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

228 October 2015 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 Really Simple Document Management Future Plans Demonstration

328 October 2015 Company Confidential The Four Big Areas of Enterprise Content Management Image Management Document Management Records ManagementWeb Content Management Common Repository and BPM

428 October 2015 Company Confidential Where Document Management Came From Librarians Document Vault Librarian/Security Guard Book at Door – Check-Out – Check-In Back-Office Usage Back Office Language

528 October 2015 Company Confidential Document Management in the Front-Office 5% to 10% Usage of ECM across Enterprise Today – Shared Drive – – Google Search – Folders for Workflow By 2010 Expanding to 65% of Desktops

628 October 2015 Company Confidential 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

728 October 2015 Company Confidential 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

828 October 2015 Company Confidential 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

928 October 2015 Company Confidential I Wish I Hadn’t Pressed Save Version Control Version 1 Version 2

1028 October 2015 Company Confidential I Wish He’d have Asked Me First I was Working on That Document Locking Shared Drive Update

1128 October 2015 Company Confidential 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

1228 October 2015 Company Confidential 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

1328 October 2015 Company Confidential Version 1 I’ve Found it But Which is the Correct One? Locking and Versioning Shared Drive Update Version 2This is the Latest

1428 October 2015 Company Confidential That was Private to My Group Security and Groups Not Access or Even Know Exists Consumer Contributor Editor Coordinator Individual/Group Folder or Content Shared Drive Same Version Different Security HR Contractors

1528 October 2015 Company Confidential They Shouldn’t have Seen That. It was in Review Lifecycle Management Lifecycle Management – Roles ~ Reviewers – Security – Folder – Comments/Discussion – Workflow – Status – Audit Authoring Review Distribution Authoring Write Reviewers Comment Distribution Read Need to discuss Open Source Change Title

1628 October 2015 Company Confidential The Final Approved Document has Been Changed Rendition Transform to a Different format – Word to PDF – Powerpoint to Flash – … Read Only Advanced – Watermarked – Digital Rights Management ~ Expires Authoring Review Distribution Authoring Write Reviewers Comment Distribution Read

1728 October 2015 Company Confidential A Basic Document Model DocumentLock Folder PropertiesSecurityUsers Groups Roles Version Audit Version 1 Version 2 Comments Change Title Rendition

1828 October 2015 Company Confidential Advanced Document Model DocumentLock Folder PropertiesSecurityUsers Groups Roles Version Audit Version 1 Version 2 Comments Change Title RenditionLifeCycleRecords Retention Language Renditions

1928 October 2015 Company Confidential Simplifying Content Management Mass Deployment Shared file drives - 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

2028 October 2015 Company Confidential 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

2128 October 2015 Company Confidential Rules as Invisible Services As Simple as Rules Consistent Across all Interfaces

2228 October 2015 Company Confidential Simple Secure OpenSearch OpenSearch Server Auto-Discovery Simple Search Language Aware

2328 October 2015 Company Confidential Simple Web Client Zero Footprint Client Simple AJAX Tree Controls Browse Search

2428 October 2015 Company Confidential Multi-Repository Search OpenSearch Client Multiple Alfresco Repositories Internal and External Search Standards are Critical – Hundreds of Adaptors – RSS, Atom Supported Repositories Wiki, Blogs

2528 October 2015 Company Confidential Simple Workflow Configuration

2628 October 2015 Company Confidential Upcoming Soon Simple Office Integration Office 200x Integration

27 Company Confidential Really Simple Document Management Dr. Ian Howells Chief Marketing Officer, Alfresco Internal and Confidential