Lisboa, 10.07.2015

Peter HaunoldHead of Professional Services, Fabasoft Austria GmbH

Document- and Case-Management:

Requirements, Challenges and Solutions

• Enterprise-Content-Management

• Document Management

• Business Process Management

(Workflow)

• Information Governance and

Compliance

• E-Records (Electronic Records Management)

• Archiving

Requirements for Collaboration

• Digital Business Files (Personal Files, Contract Management, …)

• Finance and ERP (SAP, Navision, …)

• HR and Application Management

• Various Special Fields Applications (Transportation, Health, Social, Housing, …)

• Additional Services(Printing, Upload, Incoming Docs, Delivery, Authentication, Register, …)

• Enterprise Search

combined with

Typical Requirement Landscape 2015PageParserIntegration von Webseiten ins

Internet bzw. Intranet

PDF-GeneratorErstellen von PDFs mit itext

Case file -ConnectorGeschäftsfälle/Dokumente verwalten

SAP-eBillingGültigkeit Kontierung prüfen

SAP-Financedirekte Buchung ins FI

historisch

HelpXML-Dateien können durch

Anwender erstellt werden

UploadDateiupload-

unterstützung

Person modelVerwaltung von Personen

SAP-PSCDEin/Auszahlungen

Anordnungen buchen

Vertragskonto verwalten

SAP-Business partnerPersonen, Adressen, Bankverbindungen

suchen, anlegen, ändern

SAP-household-

managementMittelreservierung

Saldenauswertung

ApplicationFachspezifische Funktionen

EPaymentElektronische Bezahlung

Graphic designDiagramme mit JFreeChart

WBAWeb-Basierte

Abfragen

auf XML-Basis für

DB-Zugriffe

Portal-ToolsPortalklassen für

Zugriff auf LDAP-Daten

der Portale

Java-KernelPersonenevidenz

Kanzleiwesen

Förderungsleistungsevi

denz

Zahlungsabwicklung

Delivery serverDownloadmöglichkeit von

Dokumenten

Forms serviceBereitstellen von Antragsdaten

aus Formularserver

FTPFTP-Klassen für

Zugriff auf FTP-

Server

FrameworkRahmenapplikationen mit

Basisfunktionalität mit

Schichtenmodell

PDF-Printer connectionÜbergabe eines PDFs über den Druckmanager

an die Poststelle für zentralen Druck

• Databases for structured data

• File Management System and MS Office for Document Management

• MS Exchange, Lotus Notes, MS SharePoint for Business Process Management

• Single Applications for • Digital Business Files (Personal Files, Contract Management, …)

• E-Records (Electronic Records Management)

• Business Files

• Finance and ERP

• …

• Archiving solution for parts of information, documents …

• Rules and Guidelines for Information Governance and Compliance

• …

Existing Separate Solutions Scenario I

• Different Applications based on• Win32 Technologies – Fat Clients

• Web Technologies – Thin Clients

• With different• User Interfaces and User Guidelines

• User Accounts

• Authentication Technologies (Basic, Integrated, Smart Card, PIN, …)

• Connections – local, online or hybrid (online and offline)

• From different devices• Desktop or Laptop

• Tablet or iPad

• Smartphone

Existing Separate Solutions Scenario II

• Users need to know and use different authentication methods

• Password policies of different applications are different

• From very simple without password restrictions or n-digits not changing to

et least 8 digits, one capital letter, one number and one special character, must

be changed every n-days and must not be the same for n-months

• Weak replication or synchronizing of data between application and devices

• Role based authentication is practically not existing

• Separation between business data/applications and private

data/applications is therefore necessary/wished

Challenges and Problems I

Challenges and Problems II

• Amount of data in business and for private reasons is permanently

increasing• e-mails

• Documents

• Structured and unstructured information

• Electronic receipts and bills (Amazon, credit card, bank account, …)

• Digital life and identity recorded with pictures, videos, music …

Storing and keeping the information safe against illegal usage

against system faults

against outdated applications and file-formats

Access from everywhere and from every device

Solutions organizational

• Consolidation of all actual running applications:

• Type of application

• UI of application

• Accessibility of application

• Security aspects (infrastructure and application)

• Role model of application

• Data generated and stored in the application

• Data used in other applications:• Synchronized, replicated, linked

• Which application is the key-application?

Solutions technical I

• Same authorization from all applications using

• User information from a central AD or LDAP service

• User role based information for every user

• Identity providers supporting SAML 2.0 (Security Assertion Markup

Language), e.g. Shibboleth …

• Two factor authentication against password abuse

(e.g. certificate and PIN/electronic signature)

• Application Portal Services

Users can access every application he/she is entitled (has rights and at

least one role) after logged in to the operating system and accessing the

applications‘ portal

Solutions technical II

• Interoperability and data exchange between the connected applications

using

• WebServices based on SAO and SOAP

• Standardized interfaces for loose coupling, e.g. WebServices

• Definition of usage of synchronized or replicated data or linked data• e.g. documents created in applications based on their metadata and

calculations and logic rules and requirements are transferred to the DMS

on are available as links to the original documents

• Finalized documents are created from these links and are stored in the

DMS only (with links from the application if wished and needed)

Although this is technical solution it is a big organizational issue!

Solutions infrastructural I

• On Premise installations vs. Appliances and SaaS

installations vs. Cloud Services are influenced by:

• Organizational and technical requirements and issues

• Service Level Agreements

• Availability of data center with reliability

• Team for operating and administration

• Hardware requirements and renewal cycles

• Backup devices and strategies

• Storage optimization with CAS (application-/hardware-based)

• One/many service providers

Solutions infrastructural II

• Installation in a secure environment

• Secure access

• Secure environment

• Secure network

• …

• With very strict separation from services that are

available from outside

Recommendation: Installation in a certified data center

Solutions secure & data protection

• Applications, solutions and installations that guarantee

• Access only for users in their specific user roles

• Access control schema that allows data access on a more granular

ACL schema than read, write and delete rights

• Possibility to generate Audit Logs in different levels (read, write,

modify, search, delete) for different object and content types

• Possibility of data encryption using independent encryption services

• Mainly for contents, in special cases also for metadata

• Depending on the confidentiality category of the information

• Independent from hardware and application or software-vendor

Solutions intellectual I

• Search Capabilities over all affected applications

• Metadata Search

• Full text Search

• Role based search considering the user rights on documents and

information

• Possibility to drill down

• Possibility to find related and similar information

• Using search mechanisms for automatic categorization of

information

• for incoming information from paper, documents, e-mails …

Solutions intellectual II

• Usage and integration of national registers and services

e.g. Person register, address register, population register,

commercial register or company’s book

• Integration of

• Electronic forms for incoming data and documents

• Electronic services for processes with citizens

• Digital signatures

• Electronic delivery

Solutions & actual development

• DMS and Case/File Management System with Workflow since 26 years

• Integration of SAML 2.0 and 2-factor authorization (certificate and PIN/digital ID)

• Standardized WebServices (SOA, SOAP and JSon)

• JSR 286 and JSR 168 conformity, Fabasoft runs as Portlet in LifeRay

• Integration of national register services, electronic signatures and delivery services

• Participating in various national standardization organizations in A, DE and CH

• Content addressed storage for multimedia contents

• Teamrooms with synchronization mechanisms so that users can use links (avoid of

sending content) from various Fabasoft installations

• Peter Haunold

Working for Fabasoft since 1999

• Education

TU Wien, Surveying Engineer (Dipl.-Ing.) Geographic Information Systems and large data

Process automation and information/signal theory

• Career

1999 – 2001 Consultant

2001 – 2002 Sales

2002 – 2004 Produkt Development

Since 2004 Head of Professional Services

• European software manufacturer and cloud

provider

• Business focus:

• Secure Collaboration

• Process management (Workflows)

• Electronic records

• Semantic enterprise search

• Regional focus:

• German speaking countries

• Slovakia (through a partner) & EU agencies

• Portugal (through Unisys Portugal)

• Figures:

• > 200 employees

• 27 Mill € turnover

• Registered at the stock exchange in Frankfurt

(Prime Standard)

Fabasoft

Fabasoft Head Office in Linz

Products

• Application:

• On Premise & SaaS:

Fabasoft Folio & Fabasoft

eGov-Suite

• Fabasoft Folio Cloud

• Search

• Fabasoft Mindbreeze

Enterprise & Mindbreeze

Inspire

• Infrastructure:

• Fabasoft app.telemetry

• Secomo

• Development:

• app.duxc

• app.test

Copyright © Fabasoft Austria GmbH, Linz, Austria, 2015.

All rights reserved. All hardware and software names used are trade names and/or brand names of the respective manufacturer. Fabasoft

accepts in this document no explicit or implicit responsibilities, in particular not as regards the completeness and correctness of the

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formulations with a similar meaning. Such forward-looking statements comprise known and unknown risks, uncertainties and other factors,

that can result in the fact that the real results, development, financial situation or achievements deviate considerably form those assumed

implicitly or explicitly in those statements. These factors among other things include: competition through other companies, effects or risks of

new software and technology, the company’s ongoing capital needs, financing costs, changes in the operating expenses, engaging and

keeping of qualified employees, disadvantageous changes in the applicable fiscal law, riots, cause beyond control, acts of war and other in

this presentation named factors. In connection with these uncertainties investors should not rely on those forward-looking statements. The

company does not accept any responsibilities, to comply with those forward-looking statements in the future or to adjust them to future events

or developments.

E&OE.