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Open Source and Open Standards:
        The Next Generation of Information
            and Content Management?
                            ARMA NCR - IM Days
                            Ottawa - November 2011




         Cheryl McKinnon
        Founder/President                    Candy Strategies Inc.
   Cheryl@CandyStrategies.com              www.candystrategies.com
        @CherylMcKinnon



Friday, November 25, 2011
Open Standards are
                              Essential to IM




Friday, November 25, 2011
Open Standards in IM
            • Information Management professionals
              who are serious about digital preservation
              in today’s knowledge economy need to be
              diligent

                 • Preservation

                 • Metadata

                 • Interoperability and Portability

Friday, November 25, 2011
What About Preservation?
            • How do we ensure this era of Information
              Overload doesn’t become the Dark Ages 2.0?

                 • Non-vendor controlled file formats

                 • Independent from operating systems or
                   hardware platforms

                 • Can live outside of digital rights lockdown
                   for appropriate preservation and
                   educational uses

Friday, November 25, 2011
Open Standards for Preservation

           • A long way to go...but:

                 • PDF/A and ODF are a start

                 • Public sector has lead the charge in this
                   area

                       • PDF/A an ISO Standard

                       • Ability to mandate and encourage open
                         standards adoption
Friday, November 25, 2011
Open Standards for Metadata
            • Dublin Core
                  • Wide adoption for these standard metadata
                    elements in content management and
                    library systems


            • XML
                  • W3C consortium

                  • Machine and Human Readable textual data
                    format

Friday, November 25, 2011
Open Standards for Interoperability
       • CMIS (Content Management
         Interoperability Services)

             • OASIS managed with active
               participation from AIIM

       • OpenSocial

             • Interoperability across collaboration
               and social network products

             • “Gadget” metaphor inspired by
               Google

             • An Open API not a formal standard
Friday, November 25, 2011
Open Standards and
                           Open Source are
                        Changing the Information
                         Management Industry



Friday, November 25, 2011
What is Open Source?
      •       Definition emerged 1998 - with a new model of software
              development and release - Mozilla (Netscape Navigator)

             •      Roots back to 1980s - Free Software Foundation

             •      Practices rooted in development that evolved into the internet

                  •         1960s/70s - early example of open, participatory software
                            development

      •       1998 - Founding of Open Software Initiative

             •      consistent terminology, sanctioned software license
                    agreements, definitions and practices

             •      http://opensource.org/

Friday, November 25, 2011
What is Open Source?
            • Simply?

                 • A way a software developer (a vendor or a community)
                   licenses and distributes its source code

                 • No charge for the software, availability of code,
                   welcomes contributions, no restrictions on how
                   software is used

                 • Variety of individual license agreements govern how it is
                   distributed or used inside other products.

                       •    Examples: GPL, LGPL, Apache, BSD, Eclipse, others...

Friday, November 25, 2011
CMIS: Vendors Playing
                                   Nicely




Friday, November 25, 2011
Background

                   • Original Concept in 2006

                   • Kick off meeting - vendors,
                     academics, end-users

                            • Three vendors created their
                              own project

                             • Microsoft, EMC, IBM
Friday, November 25, 2011
Background

     •       Draft specification
             submitted to OASIS in 2008

     •       Strong participation and
             collaboration among 19
             vendors

     •       Final public draft in January
             2010 with Ratification on
             May 4, 2010

     •       Planning for Next Version in
             Progress - discussions
             including Records
             Management

Friday, November 25, 2011
CMIS: Why and What is it?
          • Statement of Purpose

                • Define a domain model that can be used by
                  applications to work with one or more Content
                  Management systems

                      • Data Model, Abstract Capabilities, Set of
                        Bindings

                      • Problem of “islands of incompatible
                        systems” making it difficult for organizations
                        and application developers to integrate
                        content across and among systems

Friday, November 25, 2011
CMIS: Why and What?
            • Use Cases for CMIS 1.0

                  • Collaborative Content Applications

                  • Portals Leveraging Content Management
                    Repositories

                  • Mashups

                  • Content Repository Search

                  • http://www.oasis-open.org/committees/
                    cmis/charter.php

Friday, November 25, 2011
CMIS: Why and What?
        • Secondary Use Cases             • Not in 1.0 Scope

                    • Content-centric
                                             • RM and
                      Workflow and
                      BPM
                                               Compliance

                    • Archival               • DAM
                      Applications
                                             • WCM
                    • Compound and
                      Virtual Documents
                                             • Subscription
                                               and Notification
                    • Electronic and
                      Legal Discovery

Friday, November 25, 2011
CMIS 1.0
                            CMIS Client: Portal, Scan/Capture,
                            Content and Business Applications
                       Documents             Metadata         CRUD operations                 Filing
                            Folders                                  Query : CMISQL
                                        Checkin, Checkout                                     Relations
                                  Versions                     ACL          Renditions



                                                 REST (AtomPub) or
                                                       SOAP

                                                         EMC/
                   IBM/Filenet         Nuxeo            Documen-     Sharepoint    Alfresco            ...
                                                          tum




Friday, November 25, 2011
Removing the Stigma from
                             “Silo”




Friday, November 25, 2011
Harvesting the Content Silos
      • Finding the common ground across
        Content Management Repositories

            • Technical Use Cases

                  • Federated Repositories

                  • Repository to Repository

                  • Application to Repository

                  • http://www.slideshare.net/
                    pie1120/the-point-of-the-
                    content-interoperability-
                    services-cmis-standard

Friday, November 25, 2011
Harvesting the Content Silos

          • Federated Repositories

                • Ability to use and consume content across
                  multiple repositories

                • Appears to end user as one cohesive system

                • Ability to build single UI to access content in
                  across multiple repositories - entirely
                  different ECM products



Friday, November 25, 2011
Harvesting the Content Silos
           • Repository to Repository

                 • Publish a document from one repository to another

                       • Example: a document in an ECM system published
                         to a WCM upon approval

                 • Manage corporate records from one centralized
                   repository

                       • Access business records from multiple document
                         repositories in one records system for consistent
                         retention, disposition

Friday, November 25, 2011
Harvesting the Content Silos

           • Application to Repository

                       • Use and consume managed content
                         across other line of business applications

                       • ERP, CRM, case management systems,
                         collaboration tools

                       • Let content flow across its natural
                         horizontal business lifecycle


Friday, November 25, 2011
ECM: Platforms and Suites




Friday, November 25, 2011
ECM Becomes a Platform for
        Content Applications
            • CMIS opens the door to meaningful
              consumption of content across business
              processes

                  • Fast Integrations

            • Generic deployments of basic document
              management often don’t meet business
              requirements

            • Compliance cudgel often doesn’t work

            • Productivity is back on the front-burner
Friday, November 25, 2011
ECM Becomes a Platform for
        Content Applications
           • Vendors with cohesive platforms may be
             able to be most creative with CMIS

           • ECM vendors will need to differentiate in
             new ways

           • Suite vendors that assembled portfolio via
             acquisition will take longer to take full
             advantage of CMIS

                 • Inconsistent architectures and
                   integrations
Friday, November 25, 2011
ECM Becomes a Platform for
        Content Applications - Mobile
        •       Content Management Goes
                Mobile

              •       Android CMIS Browser

                    •       Browse CMIS repository

                    •       View Documents

                    •       Email Documents

                    •       Search

                    •       View Document Properties


                             http://code.google.com/p/android-cmis-browser/
Friday, November 25, 2011
ECM Becomes a Platform for
        Content Applications - Web
    • Content Engine
      behind WCM /
      Portal Systems

          • Drupal

          • Liferay

          • Nuxeo

          • Alfresco

          • eZ Systems

          • ....More
Friday, November 25, 2011
ECM Becomes a Platform for
        Content Applications - Process
  • Business
    Process
    Management

        • Access
          content
          stored in
          ECM
          repositories
          via CMIS

        • BonitaSoft

Friday, November 25, 2011
ECM Becomes a Platform for
        Content Applications - Capture

  •       Document Capture
          and Scanning

        •       Mailroom
                automation

        •       Forms
                Processing

        •       Backfile
                conversions

        •       Ephesoft


Friday, November 25, 2011
Why It Matters




Friday, November 25, 2011
Standards = Efficiency




Friday, November 25, 2011
Transporting the Digital Goods

         • Line of Business and ECM Applications carry business
           content

               • Goods and Services are bought, sold and contracted
                 electronically

               • Interoperable systems (ERP, WCM, eCommerce, BPM
                 and Workflow, ECM) need to let electronic content
                 move across business processes

               • Reluctance to adopt basic Document Management
                 interoperability standards is a repeat of the Rail Gauge
                 Debates of the 1800s


Friday, November 25, 2011
How Does Open Source
                     Help Shape the Future of
                    Information Management?




Friday, November 25, 2011
Benefits from Open Source

      • Organizations Can Begin their Information
        Management Project

            • Start Testing, Prototyping without Significant
              Financial Investment

      • Lingering Perception of the Hobbyist or Part Time
        Developer is Ready for the History Books

            • Mature Products, Strong Vendor Support Backing

Friday, November 25, 2011
Benefits from Open Source
      • Community Strength for Knowledge Sharing and
        Quick Responses

            • Enterprise 2.0 in Action

      • Organizations can Take Back Control of their Own
        ECM Roadmaps

            • Access to code, marketplaces, module exchange
              with peers, partners or supply chain

            • Huge Opportunity for Shared Services

Friday, November 25, 2011
Benefits from Open Source
         • Brings ECM and Information Management to
           organizations of all sizes and budgets

         • The Web opened the door to opportunities for
           new and innovative companies to communicate
           and do business globally

               • Democratization of opportunity means
                 Democratization of risk

         • ECM no longer available to only those
           organizations with large IT budgets
Friday, November 25, 2011
Canada Is Lagging on Acceptance
         •       UK Government

               •       2010 Cabinet Office Memo on Open Source

               •       2011 Open Source Procurement Toolkit

               •       2011 ICT Cabinet Statement that Open Source is Secure

         •       US Government - Department of Defense

               •       2009 Memo from CIO on Open Source

               •       2011 Lessons Learned Report

         •       Australia

               •       2011 Australian Government Policy on Open Source Software

Friday, November 25, 2011
From Information Overload to
    Dark Ages 2.0?




                 http://opensource.com/life/10/10/information-overload-dark-ages-20
Friday, November 25, 2011
Thank You
                            Questions?
                            ARMA NCR - IM Days
                            Ottawa - November 2011




         Cheryl McKinnon
        Founder/President                    Candy Strategies Inc.
   Cheryl@CandyStrategies.com              www.candystrategies.com
        @CherylMcKinnon



Friday, November 25, 2011

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ARMA IM Days "Open source and open standards"

  • 1. Open Source and Open Standards: The Next Generation of Information and Content Management? ARMA NCR - IM Days Ottawa - November 2011 Cheryl McKinnon Founder/President Candy Strategies Inc. Cheryl@CandyStrategies.com www.candystrategies.com @CherylMcKinnon Friday, November 25, 2011
  • 2. Open Standards are Essential to IM Friday, November 25, 2011
  • 3. Open Standards in IM • Information Management professionals who are serious about digital preservation in today’s knowledge economy need to be diligent • Preservation • Metadata • Interoperability and Portability Friday, November 25, 2011
  • 4. What About Preservation? • How do we ensure this era of Information Overload doesn’t become the Dark Ages 2.0? • Non-vendor controlled file formats • Independent from operating systems or hardware platforms • Can live outside of digital rights lockdown for appropriate preservation and educational uses Friday, November 25, 2011
  • 5. Open Standards for Preservation • A long way to go...but: • PDF/A and ODF are a start • Public sector has lead the charge in this area • PDF/A an ISO Standard • Ability to mandate and encourage open standards adoption Friday, November 25, 2011
  • 6. Open Standards for Metadata • Dublin Core • Wide adoption for these standard metadata elements in content management and library systems • XML • W3C consortium • Machine and Human Readable textual data format Friday, November 25, 2011
  • 7. Open Standards for Interoperability • CMIS (Content Management Interoperability Services) • OASIS managed with active participation from AIIM • OpenSocial • Interoperability across collaboration and social network products • “Gadget” metaphor inspired by Google • An Open API not a formal standard Friday, November 25, 2011
  • 8. Open Standards and Open Source are Changing the Information Management Industry Friday, November 25, 2011
  • 9. What is Open Source? • Definition emerged 1998 - with a new model of software development and release - Mozilla (Netscape Navigator) • Roots back to 1980s - Free Software Foundation • Practices rooted in development that evolved into the internet • 1960s/70s - early example of open, participatory software development • 1998 - Founding of Open Software Initiative • consistent terminology, sanctioned software license agreements, definitions and practices • http://opensource.org/ Friday, November 25, 2011
  • 10. What is Open Source? • Simply? • A way a software developer (a vendor or a community) licenses and distributes its source code • No charge for the software, availability of code, welcomes contributions, no restrictions on how software is used • Variety of individual license agreements govern how it is distributed or used inside other products. • Examples: GPL, LGPL, Apache, BSD, Eclipse, others... Friday, November 25, 2011
  • 11. CMIS: Vendors Playing Nicely Friday, November 25, 2011
  • 12. Background • Original Concept in 2006 • Kick off meeting - vendors, academics, end-users • Three vendors created their own project • Microsoft, EMC, IBM Friday, November 25, 2011
  • 13. Background • Draft specification submitted to OASIS in 2008 • Strong participation and collaboration among 19 vendors • Final public draft in January 2010 with Ratification on May 4, 2010 • Planning for Next Version in Progress - discussions including Records Management Friday, November 25, 2011
  • 14. CMIS: Why and What is it? • Statement of Purpose • Define a domain model that can be used by applications to work with one or more Content Management systems • Data Model, Abstract Capabilities, Set of Bindings • Problem of “islands of incompatible systems” making it difficult for organizations and application developers to integrate content across and among systems Friday, November 25, 2011
  • 15. CMIS: Why and What? • Use Cases for CMIS 1.0 • Collaborative Content Applications • Portals Leveraging Content Management Repositories • Mashups • Content Repository Search • http://www.oasis-open.org/committees/ cmis/charter.php Friday, November 25, 2011
  • 16. CMIS: Why and What? • Secondary Use Cases • Not in 1.0 Scope • Content-centric • RM and Workflow and BPM Compliance • Archival • DAM Applications • WCM • Compound and Virtual Documents • Subscription and Notification • Electronic and Legal Discovery Friday, November 25, 2011
  • 17. CMIS 1.0 CMIS Client: Portal, Scan/Capture, Content and Business Applications Documents Metadata CRUD operations Filing Folders Query : CMISQL Checkin, Checkout Relations Versions ACL Renditions REST (AtomPub) or SOAP EMC/ IBM/Filenet Nuxeo Documen- Sharepoint Alfresco ... tum Friday, November 25, 2011
  • 18. Removing the Stigma from “Silo” Friday, November 25, 2011
  • 19. Harvesting the Content Silos • Finding the common ground across Content Management Repositories • Technical Use Cases • Federated Repositories • Repository to Repository • Application to Repository • http://www.slideshare.net/ pie1120/the-point-of-the- content-interoperability- services-cmis-standard Friday, November 25, 2011
  • 20. Harvesting the Content Silos • Federated Repositories • Ability to use and consume content across multiple repositories • Appears to end user as one cohesive system • Ability to build single UI to access content in across multiple repositories - entirely different ECM products Friday, November 25, 2011
  • 21. Harvesting the Content Silos • Repository to Repository • Publish a document from one repository to another • Example: a document in an ECM system published to a WCM upon approval • Manage corporate records from one centralized repository • Access business records from multiple document repositories in one records system for consistent retention, disposition Friday, November 25, 2011
  • 22. Harvesting the Content Silos • Application to Repository • Use and consume managed content across other line of business applications • ERP, CRM, case management systems, collaboration tools • Let content flow across its natural horizontal business lifecycle Friday, November 25, 2011
  • 23. ECM: Platforms and Suites Friday, November 25, 2011
  • 24. ECM Becomes a Platform for Content Applications • CMIS opens the door to meaningful consumption of content across business processes • Fast Integrations • Generic deployments of basic document management often don’t meet business requirements • Compliance cudgel often doesn’t work • Productivity is back on the front-burner Friday, November 25, 2011
  • 25. ECM Becomes a Platform for Content Applications • Vendors with cohesive platforms may be able to be most creative with CMIS • ECM vendors will need to differentiate in new ways • Suite vendors that assembled portfolio via acquisition will take longer to take full advantage of CMIS • Inconsistent architectures and integrations Friday, November 25, 2011
  • 26. ECM Becomes a Platform for Content Applications - Mobile • Content Management Goes Mobile • Android CMIS Browser • Browse CMIS repository • View Documents • Email Documents • Search • View Document Properties http://code.google.com/p/android-cmis-browser/ Friday, November 25, 2011
  • 27. ECM Becomes a Platform for Content Applications - Web • Content Engine behind WCM / Portal Systems • Drupal • Liferay • Nuxeo • Alfresco • eZ Systems • ....More Friday, November 25, 2011
  • 28. ECM Becomes a Platform for Content Applications - Process • Business Process Management • Access content stored in ECM repositories via CMIS • BonitaSoft Friday, November 25, 2011
  • 29. ECM Becomes a Platform for Content Applications - Capture • Document Capture and Scanning • Mailroom automation • Forms Processing • Backfile conversions • Ephesoft Friday, November 25, 2011
  • 30. Why It Matters Friday, November 25, 2011
  • 31. Standards = Efficiency Friday, November 25, 2011
  • 32. Transporting the Digital Goods • Line of Business and ECM Applications carry business content • Goods and Services are bought, sold and contracted electronically • Interoperable systems (ERP, WCM, eCommerce, BPM and Workflow, ECM) need to let electronic content move across business processes • Reluctance to adopt basic Document Management interoperability standards is a repeat of the Rail Gauge Debates of the 1800s Friday, November 25, 2011
  • 33. How Does Open Source Help Shape the Future of Information Management? Friday, November 25, 2011
  • 34. Benefits from Open Source • Organizations Can Begin their Information Management Project • Start Testing, Prototyping without Significant Financial Investment • Lingering Perception of the Hobbyist or Part Time Developer is Ready for the History Books • Mature Products, Strong Vendor Support Backing Friday, November 25, 2011
  • 35. Benefits from Open Source • Community Strength for Knowledge Sharing and Quick Responses • Enterprise 2.0 in Action • Organizations can Take Back Control of their Own ECM Roadmaps • Access to code, marketplaces, module exchange with peers, partners or supply chain • Huge Opportunity for Shared Services Friday, November 25, 2011
  • 36. Benefits from Open Source • Brings ECM and Information Management to organizations of all sizes and budgets • The Web opened the door to opportunities for new and innovative companies to communicate and do business globally • Democratization of opportunity means Democratization of risk • ECM no longer available to only those organizations with large IT budgets Friday, November 25, 2011
  • 37. Canada Is Lagging on Acceptance • UK Government • 2010 Cabinet Office Memo on Open Source • 2011 Open Source Procurement Toolkit • 2011 ICT Cabinet Statement that Open Source is Secure • US Government - Department of Defense • 2009 Memo from CIO on Open Source • 2011 Lessons Learned Report • Australia • 2011 Australian Government Policy on Open Source Software Friday, November 25, 2011
  • 38. From Information Overload to Dark Ages 2.0? http://opensource.com/life/10/10/information-overload-dark-ages-20 Friday, November 25, 2011
  • 39. Thank You Questions? ARMA NCR - IM Days Ottawa - November 2011 Cheryl McKinnon Founder/President Candy Strategies Inc. Cheryl@CandyStrategies.com www.candystrategies.com @CherylMcKinnon Friday, November 25, 2011