1 Company Confidential Really Simple Document Management Dr. Ian Howells Chief Marketing Officer,...

1Company Confidential

Really Simple Document Management

Dr. Ian Howells

Chief Marketing Officer, Alfresco

2April 20, 2023 Company Confidential

Agenda

Trends in Enterprise Content Management

The Cost to a Business of Poor Document Management

A Day in the Life of a Document

A Basic Document Model

Making it Simple to Use, Rollout and Scaleout


Future Plans

Demonstration


The Four Big Areas ofEnterprise Content Management

Image Management Document Document ManagementManagement

Records Management Web Content Management

CommonRepository

andBPM


Where Document Management Came From

Librarians

Document Vault

Librarian/Security Guard

Book at Door– Check-Out– Check-In

Back-Office Usage

Back Office Language


Document Management in the Front-Office

5% to 10% Usage of ECM across Enterprise

Today– Shared Drive– Email– Google Search– Folders for

Workflow

By 2010 Expanding to 65% of Desktops


The Front-Office Knowledge Worker

80% of Information in a Company is Content

Growing at 75% per Year

Knowledge Workers (Read Front-Office) 30% to 40% of Time on Document Related Tasks


The Current State Content Management

Search – Documents are Hard to Find

– 25% of Enterprise Paper Documents are Misplaced

– 45% of Users find Gathering Information about another part of the Company a Challenge

– 57% of Users access numerous Sources to Compile Information

The Right Version is even Harder to Find

– 42% of Users Accidentally use the Wrong Information at lease Once per Week

Content Management Systems are Hard to Use

– 16% of Users use a Collaborative Workplace/Company Portal


The Cost of Poor Content Management

Enterprise with 1000 Knowledge Workers– Wastes $5m per

year due to the inability to locate information

– Spends $11m on Document Handling


I Wish I Hadn’t Pressed SaveVersion Control

Version 1

Version 2


I Wish He’d have Asked Me First I was Working on That DocumentLocking

SharedDrive

Update Updat

e


How Do I Organize My Content?Meta-Data Management

Folders

Document Properties

I Don’t Want to Re-Type this Information

I want to Use this to Search in The Future


I Can’t Find That DocumentSimple 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


Version 1

I’ve Found it But Which is the Correct One?Locking and Versioning

SharedDrive

Update Updat

e

Version 2

This is the Latest

This is the Latest

This is the Latest

This is the Latest


That was Private to My GroupSecurity and Groups

Not Access or Even Know Exists

Consumer

Contributor

Editor

Coordinator

Individual/Group

Folder or ContentSharedDrive

Same

Version

Different Security

HR

Contractors


They Shouldn’t have Seen That. It was in ReviewLifecycle Management

Lifecycle Management– Roles

~ Reviewers

– Security– Folder– Comments/

Discussion– Workflow– Status– Audit

Authoring Review Distribution

AuthoringWrite

ReviewersComment

DistributionRead

Need to discuss

Open Source

Change Title


The Final Approved Document has Been ChangedRendition

Transform to a Different format– Word to PDF– Powerpoint to Flash– …

Read Only

Advanced– Watermarked– Digital Rights

Management~ Expires

Authoring Review Distribution

AuthoringWrite

ReviewersComment

DistributionRead


A Basic Document Model

Document

Lock

FolderFolder

Properties

Security

UsersGroupsRoles

VersionAudit

Version 1

Version 2

Comments

Change Title

Rendition


Advanced Document Model

Document

Lock

FolderFolder

Properties

Security

UsersGroupsRoles

VersionAudit

Version 1

Version 2

Comments

Change Title

Rendition

LifeCycle Records

Retention

Language

Renditions


Simplifying Content ManagementMass Deployment

Shared file drives

Email - Rules

Portals– Google-like search– Yahoo-like browsing

Folder-Based Workflow

SmartSpaces– Folders, Content,

Rules

Zero-Footprint Clients

1. File System Emulation

2. Rules Engine

3. Out of the box portal integration


Simplifying Document Management

CIFS Shared Drive Interface

Pure Java – Windows, Linux

Drag-and-Drop

File Save-As

Desktop and Briefcase

Automatic Meta-Data Extraction

Zero Footprint Client


Rules as Invisible Services

As Simple as Email Rules

Consistent Across all Interfaces


Simple Secure OpenSearchOpenSearch Server

Auto-Discovery

Simple Search

Language Aware


Simple Web Client

Zero Footprint Client

Simple AJAX Tree Controls

Browse

Search


Multi-Repository SearchOpenSearch Client

Multiple Alfresco Repositories

Internal and External Search

Standards are Critical– Hundreds of

Adaptors– RSS, Atom Supported

Repositories

Wiki, Blogs


Simple Workflow Configuration


Upcoming SoonSimple Office Integration

Office 200x Integration

27Company Confidential


Dr. Ian Howells

Chief Marketing Officer, Alfresco

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