An open source Paperless Office solution

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The International Libyan Conference on Electronic Government

Using Alfresco & Ephesoft Aingaran Pillai, CEO of Zaizi

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• Zaizi is a consultancy and systems integrator specialising in assembling

smart content solutions using Alfresco, eXo and Ephesoft.

• Our team have experience building and delivering a wide range of enterprise solutions including document and web content management systems, portals and corporate extranets on Alfresco and eXo.

• Our innovative approach leverages rich internet applications, social

networking platforms and cloud infrastructure to deliver scalable, on-demand solutions.

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• "Already the UK is producing

some great young technology

companies such as Mindcandy,

moo.com and Zaizi that have

embraced principles of opportunity

and boundless vision and

combined them with first-rate

engineering and design ideas."

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AIIM Industry Watch Reports

“Process Revolution - moving your business from paper to PCs to tablets” AIIM Industry Watch, January 2012,

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Consumption of Paper / Photocopies

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Why is there paper in the organisation?

“Process Revolution - moving your business from paper to PCs to tablets” AIIM Industry Watch, January 2012,

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Why scan paper documents?

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Customer Response Times

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Drivers & ROI for Scanning

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How do you deal with Invoices?

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Main reasons for scanning

• Improved access and sharability to other staff • Faster response to customers / citizens

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Characterise Scanning Strategy

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Overall Solution Requirements

• Solution should enable;

• Better process productivity

• Scanning Software should enable; • Centralised scanning

• Distributed scanning • Ad-hoc scanning

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Best of breed Open Source Capture Solution

• The leading open source enterprise document and records management system.

• Alfresco’s scalable solution can be hosted on premise and in the cloud enabling enterprises to enable

secure collaboration.

•

Ephesoft is the industry’s only Java and 100% browser-based

Advanced Capture Solution that is Cloud ready out of the box.

•

Ephesoft is based on open

standards and is the first Advanced Capture Solution that can run on Linux.

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Documents are everywhere

Email Documents

Fax Documents

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• Learns hundreds of documents within minutes and sorts the documents more efficiently

• Separates documents by identifying where a document starts and ends • Allows operators to focus on only the exceptions

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Advanced Extraction

• Bar Code Reading

• Fixed Forms Extraction

• Mark Sense and Handprint Recognition • PDF + text output

• Free Form “unstructured” extraction • Fuzzy Database document matching • Cursive Handwriting Recognition

invoice date 15/07/2012 account number 2-232-3231-2 reference code 2342342 service code 232 amount 23.43 due date 16/08/2012

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Flexible Output

• After document validation image + extracted data can be released to

• File system • Database

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Capture Workflow

Input Scanned Image

Page Process

Document Assembly

Review Document

Extraction

Automated Validation

Validate Document

Export

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• Using the open source Tesseract OCR engine

currently being developed by Google.

• http://code.google.com/p/tess eract-ocr/

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Overall Solution Requirements

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Alfresco: The Open Source Alternative to Sharepoint

as well as Opentext, Filenet, Documentum et alia

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Alfresco is now the largest open source

content management company in the

world.

• 10 month average payback period

• $1.3 million in IT & training cost savings

• 53% ROI in three years

• Flexibility and Open Standards praised

Alfresco is now the largest open

source content management

company in the world.

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Alfresco Powers the Worlds Content

• 175,000 Live Installations (157k community) • 1,500,000 Developers

• 4.5M Server Downloads • 260 Forge Applications

6.6m Active Users

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Alfresco is a UK Success

• From Startup to Market leader in 6 years • What UK wants for its future

• 250 Employees, 150 High value UK • 95% of Revenue is EXPORT based • Customers in 70 Countries

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SAP deploy Alfresco to 50,000 employees

• “Alfresco provides us with a robust and scalable content management and document collaboration platform,” Ran Cliff, Vice President, IT, SAP AG. • "Alfresco Enterprise gives us enormous flexibility in our future choices of

software due to the ease with which it can be integrated with other tools. It

provides the ultimate mix of power, flexiblity and openness, making it a perfect foundation for a company like SAP." Markus Riedinger, IT Director, SAP AG

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Government is Alfresco’s biggest business

• Over 30% of revenue and community is government

• Largest part of the Alfresco Community • Federal, Central, State, Regional, Local • Roughly split between US and Europe • Includes administration, legislation,

finance and some education • Approximately 400 customers

• Followed by Finance, Manufacturing, Healthcare and Media

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US & UK Government Security Services

• UK: Cross Departmental Content Collaboration Project Manages Content to IL6

• US Federal: Numerous Agencies Collaboration, Sharing and Content Management

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Alfresco in Local Government in Spain

• 100+ deployments from 14 out of

17 autonomous governments • Govt Departments • Health Authorities • Emergency Services • eAdministration • Regional Parliaments • Provincial Governments

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Government Use Cases

• Document Management • Content Collaboration • Records Management • Image Archiving

• Citizen Web Sites • Laws & Regs Online • Contracts • Correspondence • Inquiry Tracking • Case Management • Emergency Coordination IntelligenceDefensePoliceLegal and JusticeLegislationScientific ResearchRegulationRevenue and TaxationHousingEmployment and LaborEducation and Training

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Document Management

• Common uses

• Store, search, manage content with central repository • Content sharing, versioning, workflow / approval

• Benefits

• Save time, simplify searching

• Improve knowledge sharing, work smarter • Highlights

• Simple as a shared drive, integration with MS Office • Web access, security & permissions

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Collaboration

• Common uses

• Team / departmental sites

• Collaboration for project management • Simple document tags, keywords

• Benefits

• Empower users and teams easily

• Simple UI, intuitive (minimal to no training) • Highlights

• Rapid roll-out and adoption

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Web Content Management

• Common uses

• Content authoring, workflow • Feed the presentation layer

• Structured content (press releases, articles, images) • Benefits

• No surprises on your site • Reduce dependence on IT • Highlights

• Whole site versioning and rollback • In-context preview

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Records Management

• Common uses

• Identify, classify, preserve records (documents)

• Retrieve records for auditing; purge records over time

• Maintain evidence of contracts, certificates, legal content • Benefits

• Compliance support with audit history

• Integrity via security and roles (i.e. file / write, search / read) • Highlights

• “RM for the rest of us” - dramatically lower cost • Multiple import points - web, CIFS, email (IMAP)

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Email integration, Archiving

• Common uses

• Simply email content into Alfresco

• Document / archive emails specific to a project or matter • Individually drag-n-drop email into Alfresco repository

• Benefits

• Integrate with de-facto communication • Easy adoption

• Highlights

• Any email technology with IMAP • Includes email attachments

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Digital Asset Management

• Common uses

• Basic / light DAM-store, manage rich media & large files • Catalogue file types, metadata, set up rules for media • Benefits

• Same repository

• Storage policies driven by business rules • Highlights

• CIFS, WebDAV, FTP, multi-file upload

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Image Management

• Common uses

• Digitise physical records, go “paperless”

• Inbound paper management (invoices, contracts, forms) • Simple capture through shared drive interface

• Benefits

• Efficiency through electronic search and storage • Full text indexing, metadata capture

• Highlights

• Automate rules and business process

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Alfresco Workflow and Activiti – “Best of Process”

• Designed by Tom Baeyens, Founder of the leading open source BPM engine - jBPM

• Support new BPMN 2.0 standard • Apache-licensed and Disruptive • Embeddable - .jar

• Cloud-ready

• A complete suite - Engine,

Modeller, Console and User Tools • Available in Alfresco 4.0

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Overall Solution Requirements - Reminder

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QuickTime™ and a decompressor are needed to see this picture.

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Overall Solution Requirements

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Case Study: Bristol City Council

• Electronic documents and online

team collaboration is a key enabling component of the council's plan to shave £70 million off its annual

operating budget.

• Alfresco software will allow staff to access electronic documents online from any location, reducing

dependence on paper, and it will give project teams the ability to

share information virtually through a collaboration platform.

1. Landlords applying for licences for houses in multiple occupation will be able to submit their applications online, with Alfresco managing the workflow for that documentation. 2. Staff performing equipment

servicing and maintenance repairs on council properties can upload images such as photographs and gas certificates captured on PDAs.

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Case Study: Bristol City Council

“Alfresco offers a rich set of features in a user-friendly

package with the additional bonus of being an open

source platform, which means we can use it right across

the board without having to spend large sums on

licences.”

“The other advantage of open source and open standards

is that barriers are removed for SME's and local ICT

suppliers to collaborate with the council.”

Gavin Beckett, Chief Enterprise Architect

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Get started today

• Download today at http://www.alfresco.com/products/e nterprise/trial Download today at http://www.ephesoft.com/downloads/e nterprise-evaluation

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Thank You!

اركش

Aingaran Pillai Phone: +44 20 7193 2307 Mobile: +44 77 9868 4470 Email: [email protected] Skype: apillaiz Twitter: apillaiz www.zaizi.com