05/08/08 © Optaros 2007. All rights reserved. 2
Agenda
Document Management & Open Source
The Practical Approach to Document Management
Case Studies
Lessons Learned
Next Steps
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Which version of the “atrium chest drainage procedure” was effective on 9/10/2007?
Where is the infusion pump policy?
Who updated the resuscitation protocol last and what did they change?
There are two documents explaining the protocol for epidural analgesia—which one is right?
Who approved the document entitled, “Guidelines for the Nursing care of the Patient with an ICD”?
The crash cart equipment checklist has been updated, who needs to be notified?
Are questions like these easy to answer?
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Are they important questions?
Joint Commission surveys/survey prep
Quality & Safety Committees
Risk Management
Training teams
Legal department
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Why are those questions so tough?
Because the answers are tied up in rich content and the interactions between people and those files
Traditional document storage approaches aren't rich enough to solve this problem
• Can't “tag” the files—Limited to file name, date, folder structure• Can't easily search across all sources• Duplication runs rampant; Content is constantly being reinvented• Security and auditability are dubious, at best
Plus...
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...Files are often scattered across file shares, email, and individual workstations
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Enterprise Content Management (ECM) Tries to Solve this Problem
Digital Asset Management
Document Management
Records Management Web Content ManagementContent
Repository
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Document Management – Typical features
Create and Store Integration with standard authoring tools like MS Office
Import doc through upload, WebDAV, CIFS
Meta data
Organize Version control
Lifecycle Management
Workflow
Document references and smart folders
Collaborate Role- and Access based security
Notification
Search & Access Attribute based and full-text
Browse Folder/Tree Navigation
Bookmarks and Links
Transform Output channel or device specific formats like PDF or HTML
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Benefits of using a document repository
Easier to control access to documents• Fine-grained security• Users, groups, roles
Makes it possible to track activity• Track reads, updates, deletes through audit trail
Improves the ability of staff to find critical information quickly
• Full-text & keyword search
Enables richer description of your documents• Tagging• Metadata
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Benefits of using a document repository (Cont'd)
Keeps track of revision history• Store multiple versions of the same document• “Rollback” to prior versions, if necessary
Prevents “stepped-on toes”• Check-in/Check-out locks documents to prevent
simultaneous updates
Can be used to automate review and approval• Knows who needs to review changes• Handles automatic notification• Alerts when something is “stuck” in a queue
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Innovation waves - ECM and related Technologies
ArchivingDocumentManagement
KnowledgeMgmt Portal
SmartEnterpriseSuites
Workflow / BPM
Open StandardsOpen Source
Inn
ovati
on
1990 2010
Industry consolidation
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The Document Management LandscapeACOM Solutions - EZeDocs Esker - Esker DeliveryWare Omnivore - OmnivoreActive Innovations - infoRouter Exact Software - Macola Open Text - Livelink Enterprise SuiteactivePDF - activePDF Server Exegenix - Exegenix Conversion Solutions Optical Image Technology - DocFinityAdemero - WSEdit FileHold - Synergy Optio Software - Optio Print ManagerAltimate Systems - OpenEDMS Filenet Ovitas - Content Lifecycle SolutionAmplefile - Document Client FileOn - Enterprise eLibrary Pencilneck Software - Pencilcase CMSAnuva - Anuva Formdocs - Formdocs Plus Technologies - OM Plus
Asset Management Technologies - AMTdirect FormScape Software - Covus Policy Technologies - Policy & Procedure ManagerAstoria Software - Astoria GeoPlusUSA - VisionDOC PrinterOn - PrinterOn EnvoyAuersoft - VisualVault gillc - Columbo Project Zone - Project CompleteAutomated Workflow - Insure.Sphere GIM Electronics - eDrawer QA Software - TeamBinderBf.Collaboration - bf.documents Global Document Solutions - Gdox Quask - FormArtistBlue Angel Technologies - MetaStar Grapevine Software - On Demand Real Asset Management - Document4000Bottomline Technologies - Create!form Heartbeat Software - Heartbeat Presenter Redwood Software - REPORT2WEBBridgeline Software - docWIZARD IBM On Demand (???) Relativity - Relativity Knowledge Management ToolCaptaris - Alchemy IC Soft - icTracker Relyco - PlanetPressCCH - ProSystem fx Document IdeaSolutions - Find Desktop Professional Ripra - Digital CatalogCEO Image Systems - Executive Assistant IForceOnline - iForce Roger Software Development - RSD FoldersCerenade - Visual eForms iKAN Software - PaperTrax SalesBoom - On Demand CRMCHL Software - DocMoto Image Mentor - AX Migration Master ShareMethods - ShareMethods
Cincom Systems - intelligent Document Solutions iMarkup Solutions - iMarkup Server SofTech - ProductCenterCitadon - Citadon CW InQuest Collaboration and Document Management Softlinx - Replix EDM
ClearVision Technologies - ClearVision DMS Integrated Application Technologies - Integrated DMS Softology - e4DMColumbiaSoft - Document Locator Intelligent Filing - e-Vu Stellent - Stellent Document ManagementCore Imaging - VIP DocManager Interax Group - Paradigm II StreamServe - Enterprise Document Presentment
Currit Software - RepExpress Document Management Interwoven ECM Synergy International Systems - Synergy eFormsCypress - Cypress DocuSuite Investintech.com - Able2Extract The Intersoft Group - SavvyData Reduction Systems - DRS DataView ISIS Papyrus America - Papyrus Document System Touchstone Systems - MetamationDATAssimilate Systems - DATAssimilator JBM Systems - OctoTools Trichys - WorkZoneDBSentry - Samhita LBM Systems - AXIAR Trusted Edge - Secure XchangeDieselpoint - Dieselpoint Search Levi, Ray & Shoup - VPSX Tyler Technologies - EDEN Document ManagementDMAC - Unibase Liquid Machines - Liquid Machines Document Control Verity - TeleForm
Document Control Systems - MASTERControl Logiforms - Logiform VersaIMAGE Software - VersaIMAGEDocumenTree - DocumenTree LSSP - eDrawer Versis - DocSmartDocuSource - Document Management Software MaestroTec - Document Management Service Vicisoft Technologies - ViciDocsDocutron Systems - Docutron DMS Marketplace Software - e-manage Viking Software Solutions - VDE+ImagesDocuXplorer Software - DocuXplorer MasterControl - MasterControl Documents Virtual PDF - Virtual PDFDoxess - Doxess Webflow Merkur Group - DeliveryWare Vivaldi Software - Vivaldi QMS
DynaPortal Software - DynaPortal Document Management NearStar - DataServer Voltage Security - Voltage SecureFileebrary - Isaac New Mexico Software - Digital Filing Cabinet 3 WebAsyst - Document DepoteFinitive Systems - KwikTag NextPage - NextPage 2 WindFire Technology - XtormEFS Technology - LaserNet Nixel Technology - Nixel Docs Workshare - Workshare Professional 4Ektron - Ektron DMS400 NOOMAC - NOOMAC Document File Manager WorldView - Document Management ServiceseMASON - IWorkS Image Workflow System NorthPoint Micro Services - Paper Buster Xpert Technologies - XPERT KnowledgeEMC Documentum OmniRIM Solutions - OmniRIM Xpress Data Systems - EDMXpress
• Hundreds of commercial Document ManagementSystems
• Existing since the late 80's• Archiving was a major focus initially• Records Management, Digital Asset Management,
Web Content Management, etc. was added later• Few large players (EMC Documentum, IBM/Filenet,
OpenText, etc.)• Many many midrange and niche players, often country,
language, or solution specific• Continuous consolidation since the late nineties
Only few (~10) Open
Source Document
Management Systems
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Open Source for Document Management – Substantial value added
Reduce total cost of ownership (TCO) of DMS
Avoid vendor dependencies
Investment protection dueto Open Standards compliance
Leverage proven Open Source infrastructure layer
Increase flexibility forimplementation/development
• No or low license costs• Low support and
maintenance costs
• Full access to source code• Power of the communities• Adherence to open
standards• Interoperability a given• Strong support for Open
Standards
• Reuse of other proven Open Source components reduces risk and cost
• Openness and component orientation allows for more flexible implementationsB
en
efi
ts o
f u
sin
g O
pen
Soru
ce f
or
DM
S
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0
1
2
3
4
5
0 1 2 3 4 5
Application capabilities
(Larg
e)
en
terp
rise r
ead
iness
Alfresco
sTeam
Contineo
Plone
Nuxeo
KnowledgeTree
Owl
Community
Legend
Open Source Document Management Players
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Related Solution Components
Portal• Pulls together disparate data and
applications into a common view
Wikis• Free-form, collaborative authoring
Blogs• One-to-many communication• Non-technical publishing
Forums• Many-to-many discussion threads
Chat• Real-time discussion
Social Networking• Tracks who you know and who knows you
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Executed poorly, these initiatives can get ugly
Lengthy RFP/purchasing cycles
Never-ending projects
Expensive and complex “suites” of products
Heavy customization required to meet requirements
Difficulty integrating with other systems
Poor end-user adoption
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Solution: Start Small and Grow
Avoid big bang approach. Instead, start small, and grow
Be smart about where you start• Containable• Early win• Ongoing champions• Willing to be a pioneer• Nursing or Pharmacy is a likely good first choice
Leverage success to sell vision to senior management
Replicate the pattern to other departments
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Once underway...
Ruthlessly control scope• Identify a few critical use cases/scenarios• Triage enhancements into “must”, “should”,
“could”, and “won't”
Stay as out-of-the-box as possible for phase 1
Get something in front of the team early
Initially, it's all about the repository• Limit the number of external components
Communicate early and often
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Case Study: Large New England Hospital
Problem• Needed to get their documents under control
– Too many authors– Too much overlap across documents– Effectivity uncertain– No definitive single source
Approach• Started with a Proof-of-Concept around Policies,
Procedures, and Protocols for the Nursing Team• Moved documents into a repository, applied
metadata, security, versioning, effectivity dates• Built a lightweight, Google-like search page for
search and retrieval
Result: Nursing Team happy...On to Radiology
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Case Study: Activision
Problem• Needed to disseminate sales reports to a
geographically dispersed team• Reports were scattered across servers and
workstations
Approach• Moved the reports into a repository, applied
metadata, security• Provided an easy-to-use, portal interface for
search and retrieval• Used this as a Proof-of-Concept for the
foundation of an Enterprise 2.0 Intranet platform
Result: TBD (Recent go-live)
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Case Study: McKesson
Problem• Wanted to provide documents to member
pharmacists around drug trend spending, hot deals, toolkits, drug updates
• Needed to be easy to upload and tag documents
Approach• Moved the documents into a repository, applied
metadata, security• Provided an easy-to-use, portal interface for
search and retrieval
Result: TBD (Recent go-live)
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Case Study: Endeca
Problem• Wanted to create an online community of
customers, partners, and Endeca employees• Needed to be easy to upload and tag documents• Required integration of Portal, Search,
Document Management, Blog Server• Project had a hard deadline
Approach• Assembled a solution from open source
components• Used workflows to route content for approval• Provided an easy-to-use, portal interface for
search and retrieval
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Case Study: Endeca (Cont'd)
Results• Huge increase in engaged participation from user community
– More (volume, quality) forum activity– Increase in user registration for the site– Increase in annual conference attendees
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Lessons Learned
Start small and grow
Leverage enterprise-ready open source software
Involve end-users in all aspects of the project
Provide ample end-user training/ communication• Train-the-trainer sessions• “What's coming” newsletters and emails• Quick reference guides
Don't take on too much scope
Find the right level of customization• Usability
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Lessons Learned (Cont'd)
Allocate enough time for content migration
Give yourself an opportunity to incorporate feedback• Plan for multiple phases with short iterations
Use POCs to prove out the technology to yourself, your end-user teams, and your executive sponsors
Leave yourself options (leverage a loosely coupled architecture)
Always take a test drive
Always ask for and check references
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Next Steps
Get your feet wet with open source
Find a small project to carve off that meets the criteria discussed earlier
• Containable• Early win• Ongoing champions• Willing to be a pioneer• Nursing or Pharmacy is a likely good first choice
Use the Optaros Enterprise Open Source (EOS) Directory to research open source offerings (http://www.eosdirectory.com/)
Start small and grow; Replicate what works
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We Design, Assemble & Support Next Generation Internet Solutions for the Agile Enterprise
What we do: We provide custom solutions for our clients to meet the next generation of customer expectations.
How we do it: We design compelling Web 2.0 user experiences, and assemble loosely-coupled software
components (services, open source) into supported composite applications.
Founded: 2004
Capitalization: $20 million
Size: 200+ employees
Offices: Boston, Austin, Bucharest, Geneva, London, Munich, San Francisco, Zurich
Our Performance: Over 75 unique clients
Client References: 100%
Projects On-time/On-budget: 98%
Revenue: 0 to $21MM in 3 years