Open Source Document Management (with Alfresco and Contineo)

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Open Source Document Management
(with Alfresco and Contineo)
IGE
Bern, September 24, 2007
Jens Schütter, Bruno von Rotz
9/24/2007
©Optaros 2007. All rights reserved.2
Agenda
9/24/2007
©Optaros 2007. All rights reserved.3
Agenda
￿
Welcome–aboutOptaros
9/24/2007
©Optaros 2007. All rights reserved.4
AboutOptaros
9/24/2007
©Optaros 2007. All rights reserved.5
Optaros is seen as one of the thought leaders
around Open Source Software and Web 2.0
Recognition
Ideology
Grants/donations
Problem solving
Add-ons
Support
Dual license
Insurance
Certification
Training
Expand market
Close gaps
R&D lab
Enhance image
Solutions
Open-Source Value Chain
Small projects
MMBase, OpenCMS, Typo3,
TWiki, phpBB, Drupal
Apache, Zope, OSAF,
Gnome, Mozilla, Jabber
Red Hat, MySQL, SugarCRM,
Alfresco, Zend, SpikeSource,
SourceLabs, OpenLogic
IBM, Novell, Sun,
Oracle, CA
Open-source organizations
Open-source ISVs
ISVs
Service providers
Accenture, Novell, HP, Tata, Unisys,
IBM Global Services, Optaros
9/24/2007
©Optaros 2007. All rights reserved.6
Optaros‘Alfresco References (1/2)
International
Labour Organisation
Pilot implementation for
XML search on ILO
reports
Several search channels
for ILO reports and
publications
Etatde GenèvePOC general DMS
Detailed feasibility
study
300 Mio documents
Etatde VaudGeneral DMS,
transversal solution
Production support,
continuous expansion and
integration
Swiss Federal CourtGeneral DMSThousands of documents
Production support
SwisslexProof of concept for
portal solution for
semantic dissemination
of information
Legal online archive
Search platform for
lawyers integrated with
publishing
City of ZurichEvaluation against ELO
and Microsoft
SharePoint
Mio’s of documents
Custom DMS/BMP
processes
9/24/2007
©Optaros 2007. All rights reserved.7
Optaros‘Alfresco References (2/2)
Direct Consumer
Engagement (Labs)
JCR/CMSSwisscom
Mobile Labs
Web Content
Management
CMSSony
Document Mgmt. and
Collaboration Platform
DMSNXP
(Philips)
Developer Portal“for use
by customers, partners
and employees
Community
Platform
EndecaHartford HospitalDMS/CMSDocument Management
and Collaboration
Solution for Nurses
AlfrescoBenchmarkingExternal QA
9/24/2007
©Optaros 2007. All rights reserved.8
Optaros Open SourceECM expertise
9/24/2007
©Optaros 2007. All rights reserved.9
Agenda
10
A Brief History of ECM …
19851990199520002006
Advanced
content
concepts
DRM,
DAM,
Lifecycle
Mgmt
Image mgmt
and first
collaboration
Filenet,
ViewStar,
Lotus
Electronic
document
mgmt
Documentum
Saros
PCDocs
Web
content
mgmt
Netscape,
Vignette,
Interwoven
Consolida-
tionof ECM
Open
source web
content
mgmt
OpenCMS,
Mambo,
Drupal,
Plone
Open
source
enterprise
content
mgmt
CMS
Standards
Alfresco
Knowledge
-
Tree
9/24/2007
©Optaros 2007. All rights reserved.11
…and Document Management
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©Optaros 2007. All rights reserved.12
Knowledge
Management
&
Collaboration
Context: Enterprise ContentManagement
Smart Enterprise
Suites(SES)
Portal
Web
Publishing
System
ECM
Document
Management
(Web)
Content
Management
Lenya
Textpatte
rn
(Blog)
Coldfusion
Kno
wledg
eTree
MediaWiki
Lot
us

N
otes
MS
Sha
repoint
Vignette
Stellent
OpenText
Documentum
Plone
Pl
umtree
Epicen
tr
ic
Apache
Jetspeed
2
Exo
PLatform
Jb
o
ss Po
rtal
IB
M
BEA
Nuxeo
Documentum
Filenet
ezPublish
Magnolia
OpenC
MS
Interw
oven
Obtree
Ope
nText
Alfresco
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©Optaros 2007. All rights reserved.13
Innovation waves-
ECM and relatedTechnologies
Archiving
Document
Management
Knowledge
Mgmt
Portal
Smart
Enterprise
Suites
Workflow/
BPM
Open Standards
Open Source
Innovation
1990
2010
Industry consolidation
9/24/2007
©Optaros 2007. All rights reserved.14
DocumentManagement in context
Digital Asset ManagementDocument Management
Records ManagementWeb Content Management
Content
Repository
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©Optaros 2007. All rights reserved.15
Prozesse, Systeme, Dokumente, Benutzer
9/24/2007
©Optaros 2007. All rights reserved.16
Howdoesa DocumentManagement system
work?
Repository
(Documents)
Enterprise
applications
Office
applications
PostFaxEmail
others
Scanner
Document
Meta data
Search
Work-
flows
Rules
Execution
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©Optaros 2007. All rights reserved.17
Document Management –standard features
￿Version control
￿Lifecycle Management
￿Workflow
￿Document references and smart folders
Organize
￿Output channel or device specific formats like PDF
or HTML
Transform
￿Attribute based and full-text
￿Browse Folder/Tree Navigation
￿Bookmarks and Links
Search & Access
￿Role-and Access based security
￿Notification
Collaborate
￿Integration with standard authoring tools like MS
Office
￿Import doc through upload, WebDAV, CIFS
￿Meta data
Create and Store
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©Optaros 2007. All rights reserved.18
State of Document Management:
Typical scenarios we see in larger companies
01Many
Integrated,
compre-
hensive
Particular
usage, no
integration
Usage and integration
Number
of systems
in use
A
B
C
D
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©Optaros 2007. All rights reserved.19
The Document Management landscape
ACOM Solutions -EZeDocs
Esker -Esker DeliveryWareOmnivore -Omnivore
Active Innovations -infoRouterExact Software -MacolaOpen Text -LivelinkEnterprise Suite
activePDF-activePDFServerExegenix-ExegenixConversion SolutionsOptical Image Technology -DocFinity
Ademero-WSEditFileHold-SynergyOptioSoftware -OptioPrint Manager
AltimateSystems -OpenEDMSFilenetOvitas-Content Lifecycle Solution
Amplefile-Document ClientFileOn-Enterprise eLibraryPencilneckSoftware -PencilcaseCMS
Anuva-AnuvaFormdocs-FormdocsPlus Technologies -OM Plus
Asset Management Technologies -AMTdirectFormScapeSoftware -CovusPolicy Technologies -Policy & Procedure Manager
Astoria Software -AstoriaGeoPlusUSA-VisionDOCPrinterOn-PrinterOnEnvoy
Auersoft-VisualVaultgillc-ColumboProject Zone -Project Complete
Automated Workflow -Insure.SphereGIM Electronics -eDrawerQA Software -TeamBinder
Bf.Collaboration-bf.documentsGlobal Document Solutions -GdoxQuask-FormArtist
Blue Angel Technologies -MetaStarGrapevine Software -On DemandReal Asset Management -Document4000
BottomlineTechnologies -Create!formHeartbeat Software -Heartbeat PresenterRedwood Software -REPORT2WEB
BridgelineSoftware -docWIZARDIBM On Demand (???)Relativity -Relativity Knowledge Management Tool
Captaris-AlchemyIC Soft -icTrackerRelyco-PlanetPress
CCH -ProSystemfxDocumentIdeaSolutions-Find Desktop ProfessionalRipra-Digital Catalog
CEO Image Systems -Executive AssistantIForceOnline-iForceRoger Software Development -RSD Folders
Cerenade-Visual eFormsiKANSoftware -PaperTraxSalesBoom-On Demand CRM
CHL Software -DocMotoImage Mentor -AX Migration MasterShareMethods-ShareMethods
CincomSystems -intelligent Document SolutionsiMarkupSolutions -iMarkupServerSofTech-ProductCenter
Citadon-CitadonCWInQuestCollaboration and Document ManagementSoftlinx-ReplixEDM
ClearVisionTechnologies -ClearVisionDMSIntegrated Application Technologies -Integrated DMSSoftology-e4DM
ColumbiaSoft-Document LocatorIntelligent Filing -e-VuStellent-StellentDocument Management
Core Imaging -VIP DocManagerInteraxGroup -Paradigm IIStreamServe-Enterprise Document Presentment
CurritSoftware -RepExpressDocument ManagementInterwoven ECMSynergy International Systems -Synergy eForms
Cypress -Cypress DocuSuiteInvestintech.com-Able2ExtractThe IntersoftGroup -Savvy
Data Reduction Systems -DRS DataViewISIS Papyrus America -Papyrus Document SystemTouchstone Systems -Metamation
DATAssimilateSystems -DATAssimilatorJBM Systems -OctoToolsTrichys-WorkZone
DBSentry-SamhitaLBM Systems -AXIARTrusted Edge -Secure Xchange
Dieselpoint-DieselpointSearchLevi, Ray & Shoup-VPSXTyler Technologies -EDEN Document Management
DMAC -UnibaseLiquid Machines -Liquid Machines Document ControlVerity -TeleForm
Document Control Systems -MASTERControlLogiforms-LogiformVersaIMAGESoftware -VersaIMAGE
DocumenTree-DocumenTreeLSSP -eDrawerVersis-DocSmart
DocuSource-Document Management SoftwareMaestroTec-Document Management ServiceVicisoftTechnologies -ViciDocs
DocutronSystems -DocutronDMSMarketplace Software -e-manageViking Software Solutions -VDE+Images
DocuXplorerSoftware -DocuXplorerMasterControl-MasterControlDocumentsVirtual PDF -Virtual PDF
Doxess-DoxessWebflowMerkurGroup -DeliveryWareVivaldi Software -Vivaldi QMS
DynaPortalSoftware -DynaPortalDocument ManagementNearStar-DataServerVoltage Security -Voltage SecureFile
ebrary-IsaacNew Mexico Software -Digital Filing Cabinet 3WebAsyst-Document Depot
eFinitiveSystems -KwikTagNextPage-NextPage2WindFireTechnology -Xtorm
EFS Technology -LaserNetNixelTechnology -NixelDocsWorkshare-WorkshareProfessional 4
Ektron-EktronDMS400NOOMAC -NOOMAC Document File ManagerWorldView-Document Management Services
eMASON-IWorkSImage Workflow SystemNorthPointMicro Services -Paper BusterXpertTechnologies -XPERT Knowledge
EMC DocumentumOmniRIMSolutions -OmniRIMXpress Data Systems -EDMXpress
•Hundreds of commercial Document Management
Systems
•Existing since the late 80ies
•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 manymidrange players, often country
or language specific
•Continuous consolidation since the late nineties
Only few (~10)
Open Source
Document
Management
Systems
9/24/2007
©Optaros 2007. All rights reserved.20
Agenda
9/24/2007
©Optaros 2007. All rights reserved.21
Open Sourcetimeline–ithas beenhere
forquitesometime
198019902000
2010
9/24/2007
©Optaros 2007. All rights reserved.22
Applicationsareseenas thenextbigwavein
Open Source
Time
Impact
Commoditytype
infrastructure/platforms
Programmingenvironments
and platforms
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©Optaros 2007. All rights reserved.23
Open Source and Document Management –
the value add
Reducetotal costof
ownership(TCO) of DMS
Avoidvendordependencies
Investment protectiondue
to Open Standards compliance
LeverageprovenOpen Source
infrastructurelayer
Increaseflexibilityfor
implementation/development
•No orlowlicensecosts
•Low supportand maintenance
costs
•Full accessto sourcecode
•Power of thecommunities
•Adheranceto openstandards
•Interoperability a given
•Strong support for Open
Standards
•Reuse of otherprovenOpen
Sourcecomponentsreduces
riskand cost
•Opennessand component
orientationallowsformore
flexible implementations
Benefitsof usingOpen SoruceforDMS
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©Optaros 2007. All rights reserved.24
EOS Directory listssixrelevant technologies
fordocumentmanagement
Source:
http://www.eosdirectory.com
Name VersionDescriptionLicenseSupport
Enterprise
Readiness
Functio-
nalityMaturity
Com-
munityTrend
User
Rating
eXoPlatform1.1.4Web Application, Portal, ContentManagement
and Workflowplatform. Supports standardssuch
as JSR 168 (Java Portletstandard) and JSR 170
(ContentRepositoryAPI)
GPLProf/ Community
♦♦
♦♦♦♦♦♦♦♦
￿
KnowledgeTree3.4.1DocumentManagement System supporting
versioncontrol, search, tagging, RSS feeds,
workflow, and permissionsthroughWeb and
WebDAVinterfaces. Commercial versionadds
MSOffice integration, scanning, and reporting
features. Implementedin PHP/JavaScript.
KPL/MPLProf/ Community
♦♦
♦♦♦♦♦♦♦♦
￿♦♦♦

Alfresco2.0.1Standards compliantdocumentmanagement
applicationevolvingintoa comprehensiveECM
solutionwiththerecentexpansionof WCM
functionality. Thesoftwareisbasedon a modern
Java stack(Spring/Hibernate/JavaFaces, etc.)
and supportedbya strongcompany.
GPLProf/ Community
♦♦♦
♦♦♦♦♦♦♦♦
￿♦♦

NuxeoEP 55.1.4French CollaborativePortal Server (CPS), ECM
platformfordocumentand contentmanagement.
Basedon theZopeapplicationserver, but
currentlybeingportedto Java -namechangedto
Nuxeofornewrelease.
LGPLProf/ Community
♦♦
♦♦♦♦♦♦♦♦
￿
Plone2.5.3Comprehensivecontentand document
managementsolutionbasedon thePyton
languageand runningon theZopeApplications
Server
GPLProf/ Community
♦♦
♦♦♦♦♦♦♦♦♦♦
￿♦♦♦

Jackrabbit1.3Fullyconformingimplementationof theContent
RepositoryforJava Technology API (JCR). A
contentrepositoryisa hierarchicalcontentstore
withsupportforstructuredand unstructured
content, fulltext search, versioning, transactions,
observation, and more. Beingusedbya number
of CMS and ECM platforms
Apache 2.0Prof/ Community
♦♦
♦♦♦♦♦♦♦
￿♦♦♦
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©Optaros 2007. All rights reserved.25
Open Source Document Management –some of
the players
GPL
Java
1.1.4
ExoPlatform
GPL
Pike/MUD
2.2
Open sTeam
GPL
Zope
2.5.3
Plone
GPL
PHP
0.9.3
Owl
KPL/MPL
PHP
3.4.3
KnowledgeTree
LGPL
Java
5.1.0
Nuxeo
GPL
Java
2.5
Contineo
GPL
Java
2.0.1
Alfresco
License
Architecture
Version
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©Optaros 2007. All rights reserved.26
Open Source Document Management –
how do they compare?
￿Strong collaboration
support
￿Nice UI
￿Good search
￿Simplicity
￿Simplicity
￿Strong versioning
￿Strong workflow
￿Standards support
￿Simplicity
￿Familiar Java
technologies
￿Broad functionality
￿Strong versioning
￿Standards support
￿Content rules
Strengths
￿Closed DB, lack of
standards
Open sTeam
￿Poor versioning
￿Closed ZODB
Plone
￿Unattractive UI
￿Weak search
￿Lack of standards support
Owl
￿Lack of standards support
KnowledgeTree
￿Fairly new (redeveloped)
Nuxeo
￿Narrow in functionality
￿Documentation
￿Small community
Contineo
￿Documentation
￿WCMS still early
Alfresco
Weaknesses
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©Optaros 2007. All rights reserved.27
Open Source Document Management –
how do they compare?
￿Java and C++ API
Open sTeam
￿WebDAV
￿FTP
￿Section 508
￿W3C AA
￿LDAP
Plone
￿RDBMS
Owl
￿LDAP
￿WebDAV/Windows
KnowledgeTree
￿LDAP
￿JCR
Nuxeo
￿RDBMS
￿WS (REST)
Contineo
￿CIFS/MS Office
￿WebDAV
￿FTP
￿JCR
￿LDAP
Alfresco
Resources
Community
Standards Support
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©Optaros 2007. All rights reserved.28
Alfrescocomparedto itsopensource
documentmanagementcompetitors
0
1
2
3
4
5
012345
Application capabilities
(Large) enterprise readiness
Alfresco
sTeam
Contineo
Plone
Nuxeo
KnowledgeTree
Owl
Community
Legend
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©Optaros 2007. All rights reserved.29
Agenda
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©Optaros 2007. All rights reserved.30
Alfresco as a proof that the Open Source
Model really works
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©Optaros 2007. All rights reserved.31
The(short) historyof Alfresco
06/2005 Preview Release –Repository and Web Client
10/2005 Release 1.0 –Document Management & CIFS
12/2005 Release 1.1 –Enterprise Security
02/2006 Release 1.2 –Developer -JSR-170, Templating & PHP
06/2006 Release 1.3 –Platform for ECM Apps –Scripting &
Scalability
09/2006 Release 1.4 –Business Process –jBPM & Records
Mgmt, KofaxIntegration
01/2007 Release 2.0 –GPL, OpenSearch, WCM Production,
Application Exchange, AJAX Ease-of-Use
06/2007 Release 2.1 –New REST Architecture for Content
Management, Web 2.0 UI, Integration -Office,
WordPress, Typepad, MediaWiki, Portal, Lightweight
Team Collaboration, Multi-Language UI Services
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©Optaros 2007. All rights reserved.32
Alfresco
￿Access controllon fileand folderlevel
￿Luceneindexing(OpenOffice.org) and
searchenginewithtaxonomysupport
￿OpenSearch
Search & Access
￿Rapidlygrowing, somewhatrestricted
Community
￿Forums forDiscussions
￿PreconfiguredWorkspaces, Dashboards
￿Transformers
Collaboration
￿CIFS/WebDAV forintuitive filemanagement
￿Meta dataautomationand management
Creating
￿DistributedJava, Spring and Hibernate
￿JSR 168 and JSR 170 support
￿Webservices, LDAP and MS ActiveDirectory
￿Aspectoriented
Architecture
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©Optaros 2007. All rights reserved.33
Alfresco ECM Architecture –
Best-of-Breed Commodization
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©Optaros 2007. All rights reserved.34
Alfresco‘sidea–makingiteasyto use
Common paradigmas
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©Optaros 2007. All rights reserved.35
Alfresco Components
Spring Framework
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©Optaros 2007. All rights reserved.36
Alfrescodemonstration(DMS)
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©Optaros 2007. All rights reserved.37
AlfrescointegratesnicelywithMS Office
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Alfresco Spaces = Smart folders
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Alfresco Integrated–Sample
LDAP
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©Optaros 2007. All rights reserved.40
Typical Integration Points
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Example: Endeca
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©Optaros 2007. All rights reserved.42
Example: Swiss CantonWaadt
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©Optaros 2007. All rights reserved.43
Example: International Labour Organization
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©Optaros 2007. All rights reserved.44
Example: Swisscom Mobile Labs (2.0)
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ImplementationExample:
Publishingclient(in progress)
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©Optaros 2007. All rights reserved.46
Otherrelevant Alfresco features
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©Optaros 2007. All rights reserved.47
Agenda
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©Optaros 2007. All rights reserved.48
Contineo
￿Group basedaccessmodel
￿Lucene
￿FramebasedUI
Search& Access
￿Verysmall
￿Good supporton basetechnologies
Community
￿Keywordbrowsing
￿Similardocuments
￿Download tickets
￿Check in/out, Versioning
Collaboration
￿Files orarchivesuploadthroughweb client
￿Key wordextractionformetadata
Creating
￿Java, Struts, Hibernate
￿Apache Velocity TemplatingEngine
￿Open to multiple DB
Architecture
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©Optaros 2007. All rights reserved.49
Contineodemonstration
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©Optaros 2007. All rights reserved.50
Contineosearchresults
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Contineo2.5 vs. Alfresco2.1
Contineo
Alfresco
Permissions
Groups/users
Groups/users/roles
Search
Full-text, keyword index,
mindmaps
Full-text, taxonomy
Actions /
Workflow
No
Space actions
Editing
No
Inline HTML/XML editing
Conversion
No
￿HTML, PDF, TXT ..
Meta data
Semi-automatic
extraction
Automatic extraction
Doc access
HTTP, WS
CIFS, WebDAV, FTP,
WS, HTTP,(MS Word)
Auditing
No
Yes
API
WS, REST
WS, JSR-170, Spring
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©Optaros 2007. All rights reserved.52
Agenda
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©Optaros 2007. All rights reserved.53
JSR170 API
Alternative approach: Startingwitha
Java ContentRepository(JCR)
JCR
(Java
Content
Repository)
Application1
Application2
Application3
JSR170 Connectors*
•OpenTextLivelink
•EMC Documentum
•FileNetP8
•IBM Lotus Notes
•Microsoft
SharePoint
•Vignette VCM
•Interwoven
TeamSite
* Mostlycommerciallylicensed
software(Day)
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©Optaros 2007. All rights reserved.54
JSR170 definition–mostrelevant DMS
functionalityiscovered
Optional
Level 1
Level 2
Structured
Read
Fine
grained
Query
(XPath)
Binary,
Text,
Date,
Numbers
Hierarchical
Export
Versioning
XATX
Locking
Unstruc-
tured
Write
Access
Control
Import
Referencial
Integrity
Query
(SQL)
Obser-
vation
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©Optaros 2007. All rights reserved.55
Advantages of usingJSR170
For theCIO
For theSystem
Integrator
For theJava
developer
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JSR 283 (extensionto JSR 170)
The following functional areas have been reviewed by the expert group for possible inclusion:
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Implementing Open Source Document
Management –two approaches
PackageImplementation
ApplicationAssembly
Approach
•Implementsolutionas is
•Adaptprocessesand
users, notthetool
•Scopefollowstool
•Leveragecomponents
and builduserand
integrationneedspecific
solution
•Focus on reuse, noton
development
•Requirementsare
„standard“
•Selectedsolutionisvery
closeto the
requirements
•Low budgetWhento applyit?
•Complexintegration
and/oradaptationneeds
•Enduser productivityand
applicationspecific
processaremore
imortantthanproject
cost
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©Optaros 2007. All rights reserved.58
Agenda