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

[email protected]@CherylMcKinnon

Sunday, May 29, 2011

http://www.candystrategies.com


mailto:[email protected]


Open Standards are Essential to ECM


• 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


• 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?


• 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


• 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


• 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


Open Source is Changing the Information

Management Industry


• 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?


http://opensource.org

http://opensource.org

• 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?


http://en.wikipedia.org/wiki/Comparison_of_free_software_licenses

http://en.wikipedia.org/wiki/Comparison_of_free_software_licenses

2010 Was a Turning Point in ECM


CMIS: Vendors Playing Nicely


• Original Concept in 2006

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

• Three vendors created their own project

• Microsoft, EMC, IBM

Background


• 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


• 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?


• 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?


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




• 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


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


Removing the Stigma from “Silo”


• 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


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








• 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



• 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



• 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



The Problem isn’t “Vendor Lock-in”

It’s “Content Lock-in”


• 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?


• Versioning of Documents

• CMIS Query and Discovery Services

• Navigation Services

• Multi-Filing Services

Lowest Common Denominator or Highest Common Ground?


ECM: Platforms and Suites


• 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


• 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


• 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




• Content Engine behind WCM / Portal Systems

• Drupal

• Liferay

• Nuxeo

• Alfresco

• eXo

• ....More

ECM Becomes a Platform for Content Applications - Web


• Business Process Management

• Access content stored in ECM repositories via CMIS

• BonitaSoft

ECM Becomes a Platform for Content Applications - Process


Why It Matters


Standards = Efficiency


• 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


How Does Open Source Help Shape the Future of

Information Management?


• 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


• 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



• 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



• 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


http://www.cabinetoffice.gov.uk/resource-library/open-source-open-standards-and-reuse

http://www.cabinetoffice.gov.uk/resource-library/open-source-open-standards-and-reuse

http://powdermonkey.blogs.com/files/2009oss.pdf

http://powdermonkey.blogs.com/files/2009oss.pdf

http://www.oss-institute.org/OTD2011/OTD-lessons-learned-military-FinalV1.pdf

http://www.oss-institute.org/OTD2011/OTD-lessons-learned-military-FinalV1.pdf

From Information Overload to Dark Ages 2.0?

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




Candy Strategies Inc.www.candystrategies.com

Thank YouQuestions?

ARMA Information Management Symposium

Toronto - June 1, 2011

Cheryl McKinnonFounder/President

[email protected]@CherylMcKinnon






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