open source and open standards for information and records managers

Candy Strategies Inc.www.candystrategies.com

Open Source and Open Standards:The Next Generation of Enterprise

Content Management?

ARMA - Information Management SymposiumToronto - June 1, 2011

Cheryl McKinnonFounder/President

Cheryl@CandyStrategies.com@CherylMcKinnon

Sunday, May 29, 2011

Open Standards are Essential to ECM

Sunday, May 29, 2011

• Information Management professionals who are serious about digital preservation in today’s knowledge economy need to be diligent

• Preservation

• Metadata

• Interoperability and Portability

Open Standards in ECM

Sunday, May 29, 2011

• How do we ensure this era of Information Overload doesn’t become the Dark Ages 2.0?

• Non-vendor controlled file formats

• Independent from operating systems or hardware platforms

• Can live outside of digital rights lockdown for appropriate preservation and educational uses

What About Preservation?

Sunday, May 29, 2011

• A long way to go...but:

• PDF/A and ODF are a start

• Public sector has lead the charge in this area

• PDF/A an ISO Standard

• Ability to mandate and encourage open standards adoption

Open Standards for Preservation

Sunday, May 29, 2011

• Dublin Core

• Wide adoption for these standard metadata elements in content management and library systems

• XML

• W3C consortium

• Machine and Human Readable textual data format

Open Standards for Metadata

Sunday, May 29, 2011

• CMIS (Content Management Interoperability Services)

• OASIS managed with active participation from AIIM

• OpenSocial

• Interoperability across collaboration and social network products

• “Gadget” metaphor inspired by Google

• An Open API not a formal standard

Open Standards for Interoperability

Sunday, May 29, 2011

Open Source is Changing the Information

Management Industry

Sunday, May 29, 2011

• Definition emerged 1998 - with a new model of software development and release - Mozilla (Netscape Navigator)

• Roots back to 1980s - Free Software Foundation

• Practices rooted in development that evolved into the internet

• 1960s/70s - early example of open, participatory software development

• 1998 - Founding of Open Software Initiative

• consistent terminology, sanctioned software license agreements, definitions and practices

• http://opensource.org/

What is Open Source?

Sunday, May 29, 2011

• Simply?

• A way a software developer (a vendor or a community) licenses and distributes its source code

• No charge for the software, availability of code, welcomes contributions, no restrictions on how software is used

• Variety of individual license agreements govern how it is distributed or used inside other products.

• Examples: GPL, LGPL, Apache, BSD, Eclipse, others...

What is Open Source?

Sunday, May 29, 2011

2010 Was a Turning Point in ECM

Sunday, May 29, 2011

CMIS: Vendors Playing Nicely

Sunday, May 29, 2011

• Original Concept in 2006

• Kick off meeting - vendors, academics, end-users

• Three vendors created their own project

• Microsoft, EMC, IBM

Background

Sunday, May 29, 2011

• Draft specification submitted to OASIS in 2008

• Strong participation and collaboration among 19 vendors

• Final public draft in January 2010 with Ratification on May 4, 2010

• Planning for Next Version in Progress - discussions including Records Management

Background

Sunday, May 29, 2011

• Statement of Purpose

• Define a domain model that can be used by applications to work with one or more Content Management systems

• Data Model, Abstract Capabilities, Set of Bindings

• Problem of “islands of incompatible systems” making it difficult for organizations and application developers to integrate content across and among systems

CMIS: Why and What is it?

Sunday, May 29, 2011

• Use Cases for CMIS 1.0

• Collaborative Content Applications

• Portals Leveraging Content Management Repositories

• Mashups

• Content Repository Search

• http://www.oasis-open.org/committees/cmis/charter.php

CMIS: Why and What?

Sunday, May 29, 2011

• Secondary Use Cases

• Content-centric Workflow and BPM

• Archival Applications

• Compound and Virtual Documents

• Electronic and Legal Discovery

CMIS: Why and What?

• Not in 1.0 Scope

• RM and Compliance

• DAM

• WCM

• Subscription and Notification

Sunday, May 29, 2011

IBM/Filenet NuxeoEMC/

Documen-tum

Sharepoint Alfresco ...

CMIS Client: Portal, Scan/Capture, Content and Business Applications

Documents

Folders

Metadata

Checkin, Checkout

Versions

CRUD operations

Query : CMISQL

Renditions

Filing

Relations

REST (AtomPub) or SOAP

ACL

CMIS 1.0

Sunday, May 29, 2011

Removing the Stigma from “Silo”

Sunday, May 29, 2011

• Finding the common ground across Content Management Repositories

• Technical Use Cases

• Federated Repositories

• Repository to Repository

• Application to Repository

• http://www.slideshare.net/pie1120/the-point-of-the-content-interoperability-services-cmis-standard

Harvesting the Content Silos

Sunday, May 29, 2011

• Federated Repositories

• Ability to use and consume content across multiple repositories

• Appears to end user as one cohesive system

• Ability to build single UI to access content in across multiple repositories - entirely different ECM products

Harvesting the Content Silos

Sunday, May 29, 2011

• Repository to Repository

• Publish a document from one repository to another

• Example: a document in an ECM system published to a WCM upon approval

• Manage corporate records from one centralized repository

• Access business records from multiple document repositories in one records system for consistent retention, disposition

Harvesting the Content Silos

Sunday, May 29, 2011

• Application to Repository

• Use and consume managed content across other line of business applications

• ERP, CRM, case management systems, collaboration tools

• Let content flow across its natural horizontal business lifecycle

Harvesting the Content Silos

Sunday, May 29, 2011

The Problem isn’t “Vendor Lock-in”

It’s “Content Lock-in”

Sunday, May 29, 2011

• CMIS Basics

• Object Types

• Documents, Folders, Relationships, Policies

• Each object has an object identity, properties

• Objects may an access control list, a content stream or rendition

Lowest Common Denominator or Highest Common Ground?

Sunday, May 29, 2011

• Versioning of Documents

• CMIS Query and Discovery Services

• Navigation Services

• Multi-Filing Services

Lowest Common Denominator or Highest Common Ground?

Sunday, May 29, 2011

ECM: Platforms and Suites

Sunday, May 29, 2011

• CMIS opens the door to meaningful consumption of content across business processes

• Fast Integrations

• Generic deployments of basic document management often don’t meet business requirements

• Compliance cudgel often doesn’t work

• Productivity is back on the front-burner

ECM Becomes a Platform for Content Applications

Sunday, May 29, 2011

• Vendors with cohesive platforms may be able to be most creative with CMIS

• ECM vendors will need to differentiate in new ways

• Suite vendors that assembled portfolio via acquisition will take longer to take full advantage of CMIS

• Inconsistent architectures and integrations

ECM Becomes a Platform for Content Applications

Sunday, May 29, 2011

• Content Management Goes Mobile

• Android CMIS Browser

• Browse CMIS repository

• View Documents

• Email Documents

• Search

• View Document Properties

http://code.google.com/p/android-cmis-browser/

ECM Becomes a Platform for Content Applications - Mobile

Sunday, May 29, 2011

• Content Engine behind WCM / Portal Systems

• Drupal

• Liferay

• Nuxeo

• Alfresco

• eXo

• ....More

ECM Becomes a Platform for Content Applications - Web

Sunday, May 29, 2011

• Business Process Management

• Access content stored in ECM repositories via CMIS

• BonitaSoft

ECM Becomes a Platform for Content Applications - Process

Sunday, May 29, 2011

Why It Matters

Sunday, May 29, 2011

Standards = Efficiency

Sunday, May 29, 2011

• Line of Business and ECM Applications carry business content

• Goods and Services are bought, sold and contracted electronically

• Interoperable systems (ERP, WCM, eCommerce, BPM and Workflow, ECM) need to let electronic content move across business processes

• Reluctance to adopt basic Document Management interoperability standards is a repeat of the Rail Gauge Debates of the 1800s

Transporting the Digital Goods

Sunday, May 29, 2011

How Does Open Source Help Shape the Future of

Information Management?

Sunday, May 29, 2011

• Organizations Can Begin their Information Management Project

• Start Testing, Prototyping without Significant Financial Investment

• Lingering Perception of the Hobbyist or Part Time Developer is Ready for the History Books

• Mature Products, Strong Vendor Support Backing

Benefits from Open Source

Sunday, May 29, 2011

• Community Strength for Knowledge Sharing and Quick Responses

• Enterprise 2.0 in Action

• Organizations can Take Back Control of their Own ECM Roadmaps

• Access to code, marketplaces, module exchange with peers, partners or supply chain

Benefits from Open Source

Sunday, May 29, 2011

• Brings ECM and Information Management to organizations of all sizes and budgets

• The Web opened the door to opportunities for new and innovative companies to communicate and do business globally

• Democratization of opportunity means Democratization of risk

• ECM no longer available to only those organizations with large IT budgets

Benefits from Open Source

Sunday, May 29, 2011

• UK Government

• 2010 Cabinet Office Memo on Open Source

• US Government - Department of Defense

• 2009 Memo from CIO on Open Source

• 2011 Lessons Learned Report

Canada Is Lagging on Acceptance

Sunday, May 29, 2011

From Information Overload to Dark Ages 2.0?

http://opensource.com/life/10/10/information-overload-dark-ages-20

Sunday, May 29, 2011

Candy Strategies Inc.www.candystrategies.com

Thank YouQuestions?

ARMA Information Management Symposium

Toronto - June 1, 2011

Cheryl McKinnonFounder/President

Cheryl@CandyStrategies.com@CherylMcKinnon

Sunday, May 29, 2011