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How To Write A Document Management System For The University Of Thessaloniki

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Presentation Title |

Name

An open-source

Document Management solution

for the University of Thessaloniki

Georgios Spyrou,

Dimitris Daskopoulos

IT Center

Aristotle University

of Thessaloniki, Greece

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The problem

•

Aristotle University of Thessaloniki handles ~ 50K

documents per year

•

The paper format of documents

results in high costs

•

Communication between departments is slow,

prone to human errors and inefficient

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Software research criteria

•

License (for about 3K staff)

•

Multi tenant

•

Cost vs Performance

•

Interoperability with existing systems

•

Scalability

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Products evaluated

•

Alfresco

http://www.alfresco.com/

•

Nuxeo

http://www.nuxeo.com

•

OpenKM

http://www.openkm.com/en/

•

Scriptum

http://www.scriptum.gr/

•

SharePoint

http://office.microsoft.com/en-us/sharepoint/

•

SenseNet

https://www.sensenet.com/

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Product comparison

Feature\Product

Alfresco

Nuxeo

OpenKM

SharePoint

SenseNet

resCom

Website

Alfresco Community

Nuxeo

OpenKM

SharePoint

SenseNet

resCom

Platform

Java

Java

Java

.NET

.NET

.NET

Licence

Open Source +

Enterprise Edition

Open Source

Open Source +

Professional Edition

Proprietary

Proprietary

Proprietary

On Premises

installation

Yes

Yes

Yes

Yes (core

functionality)

Yes

Yes

Cloud Service

Yes

Yes

Yes

Yes

Yes

No

Document Versioning

Yes

Yes

Yes

Yes

Yes

?

Support for records

management

Yes (custom metadata)

?

Yes (custom metadata)

?

?

Yes

Development

enviroment

CMIS

CMIS

CMIS

CMIS

CMIS

?

Office Intergration

Yes

Yes

Yes

Yes

Yes

No

Google Docs

intergration

Yes

?

No

?

No

No

Mobile Clients

Yes

Yes

No

Yes

?

No

Supported Databases

Postgre,mySQL,SQL

Server,Oracle

Postgre,mySQL,SQL

Server,Oracle

Postgre,mySQL,SQL

Server,Oracle

SQL Server

SQL Server

SQL Server

Workflows

Yes

Yes

Yes

Yes

Yes

Yes

Digital Signatures

Yes (ARX CoSign)

?

Yes (Professional

Edition only)

Yes (ARX

CoSign)

?

?

Authentication

LDAP, Active Directory LDAP, Active Directory

authentication

methods supported by

Java Authentication and

Authorization Service

Active

Directory

LDAP, Active

Directory

-

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Gartner Magic Quadrant

for Enterprise Content Management

•

Analysis on Sep 2014

•

Score weights

–

Doc mngmt (20%)

–

Records mngmt (10%)

–

Content workflow (20%)

•

Strengths

–

upcoming

•

Cautions

–

pricing model

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Alfresco Document Management

Community Edition

•

Centralized document repository

•

Classification with categories and tags

•

Collaboration & versioning

•

Indexing and searching

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Architecture

mySQL

Open Office

Solr

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Adding documents to Alfresco

•

WebDAV

•

Web interface

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Document classification

•

Custom metadata

•

Document categories

(system defined)

•

Document tags

(user defined)

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Collaboration on documents

•

Users can lock

documents for

editing

•

Support for multiple

versions of a

document

•

Document history

with ability to revert

to previous versions

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Searching documents

•

Indexing and searching

based on

Apache Solr project

•

Full text search on

document content

•

Search within custom

metadata

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Workflows and user tasks

•

Assign tasks to

users

•

Monitor progress

for a workflow

•

Notifications to

users for each

task

•

Auditing of user

actions

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Benefits

•

Simplified communications

within departments of the University

•

Cost reduction on printing documents

and human resources

•

Improved efficiency and collaboration

within teams and departments

•

Centralized document repository

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Future development

•

University-wide deployment

•

Simplify custom workflow deployment

•

Open Gov auto doc publishing

•

Digital signatures on documents

•

Interfacing with other univ systems

•

Support for external users

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Thank you!

•

We are interested in

document management solutions

adopted by other European Universities

Contact us

dms [at] it.auth.gr

http://www.alfresco.com/ http://www.nuxeo.com http://www.openkm.com/en/ http://www.scriptum.gr/ http://office.microsoft.com/en-us/sharepoint/ https://www.sensenet.com/ Nuxeo OpenKM SharePoint resCom

References

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