Really Simple Document Management - 2009 Update

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Find the free recorded webinar, which includes a product demo, here: http://www.alfresco.com/about/eventsondemand

This presentation covers:
● 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

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  • The business benefits of office automation,and document management in particular, are visible on many fronts. Virtual docs eliminate manual labour associated with handling hardcopy documents. Mobile technologies improve the productivity of workforce. By providing instant access to documents, these technologies have revolutionised the way business tasks are performed. With unified communications and collaboration, we are able to save time and logistics costs. We are using RICOH INDIA's Cloud that brings down the cost and complexity associated with managing IT resources in-house. Lastly, security solutions has also come embedded with RICOH's document management platforms relieves business leaders from the challenges associated with data loss. Thanks RICOH INDIA
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Really Simple Document Management - 2009 Update

  1. 1. Really Simple Document Management
 Dr. Ian Howells, Alfresco CMO Alfresco Mike Farman Director ECM Product Managament www.alfresco.com
  2. 2. 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
  3. 3. 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 ● 
  4. 4. Where
Document
Management
 Came
From
 ●  Librarians ●  Document Vault ●  Librarian/Security Guard ●  Book at Door Check-Out ●  Check-In ●  ●  Back-Office Usage ●  Back-Office Language
  5. 5. Shared
Drive
+
Email
+
Search
 Number
One
ECM
 Before Productivity Compliance Shared Drive
  6. 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 ●  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
  7. 7. 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 ● 
  8. 8. EMC/Documentum 
 Pricing
Analysis 
 ●  1000 User $863,937 ●  ●  100 User $129,078 ●  ●  GSA Pricing White Paper Available ●  8
  9. 9. 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
  10. 10. A
Day
in
the
Life
of
a
Document 

  11. 11. Version
Control 
 Version 1 Version 2 I
wish
I
hadn’t
pressed
save

  12. 12. Locking
and
Versioning
 I
wish
he
had
have
asked
me
first
 I
was
working
on
that
document

  13. 13. 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

  14. 14. 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

  15. 15. 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?

  16. 16. 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

  17. 17. Content
Feeds 
 I
wish
he
had
told
me
about
that

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

  19. 19. 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
  20. 20. 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

  21. 21. 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

  22. 22. 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
  23. 23. 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
  24. 24. Alfresco
Document 
 Management
 ECM Enable ECM Enable ECM Enable CIFS/WebDAV Office Consumer SharePoint Interfaces REST 24
  25. 25. 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
  26. 26. 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 ● 
  27. 27. Simple
Document
ApplicaSon
 Rules 
 ●  As Simple as Email Rules ●  Consistent Across all Interfaces • Document Application Rules
  28. 28. Simple
Secure
OpenSearch
 OpenSearch
Server 
 ●  Auto-Discovery ●  Simple Search ●  Language Aware
  29. 29. Simple
Workflow
ConfiguraSon

  30. 30. Alfresco
Share
 Site Activity Feed! Virtual Team! 30
  31. 31. Document
Library
 Bulk Upload! Thumbnails! 31
  32. 32. Flash
Document
Viewer 
 Flash Viewer! Tagging and Discussions! 32
  33. 33. SharePoint
Protocol 
 End
User
Experience
 Office SharePoint New Check In/Out Site Workspace Version Pane 33
  34. 34. SharePoint
CompaSbility
 Office thinks it’s SharePoint! Check-InOut! Version Control! 34
  35. 35. User
AcSvity
Audit
Services 
 ●  When has a user logged in? ●  When did a user read document? ●  What other services did a user do?
  36. 36. 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
  37. 37. 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
  38. 38. 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
  39. 39. 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,
Soware,
 ●  Source Stack Skills
 Tools
of
Choice
 •  Keep
Control
to
Change
 ●  Vendors

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


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