An open-source Document Management solution for the University of Thessaloniki Georgios Spyrou, Dimitris Daskopoulos IT Center Aristotle University of Thessaloniki, Greece Presentation Title Name
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
Software research criteria License (for about 3K staff) Multi tenant Cost vs Performance Interoperability with existing systems Scalability Meet current and future business needs
Products evaluated Alfresco Nuxeo OpenKM Scriptum SharePoint SenseNet rescom 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/ in-house custom fit for another unit
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 Open Source + Open Source + Licence Open Source Proprietary Proprietary Proprietary Enterprise Edition Professional Edition On Premises installation Yes Yes Yes Yes (core functionality) 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 Postgre,mySQL,SQL Postgre,mySQL,SQL Server,Oracle Server,Oracle Server,Oracle SQL Server SQL Server SQL Server Workflows Yes Yes Yes Yes Yes Yes Digital Signatures Yes (ARX CoSign)? Yes (Professional Yes (ARX Edition only) CoSign)?? Yes Yes Authentication LDAP, Active Directory LDAP, Active Directory authentication methods supported by Active Java Authentication and Directory Authorization Service LDAP, Active Directory -
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
Alfresco Document Management Community Edition Centralized document repository Classification with categories and tags Collaboration & versioning Indexing and searching Workflows and tasks
Architecture mysql Open Office Solr Alfresco
Adding documents to Alfresco Web interface WebDAV Email (folder alias)
Document classification Custom metadata Document categories (system defined) Document tags (user defined)
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
Searching documents Indexing and searching based on Apache Solr project Full text search on document content Search within custom metadata
Assign tasks to users Workflows and user tasks Monitor progress for a workflow Notifications to users for each task Auditing of user actions
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 for all the departments of the University
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 w/o institutional SSO account
Thank you! We are interested in document management solutions adopted by other European Universities Contact us dms [at] it.auth.gr Georgios Spyrou, Dimitris Daskopoulos