Really Simple Document Management with Alfresco
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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.

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Really Simple Document Management with Alfresco Presentation Transcript

  • 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

  • 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. 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
  • 25. Simple
Workflow
Configuration

  • 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
  • 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 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