The document discusses the need for simple document management solutions that fit within users' environments. It describes how traditional enterprise content management (ECM) systems are too expensive, difficult to use, implement and scale. The presentation advocates for a content-as-a-service approach using Alfresco's open source document management platform. Key features highlighted include integration with familiar interfaces like shared drives, email and search, as well as simple configuration of rules, workflows and automation.

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