alfresco low cost secure document management

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Alfresco's Low Cost & Secure Document

Management Capabilities

Presented by:

Vinita Choudhary, Senior Consultant – Presales

CIGNEX Technologies

July 25, 2011

CIGNEX - Alfresco Confidential



Topics

• CIGNEX Overview – Alfresco Platinum Partner

• Effective Document Management

• Benefits: Functionalities & Cost Effectiveness of

Alfresco

• Case Study

CIGNEX - Alfresco Confidential 2



About CIGNEX



What We Do

44

In the last 10 years, CIGNEXhelped clients save over US$ 500Million by adopting Commercial

Open Source Software across200+ implementations

CIGNEX Confidential



Where We Can Help You

5

portals

intranets

extranets

e-commerce

content management

social collaboration

mobile apps

ICMP

integration & ESB

contract management

document management

records management

digital asset management

business process/workflow

business intelligence

SAP services and more …

Open Source Center of Excellence (CoE)

CIGNEX Confidential

DAM

Integration



Our Alfresco practice

• Close working relationship since 2005 – Conduct Alfresco training worldwide

• Global Platinum Partner – Deployed over 50 enterprise solutions on

Alfresco

– Over 50 Alfresco consultants

– Developed Accelerators• Migration from Documentum

• Contract Lifecycle Mgmt

• Achievements – Alfresco “Recognized Developer”

– Authored 3 Alfresco Books – 2010 Alfresco Partner of the Year

– 2007 WCM Implementation of the Year

– 2008 Best North American implementationof the Year


2010 A

lfresco APAC

Partner of the Year

2010 Alfresco North

America Partner of the Year

6



Enterprise Content Management/ Document Management



Document Management


Compliance

Collaboration

Continuity

CustomerService

4 C’s of Document

Management

Single unified repository to manage any content – Documents, Images, Video and Audio



Typical DM Challenges

45% of users find gathering information about another part of company a challenge

Managers spend upto 2 hours a day searching for information

42% of Users accidently use wrong information atleast once per week

Only 31% said that competitor information is hard to get

On average 3 sources for information on competitors, customers, and projects

More than 50% of information they obtain has no value to them

57% of numerous sources causes confusion

59% miss valuable information everyday to poor distribution


Source: Alfresco Webinar – 5

simple Use cases of Alfresco

Document Management



Alfresco is now the largest private,

pure-play open source software

company in the world.

3 million+ downloads of Alfresco community1500+ customers from 43+ countries

200+ global channel partners19 consecutive quarters of double-digit growth revenue growthfounded in 2005


Alfresco - Enterprise Content Management

11



Benefiting with Alfresco



Alfresco’s Document Management

DM

End User

DeveloperAdministrator


• Content Contribution &Categorization

• CIFS, JSR-168

• Advanced Search• OpenSearch

• Data Management &Transformation Engine

• Office to pdf

• Library Services• Version Control

• Team Collaboration• Email, RSS

• Integrated Workflow• Compliance

• Security• SSO



Features for End Users


Alfresco Share InterfaceCollaboration on content, social featuresincluding status updates, content activitystreams, tagging and search

Automatic Version ControlAbility to track major and minor versionsof documents with audit trial

Inline PreviewPreview popular file types (MS Officedocuments, PDF’s and Images) within

browser Easy as a Shared DeviceSupport for CIFS and WebDav

Drag and Drop from EmailAn IMAP service mounted on email clientby Alfresco enables to drag and dropcontent

Microsoft Office IntegrationAlfresco allows users to upload, check-in,

check-out, and modify content right fromOffice

Folder based RulesMuch like Outlook or Gmail folder rules,business users can create simpledocument workflows



Features for Developers


Automated Rules and ActionsSimple to configure rules to automatedocument related processes

Custom TypesAbility to define unique types and associatedmetadata

Lightweight ScriptsAllows developers to create new reusablecomponents using javascript, PHP andfreemarket

Powerful AspectsAspects can hold a set of custom metadataand be applied to any document regardlessof content type

WorkflowBased on jBPM, Alfresco workflows can bebuilt to support simple review and approvalprocesses as well as configured to supportcomplex mechanisms

Transformation ServicesAllows to create more than one documentformat for any content within the system



Features for Administrators


Zero Foot Print ClientsCompliant to standard interfaces (i.e. CIFS,IMAP, SharePoint Protocol) users need notinstall any software or plugins in localterminal

High ScalabilityArchitected to support large number of usersand high volumes of content

ReplicationContent can be replicated between Alfrescosystems. Remote offices can have read onlyaccess to content locally providing quickaccess and reducing wide area networktraffic

ClusteringClustering allows organizations to scale their

Alfresco Deployment

JMX AdministrationSimplified administrative controls likechanging server settings can be done viastandard JMX tools

Standards DrivenCompliance to standards including REST,RSS, Atom publishing, JSON, OpenSearch,OpenSocial, OpenID, Web Services, JSR168, JSR 170 level 2, MyFaces, CIFS, FTP,WebDAV, SQL, ODF and CMIS

SecurityFine grained security levels based on user,group and role management, control accessto content managed by Alfresco



Case Study - Leading Japanese

Financial Services

Alfresco based Documents & RecordsManagement (DM & RM)



Document & Records Management• Client Overview

– Research & Analytics division of the Finance & Securities group publishesaround 8,000 reports for US, Europe and Asia

• Challenges faced with the Proprietary System

– Inefficiencies / overheads due to semi-automated system

• Increased emails, reminders and phone calls within group and to Legal

– More than 500 employees

• No tagging and categorization making document retrieval difficult – Low productivity

• Report publishing taking too long

• Intra-day publication taking 4 –6 hours

– Desired turn-around time: 1 – 2 hours

– Lack of audit trail

• Increased legal risk




Document & Records Management

• Key Features

– Standardized 6-step work-flow

• Create

• Edit

• Supervisor Review

• Legal Approval

• Publish

• Translate

– Single Sign On for employees

• Eliminated need for separatecredentials management

– Seamless integration with in-house applications developedon MS .Net technologies




Document & Records Management

• Key Benefits to Client

– Automated, reliable and fully functional solution deployed within6 months

• Robust report publishing system – Reduced time to publish reports by up to 70%

• Automated notifications helped in increasing process

efficiency

– Eliminated vendor lock-in

– Reduction in Total Cost of Ownership (TCO)

• > 70% over proprietary technologies




Summary

• Document Management is Vital

– Should be integrated into overall business strategies andobjectives

• Alfresco DM, an Enterprise-class alternative to

established proprietary DM software – Supports open standards & interoperability

– Reduced Costs

• CIGNEX, making Open Source Work for Enterprises – Aligned to Client Business Goals

– 400+ consultants with access to internal knowledge base

– Preferred relationship with Partners




Are you ready to migrate?

Interested to learn how you can leverage a competent, cost

effective Document Management solution?

CIGNEX makes OpenSource work, for you!

Vinita [email protected] # + 91 987 902 7966

THANK YOU!
