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

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

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

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
●

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

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

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

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 Information
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 was I could Search on
Content and Properties

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

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

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

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
Security Rendition Comments
Language
Renditions
Change
Title

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

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
●

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
●

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

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

ECM Leaves the
Boundaries of the Enterprise
iGoogle
● Content-as-a-Service
● iGoogle Gadgets
● Same Security
● Same Rules
● Same Content Services

Simple Workflow Configuration

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

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

Getting Access to Alfresco 2.2

Demonstration
Alfresco Confidential
Not for Distribution

Questions and Answers

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