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The Case for Open Source Enterprise Content Management
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The Case for Open Source Enterprise Content Management

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More than 70% of organizations plan on increasing their ECM investments in the coming year, according to the Forrester "2009 Global Enterprise Content Management Online Survey." However, for those …

More than 70% of organizations plan on increasing their ECM investments in the coming year, according to the Forrester "2009 Global Enterprise Content Management Online Survey." However, for those who implemented an Enterprise Content Management (ECM) solution, 41% said they were unsatisfied with the return on their investment. The cost benefit of any ECM initiative is directly related to the adoption rate of the system throughout an organization. The more it is used and leveraged, more efficiencies are gained and a higher rate of return is realized.

This presentation demonstrates how an Open Source Enterprise Content Management system can drive adoption of ECM in an enterprise much more effectively than its commercial counterparts purely based on its commitment to standards, ease of scalability and open source licensing model.

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  • More unstructured content than ever and it is growing. Users used to google type searching for information
  • Continuity - A strong continuity plan will show you that not all content is critical. Determine the most vital docs and provide DR around them. ECM allows you to manage this and throw away docs that are not vital to business.
  • Technical Support
    Warranty and Indemnification
    Maintenance Releases, Patches and Hot Fixes
    Quality Assurance/Hardening
    Partner Ecosystem
  • This is where we should talk about adoption driving ROI
  • These four things foster adoption: (1) higher level of integration allow workers to leverage the ECM without incurring multiple steps in their daily work, (2) ease of scalability allows the system to scale to meet the higher usage rate, (3) standard enterprise technologies enable a larger talent pool for maintaining and supporting the system and (4) CPU based subscription over per user licensing gets the product into the hands of the real workers.

    ROI increases when adoption is increased: the more a system is used, the more content that is stored, the more the case that there is a 1 stop place for searching for content and the more chances that content can be re-used as is without replication and re-creation. When the entire organization leverages an ECM, the most ROI will be higher as processes will be more efficient and there will be less chance of the wrong content being shown to the wrong people.
  • Transcript

    • 1. The Case for Open Source Enterprise Content Management May 26, 2010 Matt Van Bergen, CTO mvanbergen@citytechinc.com http://www.citytechinc.com
    • 2. Agenda Enterprise Content Management Open Source Software Open Source Enterprise Content Management Open Source Enterprise Content Management Case Studies Conclusion
    • 3. Enterprise Content Management Defined Typical Components • Document Management & Workflow • Records Management • Collaboration • Web Content Management AIIM’s Definition
    • 4. Why Enterprise Content Management? Unstructured Structured ExponentialGrowth
    • 5. How Can Enterprise Content Management Help? Management unstructured content Collaboration Network drive replacement Compliance Document based business process automation Brand management / DAM Employee productivity Imaging Security of documents Business continuity And more!
    • 6. Agenda Enterprise Content Management Open Source Software Open Source Enterprise Content Management Open Source Enterprise Content Management Case Studies Conclusion
    • 7. What is Open Source? Development method for software that harnesses the power of distributed peer review and transparency of process. 70+ open source license types (i.e. Apache, GPL, LGPL, etc.) Big brands are counting on open source as a strategic advantage • Source code availability • Online support from community • No single vendor determining road map What is Enterprise Open Source? Technical Support Warranty and Indemnification Maintenance Releases, Patches and Hot Fixes Quality Assurance/Hardening Partner Ecosystem
    • 8. Why is Enterprise Open Source Software different than traditional software licensing? Fixed Variable Services/ Customization Hardware Hardware/ Software Proprietary License 100% Cost Reductions Services/ Customization Source: Larry Augustin (OSBC2004) Alfresco Proprietary Open Source Fixed Variable
    • 9. Enterprise Open Source Maturity Applications Application Platforms Application Runtimes Application Frameworks Today i.e. Spring Framework, Seam, Struts, etc. i.e. Red Hat Linux, JBoss, MySQL,etc. i.e. Alfresco ECM, Nuxeo, Liferay, GateIn, Jahia i.e. SugarCRM, OpenBravo MaturityLevel
    • 10. Agenda Enterprise Content Management Open Source Software Open Source Enterprise Content Management Open Source Enterprise Content Management Case Studies Conclusion
    • 11. ECM Potential for Growth
    • 12. State of Enterprise Content Management Today 35% ECM Shelfware 41% ECM did not live up to expectations
    • 13. Open Source ECM Drives Adoption – How, Why? Higher integration capability Simpler to scale Standards based Cost Model More Details…
    • 14. Service Oriented Architecture Compatibility Enable content everywhere in enterprise • CMIS • RESTful Services Low barrier to integration: • ERP Integration • Customer facing websites publishing • Network drive - transparent repository usage • Enrich social networking related content enterprise content • Support single brand across the entire company
    • 15. Scalability Horizontal scalability Leverage existing investment in Java Enterprise Edition application servers No special skill for system administrators JBoss, Tomcat, WebLogic, etc. Oracle, MySQL EnterpriseDB, etc. Standard Enterprise Platforms Proprietary Platforms Process Engine Content Engine Workflow EngineRM Engine
    • 16. Standards-based Based on mainstream technologies used in typical enterprise architectures. Specialized resources = higher cost Standard Enterprise Technologies (example based on Alfresco ECM) Proprietary Technologies
    • 17. Licensing Model Complex licensing and user based models stunts adoption Choose CPU socket based subscriptions CPU Based Licensing User Based Licensing Everybody Uses CMS Privileged Users Use CMS
    • 18. Open Source ECM: Increase in ECM Adoption Increases ROI JBoss, Tomcat, WebLogic, etc. Oracle, MySQL EnterpriseDB, etc. Integration Scalable CPU Based Subscription Standard Enterprise Technologies
    • 19. Agenda Enterprise Content Management Open Source Software Open Source Enterprise Content Management Open Source Enterprise Content Management Case Studies Conclusion
    • 20. Case Study: City of Chicago Business Process Automation Automate delegate agency contract business process Heavy document based workflow powered by Alfresco ECM (50+ process steps) Custom web based application front-end Zero cost scanner integration using Alfresco CIFS interface Friendly Alfresco CPU based subscription enabled quick adoption MySQL Custom Web Application
    • 21. Case Study: COR2 Technology Risk Management Portal COR2 Technology offers risk management capabilities via its Alfresco ECM native Share collaboration platform. Large construction management firms store and manage sub-contractors’ insurance certificates. Implemented custom risk management taxonomy and workflow Very few customizations – good feature match out of the box
    • 22. Case Study: Portal Document Management Integration Large university leveraged Alfresco ECM to bring best of breed document management to their faculty & student portal. Custom JSR-168 portlets backed by Alfresco Web Scripts 400,000+ users Clustered configuration LDAP integration
    • 23. Agenda Enterprise Content Management Open Source Software Open Source Enterprise Content Management Open Source Enterprise Content Management Case Studies Conclusion
    • 24. Is Open Source ECM Right for Your Organization? Criteria Proprietary Open Source Extensibility X Scalability X Out of the Box Features X Upgrade Ease X Partner Ecosystem X Extension Ecosystem X Product Roadmap X Caveats: •A proper needs assessment is the only way to evaluate which is right for your organization •Not all open source ECM products are equal
    • 25. CITYTECH’s Open Source ECM Product Experience
    • 26. Conclusion Look at an open source alternative such as Alfresco for your ECM initiative(s). Make it easy for your users to use your ECM by looking at standardized approaches for integration with enterprise applications such as CMIS, CIFS, etc. Think about ECM in terms of enterprise content services to enable your content to be an asset that is ubiquitously available in your enterprise. Choose an ECM that leverages your existing technical mindshare Choose a licensing model that does not constrict usage of the platform. Drive adoption and realize higher ROI
    • 27. Matt Van Bergen Chief Technology Officer 312-673-6433 x111 mvanbergen@citytechinc.com http://blogs.citytechinc.com/matt http://twitter.com/mvanbergen Web: http://www.citytechinc.com Twitter: http://twitter.com/citytech Blogs: http://blogs.citytechinc.com Contact CITYTECH to setup a no cost onsite needs assessment to see if open source enterprise content management would be a good fit for your organization. Professional Services: Specializing in the design, development and execution of highly available and scalable enterprise applications Consultants: Average experience is 10 years Offices: Located in downtown Chicago, IL Goal: Strive for long-term partnerships with partners and clients About CITYTECH