In one of the ECM
implementation - Alfresco
- we need to implement content
type and document metadata that have been designed
previously.
There are about 24 types of documents, and there are about 100 metadata
that need to be built in Alfresco. Of the 100 about metadata, there are
several properties that are shared properties. If calculated, each document type
on average has 15 metadata.
If using conventional methods, we estimate it will take about 1 week to
make it. Then we try to find a way or tool that can be used to shorten
the construction time, and we found SIDE-Labs.
Sidelabs is an IDE
that can be used developers to design custom models, and even workflow
in Alfresco. By using the SIDE-Labs, we will save much time on custom
model development.
Finally it only take 1 day to make 24 content types and approximately
100 metadata. For comparison, a web-client-config-custom.xml have
around 1700 lines of code, and customModel.xml has about 2300 codes.
Imagine if developers have to do it conventionally.
So if you plan to do in-house development with Alfresco,
and you have a lot of types of documents, we strongly recommend to use
the SIDE-Labs
as a tool.
12
Nov
Change Management for Enterprise Content Management Implementation - Softbless
Enterprise Content Management
(ECM)
System Implementation is different with software implementation. For software, we can simply provide training to End Users.
For the system, in addition to training, there is a need to have Change Management done to achieve the successful implementation of the system, namely:
For the system, in addition to training, there is a need to have Change Management done to achieve the successful implementation of the system, namely:
- Socialization to the End User
- Encourage early involvement from End User
- Build a user-oriented ECM
- Reward
Socialization to End Users.
Socialization needs to be done so that users have the correct expectations of system. And User can imagine how the activities to be conducted in later date. Basically, human beings tend to be reluctant to change in everything, including the day-to-day office activities.
Socialization could reduce rejection from End Users. Socialization can be done through :
Forum that is attended by the management, to provide a signal that implementation of this system is supported by the management. Top-Down Approach is tend to be more successful in system implementation. In this forum do not discuss technically about the ECM system, but rather to emphasize the benefits of this ECM
Besides forum, then it could be done through a notification via company magazine or company newsletter
Encourage early involvement from End User
From the kick off the project, the End User must always be involved.
They can be questioned useful inputs for them. In this way, End User have a sense of belonging to this system. Their inputs may not possible to be all fulfilled, but at least by involving them, they will more have an interest in this system.
A User-Oriented ECM
The majority of ECM can be customized according to need. However, the most important is how to make a more user friendly ECM system. Starting from little things like
What information must be displayed on the frontpage, when the user first login
Folder structure for the division in the ECM must be adapted to the structure an existing folder on the computer each End User.
Reward
To further motivate the End User, we could also use rewards, such as : the first division that use full ECM
for office activities, will get a reward eg shopping vouchers with a specific value for each staff.
2
Aug
Alfresco Indonesia Expert
Alfresco Indonesia Expert provide system that has a lot of features and functionality, such as the Simple Workflow functionality and Advanced Workflow, Simple workflow action will bring Approve / Reject on the content, as well as move the content to a specific space in accordance with the option Approve / Reject the selected user. Advance workflow while allowing you to attach the workflow directly to the content item and then set the content for other users to be reviewed. With advanced workflow workflow, the tasks according to the workflow is managed in-dashboard.
Enterprise Content Management System (ECM) is an application to manage and facilitate collaborative content creation owned by a company. Content here could be content (*. doc, *. xls, *. ppt), image, HTML, XML files, and other content types. In past, to take advantage of ECM requires large costs, a result that only large companies could take advantage of ECM. Alfresco is a new approach in usingECM. Alfresco offers an ECM system that has a cost that is not too large to be utilized by companies with different scales.
Alfresco Indonesia implementation includes two preconfigured workflows, namely: Adhoc Task (to assign tasks to a co-worker) and Review & Approve (to make the review and approval of content).
Alfresco Features :
- Document Repository: manages documents currently active by the user.
- Online Preview
- Versioning: each version of the document can be tracked automatically by Alfresco. There is no need to manually rename a new version of a document.
- Expired Document reminder for documents that have a validity period
- Watermark
- Multiple File Upload
- Drag and Drop Upload
- Integration with Scanner
- Search Engines: for searches by certain categories and other parameters, and searches into the contents of the document
- Discussion / Commentary: Certain documents can be a forum for discussion among users.
- Security & Permission: Can manage anyone who can access documents and space in Alfresco. Space is an Alfresco term for Folders. Access rights can be: read, edit, view, create, etc.
- Mobile apps support for iOS and Android
- Audit Log: Track all user activities in Alfresco
- Web Service: Integration with other applications via CMIS web service
- Record management: managing archived documents.
- Document categorization: Any existing document can be categorized into a document type, which will facilitate document management. For example a document can be categorized as: contract agreement, invoice, Curriculum Vitae, Minutes of Meeting (MOM), etc.
- Custom Metadata: has multiple metadata depending on the type of document you have. Custom metadata example: document number, document date, document status, etc.
- Collaboration Site: Sharing documents, Calendar, Discussion, blogs, links, Datalist
- Workflow / Collaboration: Alfresco provides document approval / review facilities by multiple users, from simple workflows to complex workflows.
- Check in & Check Out Document: Checking is the term in ECM when an Alfresco user wants to edit a document, so he / she is called checking in, storing the document in a local computer / laptop user. When a document is checked in by a user, another user can only view the document, can not edit. This is to maintain the consistency of a document. And if a user is already editing the document, then he will check out the document. Once checked out, a document can be freely edited by anyone who needs it.
- Rules: A variety of rules can be applied to documents, for example if there is a new document in this space, then send an e-mail to a specific email address.
- Ms Office / Open Office & Google Docs Integration
- Integration with LDAP, Active Directory Integration
Why Alfresco Indonesia?
- Robust, web based document management system. Because it's web-based, no installation required when users want to access Alfresco.
- Easy to Use. Alfresco is very user friendly which encourages users to more quickly adapt to our system.
- Built by the people who invented the concept of document management. One of the founders of Alfresco is John Newton, senior of Dokumentum, the first content management applications on the market. John Newton has a lot of experience in dealing with content management projects for large-scale companies.
- Open source, open standards. Alfresco open licensed, which means no need to buy to try it, and a company can not be bound by any single vendor, and unlimited users.
- a lower deployment cost. Open source licenses owned by Alfresco does not require Licensee fee.
- Adaptable to the needs that are often changed. Over time, the requirements of an enterprise content management systems, frequently changing. With open source licenses, allows Alfresco to anyone in the company's customized to meet current needs.
Alfresco's quality could be seen from several awards earned:
- Gartner Magic Quadrant 2009 for Enterprise Content Management, positioned in Visionaries Quadrant
- EContent 100 Awards
- Audemars Piguet and the European Tech Tour Association: Alfresco the "Next Gem Award", award for best new company
- Linux Magazine (2008), one of Top 20 Companies to Watch
- Business Computing Magazine: Editor's Choice Award
- InfoWorld Bossie Award: Best of Open Source in Enterprise Applications
Softbless is an implementation service provider for Alfresco in Indonesia, covers : installation, configuration, customization, training and support, make us your partner in implementing Alfresco. Please contact us here to get more information about Alfresco.
28
Jul
Indonesian Language Pack for Alfresco 3.2r2 by Softbless
27
Mar
The Benefit from ECM Implementation
What are the benefits for implementing Enterprise Content Management (ECM)?
Efficiency
- Reduce the amount of paper used will reduce storage needs, and reduce the cost space, printing, copying, filing and distribution.
- The number of documents that are exchanged will decrease, and eventually can increase the speed of business processes.
- A centralized document storage will allow a user to perform collaboration, reduce copies of documents, and reduce kebutuhand disk space.
- The ability to have easy search and speed up document searches.
Reduce Storage
Scanning of documents in the form of paper, can reduce the need for storage space.
Document retrieval is more flexible
The time required to retrieve documents would be less, without leaving the desk. And storing the documents in electronic form would reduce the risk of data loss.
Flexible Indexing
Document and image content can be stored in the ECM and can be full text indexed for searching.
Search functions more complete, fast and flexible
ECM can search for content or documents by using the word or phrase in the document or the content (better known as full text search). ECM can also do the classification for every content and documents.
Controlling Documents Distribution
Document Imaging facilitate electronic distribution of documents with colleagues and clients through a network. In document imaging, the cost can be reduced because the distribution of documents need not be done with paper, and reducing office activities such as printing and shipping paper documents.
Improve Security
ECM provides flexible control and better, especially for confidential documents. ECM provides access rights that can be arranged at the folder level, document level, group level, divisional level and individual level.
Disaster Recovery
ECM provides an easy way to backup documents in off site storage. Using ECM also reduce the risk caused by natural disasters that may occur.
No Lost Files
Loss of important documents could have a major impact and can spend lots of time to replace it. With ECM, the document remains stored centrally, so nothing is lost or misplaced. Even if one puts in the ECM, the document can still be found quickly and easily through full text searching mechanism.
Digital Archiving
Sumber :
www.contentmanager.eu.com/dmsbens.htm
27
Mar
What is ECM (Enterprise Content Management)?
Enterprise Content Management (ECM)? is a set of tools and methods that allows a corporation, agency or organization to obtain, organize, store and deliver information crucial to its operation. The fundamental objectives of Enterprise Content Management (ECM) are to streamline access, eliminate bottlenecks, optimize security, maintain integrity and minimize overhead.
According to the Association for Information and Image Management (AIIM), ECM can be broken down into five major components called capture, manage, store, preserve and deliver. The purpose of each component can be briefly defined as follows:
- Capture: Create, obtain and organize information.
- Manage: Process, modify and employ information.
- Store: Temporarily back up frequently changing information in the short term.
- Preserve: Back up infrequently changing information in the medium and long term.
- Deliver: Provide clients and end users with requested information.
Reference : http://www.aiim.org
27
Mar
ECM (Enteprise Content Management) Functionalities
Some functionalities that ECM covers :
- Document management - check-in/checkout control, version control, security and library services for business documents
- Web Content Management - ability to remove the webmaster bottleneck, managing dynamic content and content authoring, general ease of use
- Records management - ability to comply with legal or regulatory purposes, long-term archiving and automation of retention and compliance policies such as admissibility
- Document capture and document imaging for capturing and managing paper documents - entire scanning process from paper to electronic format
- Document Centric collaboration for document sharing and supporting project teams - including permissions
- Workflow for supporting business processes and routing content, assigning work tasks and states, and creating audit trails of who did what, why, when and how
Sumber : http://www.contentmanager.eu.com/ecmq.htm
27
Mar
Do We Actually Need to Implement ECM
Larry Oliver of FileHold Systems give some hints to find out whether ECM
will suits our need or not. If these questions often appear in your mind, that mean you need enterprise content management system :
- "How can we get rid of all this paper and reduce our filing cabinets and offsite storage costs?"
- "Every version of this contract is different: which is the most recent version? Who was working on it last?"
- "I can find anything on Google but I can't find the proposal I wrote last month - we need search!"
- "I need a system that sends me a reminder and gives me access to contracts up for renewal."
- "Why can't we have electronic workflow to share our work and avoid duplication of effort?"
- "Everyone has access to my files. I want to restrict documents to only people I want to see them?"
- "Why does it take forever to get 5 different approvals on a revised policy document?"
- "How do we stay in compliance with rules regarding record retention?"
- "Each branch office has their own files on all of the same topic - needless duplication!"
Sumber : http://www.bstormweb.com/fileholdprofile.html