it.auth | AUTH Information Technology Center Presentation Title | Name An open-source Document Management solution for the University of Thessaloniki Georgios Spyrou, Dimitris Daskopoulos IT Center Aristotle University of Thessaloniki, Greece
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it.auth | AUTH Information Technology Center
Presentation Title | Name
An open-source Document Management solution for the University of Thessaloniki
Georgios Spyrou, Dimitris Daskopoulos IT Center Aristotle University of Thessaloniki, Greece
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The problem
• Aristotle University of Thessaloniki handles ~ 50K documents per year
• The paper format of documents results in high costs
• Communication between departments is slow, prone to human errors and inefficient
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Software research criteria
• License (for about 3K staff)
• Multi tenant
• Cost vs Performance
• Interoperability with existing systems
• Scalability
• Meet current and future business needs
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Products evaluated
• Alfresco http://www.alfresco.com/
• Nuxeo http://www.nuxeo.com
• OpenKM http://www.openkm.com/en/
• Scriptum http://www.scriptum.gr/
• SharePoint http://office.microsoft.com/en-us/sharepoint/
• SenseNet https://www.sensenet.com/
• resCom in-house – custom fit for another unit
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Product comparison Feature\Product Alfresco Nuxeo OpenKM SharePoint SenseNet resCom Website Alfresco Community Nuxeo OpenKM SharePoint SenseNet resCom Platform Java Java Java .NET .NET .NET
Licence Open Source +
Enterprise Edition Open Source
Open Source + Professional Edition
Proprietary Proprietary Proprietary
On Premises installation
Yes Yes Yes Yes (core
functionality) Yes Yes
Cloud Service Yes Yes Yes Yes Yes No
Document Versioning Yes Yes Yes Yes Yes ?
Support for records management
Yes (custom metadata) ? Yes (custom metadata) ? ? Yes
Development enviroment
CMIS CMIS CMIS CMIS CMIS ?
Office Intergration Yes Yes Yes Yes Yes No Google Docs intergration
Yes ? No ? No No
Mobile Clients Yes Yes No Yes ? No
Supported Databases Postgre,mySQL,SQL Server,Oracle
Postgre,mySQL,SQL Server,Oracle
Postgre,mySQL,SQL Server,Oracle
SQL Server SQL Server SQL Server
Workflows Yes Yes Yes Yes Yes Yes
Digital Signatures Yes (ARX CoSign) ? Yes (Professional
Edition only) Yes (ARX CoSign)
? ?
Authentication LDAP, Active Directory LDAP, Active Directory
authentication methods supported by Java Authentication and Authorization Service
Active Directory
LDAP, Active Directory
-
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Gartner Magic Quadrant for Enterprise Content Management
• Analysis on Sep 2014
• Score weights
– Doc mngmt (20%)
– Records mngmt (10%)
– Content workflow (20%)
• Strengths
– upcoming
• Cautions
– pricing model
Source: 2014 Gartner, Inc.
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Alfresco Document Management Community Edition
• Centralized document repository
• Classification with categories and tags
• Collaboration & versioning
• Indexing and searching
• Workflows and tasks
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Architecture
mySQL Open Office Solr
Alfresco
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Adding documents to Alfresco
• WebDAV
• Web interface
• Email (folder alias)
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Document classification
• Custom metadata
• Document categories (system defined)
• Document tags (user defined)
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Collaboration on documents
• Users can lock documents for editing
• Support for multiple versions of a document
• Document history with ability to revert to previous versions
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Searching documents
• Indexing and searching based on Apache Solr project
• Full text search on document content
• Search within custom metadata
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Workflows and user tasks
• Assign tasks to users
• Monitor progress for a workflow
• Notifications to users for each task
• Auditing of user actions
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Benefits
• Simplified communications within departments of the University
• Cost reduction on printing documents and human resources
• Improved efficiency and collaboration within teams and departments
• Centralized document repository for all the departments of the University
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Future development
• University-wide deployment
• Simplify custom workflow deployment
• Open Gov auto doc publishing
• Digital signatures on documents
• Interfacing with other univ systems
• Support for external users w/o institutional SSO account
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Thank you!
• We are interested in document management solutions adopted by other European Universities
Contact us dms [at] it.auth.gr
Georgios Spyrou, Dimitris Daskopoulos
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