software development • 1998 - Founding of Open Software Initiative • consistent terminology, sanctioned software license agreements, deﬁnitions and practices • http://opensource.org/Sunday, May 29, 2011

What is Open Source? • Simply? • A way a software developer (a vendor or a community) licenses and distributes its source code • No charge for the software, availability of code, welcomes contributions, no restrictions on how software is used • Variety of individual license agreements govern how it is distributed or used inside other products. • Examples: GPL, LGPL, Apache, BSD, Eclipse, others...Sunday, May 29, 2011

2010 Was a Turning Point in ECMSunday, May 29, 2011

CMIS: Vendors Playing NicelySunday, May 29, 2011

Background • Original Concept in 2006 • Kick off meeting - vendors, academics, end-users • Three vendors created their own project • Microsoft, EMC, IBMSunday, May 29, 2011

Background • Draft speciﬁcation submitted to OASIS in 2008 • Strong participation and collaboration among 19 vendors • Final public draft in January 2010 with Ratiﬁcation on May 4, 2010 • Planning for Next Version in Progress - discussions including Records ManagementSunday, May 29, 2011

CMIS: Why and What is it? • Statement of Purpose • Deﬁne a domain model that can be used by applications to work with one or more Content Management systems • Data Model, Abstract Capabilities, Set of Bindings • Problem of “islands of incompatible systems” making it difﬁcult for organizations and application developers to integrate content across and among systemsSunday, May 29, 2011

CMIS: Why and What? • Use Cases for CMIS 1.0 • Collaborative Content Applications • Portals Leveraging Content Management Repositories • Mashups • Content Repository Search • http://www.oasis-open.org/committees/ cmis/charter.phpSunday, May 29, 2011

CMIS: Why and What? • Secondary Use Cases • Not in 1.0 Scope • Content-centric • RM and Workﬂow and BPM Compliance • Archival • DAM Applications • WCM • Compound and Virtual Documents • Subscription and Notiﬁcation • Electronic and Legal DiscoverySunday, May 29, 2011

CMIS 1.0 CMIS Client: Portal, Scan/Capture, Content and Business Applications Documents Metadata CRUD operations Filing Folders Query : CMISQL Checkin, Checkout Relations Versions ACL Renditions REST (AtomPub) or SOAP EMC/ IBM/Filenet Nuxeo Documen- Sharepoint Alfresco ... tumSunday, May 29, 2011

Removing the Stigma from “Silo”Sunday, May 29, 2011

Harvesting the Content Silos • Finding the common ground across Content Management Repositories • Technical Use Cases • Federated Repositories • Repository to Repository • Application to Repository • http://www.slideshare.net/ pie1120/the-point-of-the- content-interoperability- services-cmis-standardSunday, May 29, 2011

Harvesting the Content Silos • Federated Repositories • Ability to use and consume content across multiple repositories • Appears to end user as one cohesive system • Ability to build single UI to access content in across multiple repositories - entirely different ECM productsSunday, May 29, 2011

Harvesting the Content Silos • Repository to Repository • Publish a document from one repository to another • Example: a document in an ECM system published to a WCM upon approval • Manage corporate records from one centralized repository • Access business records from multiple document repositories in one records system for consistent retention, dispositionSunday, May 29, 2011

Harvesting the Content Silos • Application to Repository • Use and consume managed content across other line of business applications • ERP, CRM, case management systems, collaboration tools • Let content ﬂow across its natural horizontal business lifecycleSunday, May 29, 2011

The Problem isn’t “Vendor Lock-in” It’s “Content Lock-in”Sunday, May 29, 2011

Lowest Common Denominator or Highest Common Ground? • CMIS Basics • Object Types • Documents, Folders, Relationships, Policies • Each object has an object identity, properties • Objects may an access control list, a content stream or renditionSunday, May 29, 2011

Lowest Common Denominator or Highest Common Ground? • Versioning of Documents • CMIS Query and Discovery Services • Navigation Services • Multi-Filing ServicesSunday, May 29, 2011

ECM: Platforms and SuitesSunday, May 29, 2011

ECM Becomes a Platform for Content Applications • CMIS opens the door to meaningful consumption of content across business processes • Fast Integrations • Generic deployments of basic document management often don’t meet business requirements • Compliance cudgel often doesn’t work • Productivity is back on the front-burnerSunday, May 29, 2011

ECM Becomes a Platform for Content Applications • Vendors with cohesive platforms may be able to be most creative with CMIS • ECM vendors will need to differentiate in new ways • Suite vendors that assembled portfolio via acquisition will take longer to take full advantage of CMIS • Inconsistent architectures and integrationsSunday, May 29, 2011

ECM Becomes a Platform for Content Applications - Mobile • Content Management Goes Mobile • Android CMIS Browser • Browse CMIS repository • View Documents • Email Documents • Search • View Document Properties http://code.google.com/p/android-cmis-browser/Sunday, May 29, 2011

ECM Becomes a Platform for Content Applications - Web • Content Engine behind WCM / Portal Systems • Drupal • Liferay • Nuxeo • Alfresco • eXo • ....MoreSunday, May 29, 2011

ECM Becomes a Platform for Content Applications - Process • Business Process Management • Access content stored in ECM repositories via CMIS • BonitaSoftSunday, May 29, 2011

Why It MattersSunday, May 29, 2011

Standards = EfﬁciencySunday, May 29, 2011

Transporting the Digital Goods • Line of Business and ECM Applications carry business content • Goods and Services are bought, sold and contracted electronically • Interoperable systems (ERP, WCM, eCommerce, BPM and Workﬂow, ECM) need to let electronic content move across business processes • Reluctance to adopt basic Document Management interoperability standards is a repeat of the Rail Gauge Debates of the 1800sSunday, May 29, 2011

How Does Open Source Help Shape the Future of Information Management?Sunday, May 29, 2011

Beneﬁts from Open Source • Organizations Can Begin their Information Management Project • Start Testing, Prototyping without Signiﬁcant Financial Investment • Lingering Perception of the Hobbyist or Part Time Developer is Ready for the History Books • Mature Products, Strong Vendor Support BackingSunday, May 29, 2011

Beneﬁts from Open Source • Community Strength for Knowledge Sharing and Quick Responses • Enterprise 2.0 in Action • Organizations can Take Back Control of their Own ECM Roadmaps • Access to code, marketplaces, module exchange with peers, partners or supply chainSunday, May 29, 2011

Beneﬁts from Open Source • Brings ECM and Information Management to organizations of all sizes and budgets • The Web opened the door to opportunities for new and innovative companies to communicate and do business globally • Democratization of opportunity means Democratization of risk • ECM no longer available to only those organizations with large IT budgetsSunday, May 29, 2011

Canada Is Lagging on Acceptance • UK Government • 2010 Cabinet Ofﬁce Memo on Open Source • US Government - Department of Defense • 2009 Memo from CIO on Open Source • 2011 Lessons Learned ReportSunday, May 29, 2011

From Information Overload to Dark Ages 2.0? http://opensource.com/life/10/10/information-overload-dark-ages-20Sunday, May 29, 2011

Thank You Questions? ARMA Information Management Symposium Toronto - June 1, 2011 Cheryl McKinnon Founder/President Candy Strategies Inc. Cheryl@CandyStrategies.com www.candystrategies.com @CherylMcKinnonSunday, May 29, 2011

Open Source and Open Standards for Information and Records Managers

by Cheryl McKinnon

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Open Source and Open Standards for Information and Records Managers Presentation Transcript