An open source Paperless Office...

The International Libyan Conference on Electronic Government

Using Alfresco & Ephesoft

Aingaran Pillai, CEO of Zaizi

An open source Paperless Office solution


• 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.


• "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."


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


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/



Consumption of Paper / Photocopies

“The Paper Free Office - dream or reality?” AIIM Industry Watch, January 2012, http://www.aiim.org/Research/



Why is there paper in the organisation?

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




Why scan paper documents?




Customer Response Times




Drivers & ROI for Scanning




How do you deal with Invoices?




Main reasons for scanning

• Improved access and sharability to other staff

• Faster response to customers / citizens

• Better process productivity


Scanning Strategies


Characterise Scanning Strategy




Overall Solution Requirements

• Solution should enable;




• Scanning Software should enable;

• Centralised scanning

• Distributed scanning

• Ad-hoc scanning

• Auto-classification and extraction


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.



Documents are everywhere

Email Documents

Fax Documents

Paper Documents


Scanning in 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


Automated Document Classification


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


Flexible Output

• After document validation image +

extracted data can be released to

• File system

• Database

• Document Management System


Walkthrough


Capture Workflow

Input Scanned Image

Page Process

Document Assembly

Review Document

Extraction

Automated Validation

Validate Document

Export







• Using the open source

Tesseract OCR engine

currently being developed by

Google.

• http://code.google.com/p/tess

eract-ocr/

Yes, it supports Arabic

http://code.google.com/p/tesseract-ocr/













• Ad-hoc scanning




Alfresco: The Open Source Alternative to Sharepoint

as well as Opentext, Filenet, Documentum et alia

Alfresco: Fast Secure Manageable Open Standards


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.


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


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


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


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


US & UK Government Security Services

• UK: Cross Departmental Content

Collaboration Project Manages

Content to IL6

• US Federal: Numerous Agencies

Collaboration, Sharing and Content

Management


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


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



Many ways to access content


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


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


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


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)


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


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


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


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


Overall Solution Requirements - Reminder








• Ad-hoc scanning



Walkthrough















QuickTime™ and a decompressor

are needed to see this picture.











• Ad-hoc scanning



Case study


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.


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


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

http://www.alfresco.com/products/enterprise/trial

http://www.alfresco.com/products/enterprise/trial

http://www.ephesoft.com/downloads/enterprise-evaluation




http://www.zaizi.com


Thank You!

شكرا

Aingaran Pillai

Phone: +44 20 7193 2307

Mobile: +44 77 9868 4470

Email: [email protected]

Skype: apillaiz

Twitter: apillaiz

www.zaizi.com

mailto:[email protected]

http://www.zaizi.com

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