An open source Paperless Office solution

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1 An open source Paperless Office solution Using Alfresco & Ephesoft Aingaran Pillai, CEO of Zaizi

2 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.

3 "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."

4 Paper-free, paper-less, less-paper...?

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

6 Consumption of Paper / Photocopies The Paper Free Office - dream or reality? AIIM Industry Watch, January 2012,

7 Why is there paper in the organisation? Process Revolution - moving your business from paper to PCs to tablets AIIM Industry Watch, January 2012,

8 Why scan paper documents? The Paper Free Office - dream or reality? AIIM Industry Watch, January 2012,

9 Customer Response Times The Paper Free Office - dream or reality? AIIM Industry Watch, January 2012,

10 Drivers & ROI for Scanning The Paper Free Office - dream or reality? AIIM Industry Watch, January 2012,

11 How do you deal with Invoices? The Paper Free Office - dream or reality? AIIM Industry Watch, January 2012,

12 Main reasons for scanning Improved access and sharability to other staff Faster response to customers / citizens Better process productivity

13 Scanning Strategies

14 Characterise Scanning Strategy The Paper Free Office - dream or reality? AIIM Industry Watch, January 2012,

15 Overall Solution Requirements Solution should enable; Improved access and sharability to other staff Faster response to customers / citizens Better process productivity Scanning Software should enable; Centralised scanning Distributed scanning Ad-hoc scanning Auto-classification and extraction

16 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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18 Documents are everywhere Documents Paper Documents Fax Documents

19 Scanning in Paper Documents

20 Automated Document Classification 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

21 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 reference code service code 232 amount due date 16/08/2012

22 Flexible Output After document validation image + extracted data can be released to File system Database Document Management System

23 Walkthrough

24 Capture Workflow Input Scanned Image Page Process Document Assembly Review Document Extraction Automated Validation Validate Document Export

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30 Yes, it supports Arabic Using the open source Tesseract OCR engine currently being developed by Google. eract-ocr/

31 Overall Solution Requirements Solution should enable; Improved access and sharability to other staff Faster response to customers / citizens Better process productivity Scanning Software should enable; Centralised scanning Distributed scanning Ad-hoc scanning Auto-classification and extraction

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33 Alfresco: The Open Source Alternative to Sharepoint as well as Opentext, Filenet, Documentum et alia Alfresco: Fast Secure Manageable Open Standards

34 Alfresco is now the largest open source content management company in the world. 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

35 Alfresco Powers the Worlds Content 6.6m Active Users 3 Billion Documents 175,000 Live Installations (157k community) 1,500,000 Developers 4.5M Server Downloads 260 Forge Applications

36 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 Growing 50% per Year

37 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

38 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

39 US & UK Government Security Services UK: Cross Departmental Content Collaboration Project Manages Content to IL6 US Federal: Numerous Agencies Collaboration, Sharing and Content Management

40 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

41 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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43 Many ways to access content

44 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 Any kind of content

45 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 Web 2.0 services all within same platform

46 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

47 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, (IMAP)

48 integration, Archiving Common uses Simply content into Alfresco Document / archive s specific to a project or matter Individually drag-n-drop into Alfresco repository Benefits Integrate with de-facto communication Easy adoption Highlights Any technology with IMAP Includes attachments

49 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 Thumbnailing, preview capability out of the box

50 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 Integrate with scanning / OCR technologies such as Ephesoft

51 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

52 Overall Solution Requirements - Reminder Solution should enable; Improved access and sharability to other staff Faster response to customers / citizens Better process productivity Scanning Software should enable; Centralised scanning Distributed scanning Ad-hoc scanning Auto-classification and extraction

53 Walkthrough

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69 Overall Solution Requirements Solution should enable; Improved access and sharability to other staff Faster response to customers / citizens Better process productivity Scanning Software should enable; Centralised scanning Distributed scanning Ad-hoc scanning Auto-classification and extraction

70 Case study

71 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.

72 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

73 Get started today Download today at nterprise/trial Download today at nterprise-evaluation Need any further help? Get in touch via

74 Thank You! شكرا Aingaran Pillai Phone: Mobile: Skype: apillaiz Twitter: apillaiz

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