Belgium Alfresco User Day 2013 10 04 Building a corporate ECM for long term archiving

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Group P&V
04/10/2013

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
ECM at P&V Group
Alfresco as a strategic platform
By Walter Tilburgs – Alfresco Program Manager

3. 3
The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Agenda
• P&V Group: who are we?
• Introduction of Alfresco in the company
- Background
- Start-up
- Infrastructure
• Move2Alf
• Alf2Cas & Castor
• How we evolved with Alfresco as strategic platform
- Web Content Management
- Secured Intranet
- Scanning
- Archives
• Xenit as a strategic partner
• More to come
• Questions

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
P&V group
P&V group
- Belgian, cooperative insurance company
- Philosophy
• A “different” insurance company with personal customer contact and
solidarity as its main purpose
- Multichannel strategy:
- Some facts & figures:
•  : ± 1.885 employees (± 1.660 FTE)
• Ranking: 6th largest Insurance Group (in Belgium)
• Premiums 2012: 1.404 m€
• 2007: + ING Insurance = size x2

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
P&V Group – Multichannel & Multibrand
• A wide offer of insurance products in all domains
- Life, Non-Life, Employee Benefits
• P&V Verzekeringen / P&V Assurances
- Distribution of the products through a network of exclusive insurance
agents
- Actel (Brand)
- Direct Sales through Internet and partnerships with car
importers (Affiliate channel)
• Vivium, Arces and Piette & Partners
- Distribution via the brokers channel
- Ranking of Vivium: number 3 of Insurance companies using the
brokers channel
- Arces is specialised in “legal expenses insurances”

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
P&V Group – Multichannel, Multibrand, and ...
• Luxembourg: P&V Luxemburg
• Europe: Euresa-Life
• P&V Group is also active in other domains
- IMA Assistance
- Multipharma: distribution of pharmaceutical products
• Active member/founder of European collaboration groups
- Euresa
- ICMIF

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Agenda
• P&V Group: who are we?
• Introduction of Alfresco in the company
- Background
- Start-up
- Infrastructure
• Move2Alf
• Alf2Cas & Castor
• How we evolved with Alfresco as strategic platform
- Web Content Management
- Secured Intranet
- Scanning
- Archives
• Xenit as a strategic partner
• More to come
• Questions

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Background
• P&V acquired ING Insurance in October 2007
- Integration of ING Insurance Belgium into Vivium
- Scanning and archiving @ING, white paper @P&V
• Existing archive @ ING Insurance:
- 500 GB, 3 to 4 million docs
- Single page Tiff images and meta data
• Scanning @ ING Insurance:
- average 8K pages/day, peak 15K pages/day
- ICR with hand written front page
- OMR for classification
- Error free recognition of 50%
• Timeline: October 2007 till July 2008
- Cut-off from ING infrastructure
ICR = Intelligent Character Recognition
OMR = Optical Mark Recognition

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Start-up
• December 2007: RFP for scanning and archiving
• Competition:
- Archiving: Alfresco/CAStor, UNISYS/BDS, …
- Scanning: IRIS, KOFAX, ZEDOC
• Jan 2008: scanning contract is awarded to XeniT/NSI
• Feb 2008: archiving contract is awarded to XeniT
• Attractive but risky: innovative, modern, dynamic combination of
XeniT/Alfresco/CAStor/scanning
- Modern infrastructure based on standards
- Potential of supporting corporate ECM/WCM strategy
- But will this mixture work and be delivered in time?
- Test on scanning recognition: 95% were error free … the remaining 5%
were deliberate errors on the front sheets!

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Infrastructure
• Build-Up
- Creation of the “Bubble” @ ING
- Specific and isolated Vivium environment in the ING
Belgium network
- Migration of all ING applications necessary for Vivium
towards this Bubble
- Build-up of Alfresco environment in the Bubble
- Migration and conversion from the ING archiving solution
towards the Alfresco repository in the Bubble
- Jul 2008: hand-over
- Aug 2008: cut-off

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Scanning and Archiving Infrastructure - Startpoint
PDF
TIFF
ANTWERP
Brokers
Vivium
Users
ViviumVivium
Back
Office
DRP BXL
One way
replication
ALF2CAS

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
October 11, 2013
Scanner
Mainframe
Other
Input Dropzone Processing Destination
Incoming document streams – Move2Alf

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
October 11, 2013
• Moves your documents to Alfresco
– Batch process
– Large volumes of documents
– High performance (Up to 500 docs/minute)
• User friendly configuration
– Source & destination folders can be configured
– Behaviour can be configured (New version, replace content,
delete content)
• Scheduled jobs
– Jobs can be scheduled at any time with cron job definitions
– On demand or scheduled
– Failed jobs can be recovered and rescheduled
Move2Alf

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
October 11, 2013
• Parser driven
– Custom developed Java programs
– Meta data capturing
– Pre- and post-processing
– Document transformation (eg. AFP  PDF (ADEPT), Word  PDF)
– Store in Alfresco
• Reporting
– Jobs log their operations in an MySQL database
– Different reports are available detailing
• Performance
• Succeeded loads
• Exceptions
– Reports can be sent out automatically via email
• Architecture
– Spring based architecture
– Fast & multithreaded
– Can run during Alfresco production hours
Move2Alf

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Move2Alf

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Access
Store
Distribute
Storage nodes Logic
CAStor = Content Addressable Storage
Optimal solution for x million
documents, guaranteed immutable,
safely stored, with redundancy, free
of backup procedure, always on line
Storage layer - CAStor

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
• Application provides file
• CAStor puts on x nodes (depending
on policy)
• CAStor provides key to application
• Application uses key to read file
Storage layer - CAStor

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
WAR Antwerp WAR Brussels
CAStor cluster Antwerp
6 nodes: 3x2TB + 3x4TB
CAStor cluster Brussels
6 nodes: 3x2TB + 3x4TB
Life EB / HR Non Life Non Life P&V X-tract Claims
ALF2CAS
Storage layer – Alf2Cas & CAStor

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Agenda
• P&V Group: who are we?
• Introduction of Alfresco in the company
- Background
- Start-up
- Infrastructure
• Move2Alf
• Alf2Cas & Castor
• How we evolved with Alfresco as strategic platform
- Web Content Management
- Secured Intranet
- Scanning
- Archives
• Xenit as a strategic partner
• More to come
• Questions

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
WCM - Managing corporate web site
(multiple sites)

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
WCM - Managing V-Connect Content

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Secured intranet
• + 350 agents exchanging documents with P&V
• Moving from dedicated PC infrastructure to secured
intranet communication
• 4 months timeframe from first introduction of the
intention to production
• Project scope
- Customised Share interface for agents with view on the
Alfresco repository for agents
- Integration with Mainframe application managing the
access control
- Full application admin interface to manage the exception
handling
- Use of new Fred interface to manage the application

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Secured Intranet – Hierarchical document Access
District Manager A
Agent A1 Agent A2 Agent A3
District Manager B
Agent A3BAgent A3AAgent A1BAgent A1A
Agent B1 Agent B2
Access allowed
Access denied

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Secured intranet

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Secured intranet -
Browsing, drag & drop, editing, ...
Search
Permissions

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Scanning
• In the beginning only scanning at headquarters in
Antwerp
• Today, same scanning solution and infrastructure
implemented in headquarters Brussels
• Doubling in capacity
• Redundancy and DRP capable solution
• All input streams can be scanned anytime,
anywhere, regardless origin

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Evolving infrastructure – Today
Brussels
Data Center
ANTWERP
Data Center
Brokers
Vivium & PV
employees
Vivium Antwerp
PDF
TIFF
Back
Office
P&V/Vivium Brussels
PDF
TIFF
P&V Agents
Secured Intranet
Bi-directional
replication!!!!!
ALF2CAS

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
• @P&V
- 8 (!) Alfresco instances
• Alfresco EB & HR
• Alfresco Life
• Alfresco Non-Life Vivium
• Alfresco Non-Life P&V
• Alfresco WCM
• Alfresco Secured Intranet (SI)
• Alfresco Common (X-tract)
• Alfresco Claims
Alfresco 3.1.1
Alfresco 3.1.2
Alfresco 3.2.0
Share
Alfresco
Old Versions
Alfresco 4.0.2
Share
Alfresco 4.0.2
Share
Alfresco 4.0.2
Alfresco
New Versions
Archives: Which Alfresco do you mean?

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
WCM Secure Intranet P&V Archief Non Life VIV Archief EB / HR VIV Archief Life VIVArchief Non Life P&V
Alfresco
Secured
Intranet
Alfresco
WCM
Alfresco
EB / HR
Alfresco
NL VIV
Alfresco
Life VIV
Alfresco
NL P&V
MySQLMySQL MySQLMySQL MySQLMySQL
Move2Alf (Poller)
ZeDOC
Scanni
ng
BXL
ZeDOC
Scanni
ng
ANT
Cypress
ZeDOC
Scanni
ng
HR
Adept
(Filemark)
Apache
(SSO)
Apache
(SSO)
Apache
(SSO)
Apache
(SSO)
Apache
(SSO)
Apache
(SSO)
Alfresco
Share
Alfresco
Explorer
Fred
Administrati
on
Interface
Easier Web
NL P&V
Easier Web
NL VIV
Easier Web
HR
Easier Web
Life VIV
EB
Connect
File
System
Easier Web
EB VIV
File
System
Castor Cloud
Antwerpen
Castor Cloud
Brussel
WAR WAR
File
Syste
m
File
Syste
m
File
Syste
m
LDAP / AD
pvsysdc06.pvsys.pv.
be
LDAP / AD
Spbeint70005.vibreb.
be
LDAP / AD
pvx9lego.ux.pv.be
Word
Files
Mainframe
Varia ZOS
Mainframe
Vicolin
ZOS
DOC1
Archief X-tract Archief Claims
Alfresco
Common
Alfresco
Claims
MySQL MySQL
Apache
(SSO)
Apache
(SSO)
Easier Web
Claims
V-Connect
ALF2CAS
Easier Web
EB P&V
Architecture @ P&V

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Customised search applications – Internal use

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Alfresco for brokers

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Evolving infrastructure - Highlights
• All Alfresco servers running under VMware
• Bi-directional storage replication
• No single point of failure
• Scanning environment also under VMware
• All infrastructure is installed in a fully redundant
manner
• Scanners operated by trained staff on both sites
• DRP and BCP capable

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Agenda
• P&V Group: who are we?
• Introduction of Alfresco in the company
- Background
- Start-up
- Infrastructure
• Move2Alf
• Alf2Cas & Castor
• How we evolved with Alfresco as strategic platform
- Web Content Management
- Secured Intranet
- Scanning
- Archives
• Xenit as a strategic partner
• More to come
• Questions

34. 34
The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Xenit as a Strategic partner
• Xenit
- Young, enthusiastic and Dynamic team
- Flexible and competent
- Sharing our vision on ECM
- Surrounded with qualitative and competent partners for each
component (NSI, Caringo, ...)
- Direct Channel with Alfresco
- Understanding business needs and strategy
- Partner relationship, rather than vendor versus client
- Innovative
- Xenit gradually transferred Alfresco knowledge to P&V, but we still
rely on Xenit for continuous support

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Agenda
• P&V Group: who are we?
• Introduction of Alfresco in the company
- Background
- Start-up
- Infrastructure
• Move2Alf
• Alf2Cas & Castor
• How we evolved with Alfresco as strategic platform
- Web Content Management
- Secured Intranet
- Scanning
- Archives
• Xenit as a strategic partner
• More to come
• Questions

36. 36
The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
ECM – A fast growing environment
• Starting point with acquisition of ING Insurance
- 500 GB, 3 to 4 million docs
- Single page Tiff images and meta data
- Scan average of 8K pages/day, peak 15K pages/day
- One (1) bulk scanner
• Three (3) years later
- 5 TB, 10 to 11 million docs
- Multi pages PDF
- Scan average of 14,5K pages/day, peak 30K pages/day
- Two (2) bulk scanners
• Now
- 10 TB, +18 million docs and growing fast …

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
More to come....
• Continuously extending the archiving project
- Scanning of “old archives” and bringing them into Alfresco repository
- Injecting new document streams at a hight rate
- Invoices
- Mail
- .....
• Extending the scanning project
- Evolving to “Pre-scanning” instead of “Post-scanning”
- Set up Digital Mailroom
- Incoming mail
- Workflow management

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et Arces
Thank you for your attention.
More questions?