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The International Libyan Conference on Electronic Government
Using Alfresco & Ephesoft
Aingaran Pillai, CEO of Zaizi
An open source Paperless Office solution
The International Libyan Conference on Electronic Government
• 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.
The International Libyan Conference on Electronic Government
• "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."
The International Libyan Conference on Electronic Government
AIIM Industry Watch Reports
“Process Revolution - moving your business from paper to PCs to tablets” AIIM Industry Watch, January 2012,
http://www.aiim.org/Research/
The International Libyan Conference on Electronic Government
Consumption of Paper / Photocopies
“The Paper Free Office - dream or reality?” AIIM Industry Watch, January 2012, http://www.aiim.org/Research/
The International Libyan Conference on Electronic Government
Why is there paper in the organisation?
“Process Revolution - moving your business from paper to PCs to tablets” AIIM Industry Watch, January 2012,
http://www.aiim.org/Research/
The International Libyan Conference on Electronic Government
Why scan paper documents?
“The Paper Free Office - dream or reality?” AIIM Industry Watch, January 2012, http://www.aiim.org/Research/
The International Libyan Conference on Electronic Government
Customer Response Times
“The Paper Free Office - dream or reality?” AIIM Industry Watch, January 2012, http://www.aiim.org/Research/
The International Libyan Conference on Electronic Government
Drivers & ROI for Scanning
“The Paper Free Office - dream or reality?” AIIM Industry Watch, January 2012, http://www.aiim.org/Research/
The International Libyan Conference on Electronic Government
How do you deal with Invoices?
“The Paper Free Office - dream or reality?” AIIM Industry Watch, January 2012, http://www.aiim.org/Research/
The International Libyan Conference on Electronic Government
Main reasons for scanning
• Improved access and sharability to other staff
• Faster response to customers / citizens
• Better process productivity
The International Libyan Conference on Electronic Government
Characterise Scanning Strategy
“The Paper Free Office - dream or reality?” AIIM Industry Watch, January 2012, http://www.aiim.org/Research/
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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.
The International Libyan Conference on Electronic Government
Documents are everywhere
Email Documents
Fax Documents
Paper Documents
• 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
The International Libyan Conference on Electronic Government
Automated Document Classification
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
Flexible Output
• After document validation image +
extracted data can be released to
• File system
• Database
• Document Management System
The International Libyan Conference on Electronic Government
Capture Workflow
Input Scanned Image
Page Process
Document Assembly
Review Document
Extraction
Automated Validation
Validate Document
Export
The International Libyan Conference on Electronic Government
• Using the open source
Tesseract OCR engine
currently being developed by
Google.
• http://code.google.com/p/tess
eract-ocr/
Yes, it supports Arabic
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
Alfresco: The Open Source Alternative to Sharepoint
as well as Opentext, Filenet, Documentum et alia
Alfresco: Fast Secure Manageable Open Standards
The International Libyan Conference on Electronic Government
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.
The International Libyan Conference on Electronic Government
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
3 Billion Documents
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
US & UK Government Security Services
• UK: Cross Departmental Content
Collaboration Project Manages
Content to IL6
• US Federal: Numerous Agencies
Collaboration, Sharing and Content
Management
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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)
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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.
The International Libyan Conference on Electronic Government
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
The International Libyan Conference on Electronic Government
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
Need any further help? Get in touch via www.zaizi.com
The International Libyan Conference on Electronic Government
Thank You!
شكرا
Aingaran Pillai
Phone: +44 20 7193 2307
Mobile: +44 77 9868 4470
Email: apillai@zaizi.com
Skype: apillaiz
Twitter: apillaiz
www.zaizi.com