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

The Need for Document Management
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
● The Focus of 2009
More Content
●
More Users
●
More Productivity
●
More Compliance
●

Where Document Management
Came From
● Librarians
● Document Vault
● Librarian/Security Guard
● Book at Door
Check-Out
●
Check-In
●
● Back-Office Usage
● Back-Office Language

Shared Drive + Email + Search
Number One ECM
Before
Productivity
Compliance
Shared
Drive

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

Recognize This?
ECM A&er 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
●

EMC/Documentum
Pricing Analysis
● 1000 User
$863,937
●
● 100 User
$129,078
●
● GSA Pricing
White Paper Available
●
8

The Web
Making the Complex Simple
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

A Day in the Life of a Document

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 informaSon
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 wish I could search on
content and properSes

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

Content Feeds
I wish he had told me about that

Compliance
User AcSvity Audit Services
I’m sure he told me he had seen
Audit
that

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

RendiSon
● 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
Feeds
Security Rendition Comments
Language
User
Renditions
Activity
Change
Audit
Title

Content‐as‐a‐Service
● ECM
Functionality
●
● Web 2.0 and Social Computing
ECM
Internet Scale
●
Consumerized Interfaces
●
Web 2.0 Shared
● Shared Drive
Social Drive
Simplicity of Interface
●
Low Cost
●
No
Lock‐In
● No-Lock In

Alfresco Document
Management
ECM Enable ECM Enable ECM Enable
CIFS/WebDAV Office Consumer
SharePoint Interfaces
REST
24

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
● Any Client • Search
• Version
• Audit
• Workflow

Email Document Management
● 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
●

Simple Document ApplicaSon
Rules
● As Simple as Email Rules
● Consistent Across all
Interfaces
• Document
Application
Rules

Simple Secure OpenSearch
OpenSearch Server
● Auto-Discovery
● Simple Search
● Language Aware

Simple Workflow ConfiguraSon

Alfresco Share
Site Activity Feed!
Virtual Team!
30

Document Library
Bulk Upload!
Thumbnails!
31

Flash Document Viewer
Flash Viewer!
Tagging and
Discussions!
32

SharePoint Protocol
End User Experience
Office
SharePoint New
Check In/Out
Site Workspace
Version Pane
33

SharePoint CompaSbility
Office thinks it’s
SharePoint!
Check-InOut!
Version Control!
34

User AcSvity Audit Services
● When has a user logged in?
● When did a user read
document?
● What other services did a user
do?

CMIS ImplementaSon
● 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
http://wiki.alfresco.com/wiki/CMIS
36

Document Management for Everyone
Has to be DramaScally Cheaper
● Year One Savings
● 1000 Users
Save 85% to 96%
●
● 100 Users
Save 42% to 85%
●
Whitepaper available
●
Webinar recording
●
available
37

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

Today’s Economy
ProducSvity and Compliance
Low Cost Simplicity Choice
Save 85% to 96%
●
Lower TCO
Rapid Deployment and Time
• ●
Added Savings of Open to Value
●
Reuse Hardware, So\\ware,
●
Source Stack
Skills
Tools of Choice
•
Keep Control to Change
●
Vendors

www.alfresco.com
● Recorded Webinars
● Join Content Community
CMIS
●
TCO
●
Tutorials
●
● Download
● Install
40

QuesSons