5th SARMAF Seminar

Non Proprietary (Open Source) VS Proprietary

Software

Table of ContentsWhatrsquos Driving the Change Open Source amp Proprietary SoftwareClosing

Agenda

Objectives

Provide a glimpse of drivers of change causing the new landscape from my experience

Technological and content drivers

Cultural ethical and legislative factors

Economical drivers ndash Cost effective solution

Special Libraries Association

Special Libraries Association

DocbaseDocbase

WWW

HTMLpdf

XML

Origin of Recorded Information ndash Theory of Evolution

Tablets Paper Digital

The Current Situation

Technological and Content Explosion 700 ndash 2400 terabytes ndash annual worldwide production

of new information

Each terabyte is equivalent of a million ordinary books

One-fifth of the information can be found in books newspapers periodicals etc

The rest ndash OFFICE DOCUMENTS

200 - growth rate of unstructured information

44 ndash 100 billion ndash growth rate of storage market driven by data video and e-business

Enterprise Content Management

Structured Data(ERP) 20

Unstructured Data(ECM) 80

bull Only 20 of corporate data is structured

bull The average knowledge worker spend 40 of time looking for info

bull Up to 70 of content is recreated rather than re-used

bull Turn unstructured data into a information asset

Instant Messages

Emails amp Attachments

PDFs

Spreadsheets

Paper

Documents

Rich Media

Web Pages

Audio amp VideoProduct Data

Policies Procedures

ManualsMeeting minutes

Contracts

Forms

Images

Marketing materials

Corporate Corruption Misconduct hellipand Tragedy

911

Arthur Andersenrsquos Houston Branch Office

ldquohellipperhaps nothing can bring a company down with such amazing speed as misconductrdquoM Ingerbretsen Why Companies Fail The 10 Big Reasons Businesses Crumble and How to Keep Yours Strong and Solid (2003)

Post-Enron Legislative Factors - Sarbanes-Oxley

Act of 2002Criminalizes records management practices misconduct

Increases sanctions for improper document management

- falsifying - altering - concealing - destroying Maximum sentence of 20 years Applies to documents regarding all matters under US government jurisdiction

Post 911 Legislative Factors ndash USA

Patriot ActEnhances Counter-terrorism efforts

Allows use of surveillance methods against crimes of terror

Permits ldquoroving wiretaprdquo to a particular suspect rather than a particular device Conduct investigation without tipping of terrorists Obtain business records in national security cases

Facilitates information sharing and cooperation among government agencies

Updated the law to reflect new technologies and threats

Increased penalties for those who commit terrorist crimes

Paradigm Shifthellipas society is changing records management is fundamentally the same A Records Management program still has the same fundamental

building blocks

PolicyRetention SchedulesVital Records Program

Disaster Recovery ProgramTrainingEducation Program

Awareness that the Records Management profession is a mix of risk-management function as well as an information management profession

New industry terms being coinedAssured Records Management Information Lifecycle ManagementStrategic Information Management

A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip

Corporate Governance and Policy

Program Implementation Compliance and Risk

Management Awareness and Training Standardization Legal Audit Software Development

Records Management Program

Knowledge

Managem

e

nt

Info

rmat

ion

Tech

nolo

gy

Legal and

Compliance

Business Areas Core Enablers

Corpor

ate

Securit

yRisk

Manag

emen

t

CapabilitySkills Direction

CapabilitySkills

Strategic Records Management Servicesbull enterprise wide policy retention schedules and governance

Advisory Servicesbull Information Classification (taxonomymetadata)bull RM functionality system upgrades and data migration

Operations - Compliancebull Program audit bullDisposal management

Operations - Administrativebull Lab notebook management scanningindexing retrievalbullPaper archive and public releasebullIT support for RM software

Average Staff Size Direction

2-15

2-11

2-20

125-30

External Peer Benchmark Study My opinion

Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and countryregion specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education review and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

bull All records are company assetsbull Actionable corporate policies with

clear divisional implementation directives and SOPrsquos

bull All divisions will review records at least annually according to approved retention schedules

bull Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data metadata and other similar standards for identifying storing and managing information

Standards

Information Technology

Governance Policy

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Table of ContentsWhatrsquos Driving the Change Open Source amp Proprietary SoftwareClosing

Agenda

Objectives

Provide a glimpse of drivers of change causing the new landscape from my experience

Technological and content drivers

Cultural ethical and legislative factors

Economical drivers ndash Cost effective solution

Special Libraries Association

Special Libraries Association

DocbaseDocbase

WWW

HTMLpdf

XML

Origin of Recorded Information ndash Theory of Evolution

Tablets Paper Digital

The Current Situation

Technological and Content Explosion 700 ndash 2400 terabytes ndash annual worldwide production

of new information

Each terabyte is equivalent of a million ordinary books

One-fifth of the information can be found in books newspapers periodicals etc

The rest ndash OFFICE DOCUMENTS

200 - growth rate of unstructured information

44 ndash 100 billion ndash growth rate of storage market driven by data video and e-business

Enterprise Content Management

Structured Data(ERP) 20

Unstructured Data(ECM) 80

bull Only 20 of corporate data is structured

bull The average knowledge worker spend 40 of time looking for info

bull Up to 70 of content is recreated rather than re-used

bull Turn unstructured data into a information asset

Instant Messages

Emails amp Attachments

PDFs

Spreadsheets

Paper

Documents

Rich Media

Web Pages

Audio amp VideoProduct Data

Policies Procedures

ManualsMeeting minutes

Contracts

Forms

Images

Marketing materials

Corporate Corruption Misconduct hellipand Tragedy

911

Arthur Andersenrsquos Houston Branch Office

ldquohellipperhaps nothing can bring a company down with such amazing speed as misconductrdquoM Ingerbretsen Why Companies Fail The 10 Big Reasons Businesses Crumble and How to Keep Yours Strong and Solid (2003)

Post-Enron Legislative Factors - Sarbanes-Oxley

Act of 2002Criminalizes records management practices misconduct

Increases sanctions for improper document management

- falsifying - altering - concealing - destroying Maximum sentence of 20 years Applies to documents regarding all matters under US government jurisdiction

Post 911 Legislative Factors ndash USA

Patriot ActEnhances Counter-terrorism efforts

Allows use of surveillance methods against crimes of terror

Permits ldquoroving wiretaprdquo to a particular suspect rather than a particular device Conduct investigation without tipping of terrorists Obtain business records in national security cases

Facilitates information sharing and cooperation among government agencies

Updated the law to reflect new technologies and threats

Increased penalties for those who commit terrorist crimes

Paradigm Shifthellipas society is changing records management is fundamentally the same A Records Management program still has the same fundamental

building blocks

PolicyRetention SchedulesVital Records Program

Disaster Recovery ProgramTrainingEducation Program

Awareness that the Records Management profession is a mix of risk-management function as well as an information management profession

New industry terms being coinedAssured Records Management Information Lifecycle ManagementStrategic Information Management

A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip

Corporate Governance and Policy

Program Implementation Compliance and Risk

Management Awareness and Training Standardization Legal Audit Software Development

Records Management Program

Knowledge

Managem

e

nt

Info

rmat

ion

Tech

nolo

gy

Legal and

Compliance

Business Areas Core Enablers

Corpor

ate

Securit

yRisk

Manag

emen

t

CapabilitySkills Direction

CapabilitySkills

Strategic Records Management Servicesbull enterprise wide policy retention schedules and governance

Advisory Servicesbull Information Classification (taxonomymetadata)bull RM functionality system upgrades and data migration

Operations - Compliancebull Program audit bullDisposal management

Operations - Administrativebull Lab notebook management scanningindexing retrievalbullPaper archive and public releasebullIT support for RM software

Average Staff Size Direction

2-15

2-11

2-20

125-30

External Peer Benchmark Study My opinion

Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and countryregion specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education review and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

bull All records are company assetsbull Actionable corporate policies with

clear divisional implementation directives and SOPrsquos

bull All divisions will review records at least annually according to approved retention schedules

bull Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data metadata and other similar standards for identifying storing and managing information

Standards

Information Technology

Governance Policy

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Objectives

Provide a glimpse of drivers of change causing the new landscape from my experience

Technological and content drivers

Cultural ethical and legislative factors

Economical drivers ndash Cost effective solution

Special Libraries Association

Special Libraries Association

DocbaseDocbase

WWW

HTMLpdf

XML

Origin of Recorded Information ndash Theory of Evolution

Tablets Paper Digital

The Current Situation

Technological and Content Explosion 700 ndash 2400 terabytes ndash annual worldwide production

of new information

Each terabyte is equivalent of a million ordinary books

One-fifth of the information can be found in books newspapers periodicals etc

The rest ndash OFFICE DOCUMENTS

200 - growth rate of unstructured information

44 ndash 100 billion ndash growth rate of storage market driven by data video and e-business

Enterprise Content Management

Structured Data(ERP) 20

Unstructured Data(ECM) 80

bull Only 20 of corporate data is structured

bull The average knowledge worker spend 40 of time looking for info

bull Up to 70 of content is recreated rather than re-used

bull Turn unstructured data into a information asset

Instant Messages

Emails amp Attachments

PDFs

Spreadsheets

Paper

Documents

Rich Media

Web Pages

Audio amp VideoProduct Data

Policies Procedures

ManualsMeeting minutes

Contracts

Forms

Images

Marketing materials

Corporate Corruption Misconduct hellipand Tragedy

911

Arthur Andersenrsquos Houston Branch Office

ldquohellipperhaps nothing can bring a company down with such amazing speed as misconductrdquoM Ingerbretsen Why Companies Fail The 10 Big Reasons Businesses Crumble and How to Keep Yours Strong and Solid (2003)

Post-Enron Legislative Factors - Sarbanes-Oxley

Act of 2002Criminalizes records management practices misconduct

Increases sanctions for improper document management

- falsifying - altering - concealing - destroying Maximum sentence of 20 years Applies to documents regarding all matters under US government jurisdiction

Post 911 Legislative Factors ndash USA

Patriot ActEnhances Counter-terrorism efforts

Allows use of surveillance methods against crimes of terror

Permits ldquoroving wiretaprdquo to a particular suspect rather than a particular device Conduct investigation without tipping of terrorists Obtain business records in national security cases

Facilitates information sharing and cooperation among government agencies

Updated the law to reflect new technologies and threats

Increased penalties for those who commit terrorist crimes

Paradigm Shifthellipas society is changing records management is fundamentally the same A Records Management program still has the same fundamental

building blocks

PolicyRetention SchedulesVital Records Program

Disaster Recovery ProgramTrainingEducation Program

Awareness that the Records Management profession is a mix of risk-management function as well as an information management profession

New industry terms being coinedAssured Records Management Information Lifecycle ManagementStrategic Information Management

A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip

Corporate Governance and Policy

Program Implementation Compliance and Risk

Management Awareness and Training Standardization Legal Audit Software Development

Records Management Program

Knowledge

Managem

e

nt

Info

rmat

ion

Tech

nolo

gy

Legal and

Compliance

Business Areas Core Enablers

Corpor

ate

Securit

yRisk

Manag

emen

t

CapabilitySkills Direction

CapabilitySkills

Strategic Records Management Servicesbull enterprise wide policy retention schedules and governance

Advisory Servicesbull Information Classification (taxonomymetadata)bull RM functionality system upgrades and data migration

Operations - Compliancebull Program audit bullDisposal management

Operations - Administrativebull Lab notebook management scanningindexing retrievalbullPaper archive and public releasebullIT support for RM software

Average Staff Size Direction

2-15

2-11

2-20

125-30

External Peer Benchmark Study My opinion

Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and countryregion specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education review and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

bull All records are company assetsbull Actionable corporate policies with

clear divisional implementation directives and SOPrsquos

bull All divisions will review records at least annually according to approved retention schedules

bull Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data metadata and other similar standards for identifying storing and managing information

Standards

Information Technology

Governance Policy

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Special Libraries Association

Special Libraries Association

DocbaseDocbase

WWW

HTMLpdf

XML

Origin of Recorded Information ndash Theory of Evolution

Tablets Paper Digital

The Current Situation

Technological and Content Explosion 700 ndash 2400 terabytes ndash annual worldwide production

of new information

Each terabyte is equivalent of a million ordinary books

One-fifth of the information can be found in books newspapers periodicals etc

The rest ndash OFFICE DOCUMENTS

200 - growth rate of unstructured information

44 ndash 100 billion ndash growth rate of storage market driven by data video and e-business

Enterprise Content Management

Structured Data(ERP) 20

Unstructured Data(ECM) 80

bull Only 20 of corporate data is structured

bull The average knowledge worker spend 40 of time looking for info

bull Up to 70 of content is recreated rather than re-used

bull Turn unstructured data into a information asset

Instant Messages

Emails amp Attachments

PDFs

Spreadsheets

Paper

Documents

Rich Media

Web Pages

Audio amp VideoProduct Data

Policies Procedures

ManualsMeeting minutes

Contracts

Forms

Images

Marketing materials

Corporate Corruption Misconduct hellipand Tragedy

911

Arthur Andersenrsquos Houston Branch Office

ldquohellipperhaps nothing can bring a company down with such amazing speed as misconductrdquoM Ingerbretsen Why Companies Fail The 10 Big Reasons Businesses Crumble and How to Keep Yours Strong and Solid (2003)

Post-Enron Legislative Factors - Sarbanes-Oxley

Act of 2002Criminalizes records management practices misconduct

Increases sanctions for improper document management

- falsifying - altering - concealing - destroying Maximum sentence of 20 years Applies to documents regarding all matters under US government jurisdiction

Post 911 Legislative Factors ndash USA

Patriot ActEnhances Counter-terrorism efforts

Allows use of surveillance methods against crimes of terror

Permits ldquoroving wiretaprdquo to a particular suspect rather than a particular device Conduct investigation without tipping of terrorists Obtain business records in national security cases

Facilitates information sharing and cooperation among government agencies

Updated the law to reflect new technologies and threats

Increased penalties for those who commit terrorist crimes

Paradigm Shifthellipas society is changing records management is fundamentally the same A Records Management program still has the same fundamental

building blocks

PolicyRetention SchedulesVital Records Program

Disaster Recovery ProgramTrainingEducation Program

Awareness that the Records Management profession is a mix of risk-management function as well as an information management profession

New industry terms being coinedAssured Records Management Information Lifecycle ManagementStrategic Information Management

A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip

Corporate Governance and Policy

Program Implementation Compliance and Risk

Management Awareness and Training Standardization Legal Audit Software Development

Records Management Program

Knowledge

Managem

e

nt

Info

rmat

ion

Tech

nolo

gy

Legal and

Compliance

Business Areas Core Enablers

Corpor

ate

Securit

yRisk

Manag

emen

t

CapabilitySkills Direction

CapabilitySkills

Strategic Records Management Servicesbull enterprise wide policy retention schedules and governance

Advisory Servicesbull Information Classification (taxonomymetadata)bull RM functionality system upgrades and data migration

Operations - Compliancebull Program audit bullDisposal management

Operations - Administrativebull Lab notebook management scanningindexing retrievalbullPaper archive and public releasebullIT support for RM software

Average Staff Size Direction

2-15

2-11

2-20

125-30

External Peer Benchmark Study My opinion

Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and countryregion specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education review and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

bull All records are company assetsbull Actionable corporate policies with

clear divisional implementation directives and SOPrsquos

bull All divisions will review records at least annually according to approved retention schedules

bull Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data metadata and other similar standards for identifying storing and managing information

Standards

Information Technology

Governance Policy

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

The Current Situation

Technological and Content Explosion 700 ndash 2400 terabytes ndash annual worldwide production

of new information

Each terabyte is equivalent of a million ordinary books

One-fifth of the information can be found in books newspapers periodicals etc

The rest ndash OFFICE DOCUMENTS

200 - growth rate of unstructured information

44 ndash 100 billion ndash growth rate of storage market driven by data video and e-business

Enterprise Content Management

Structured Data(ERP) 20

Unstructured Data(ECM) 80

bull Only 20 of corporate data is structured

bull The average knowledge worker spend 40 of time looking for info

bull Up to 70 of content is recreated rather than re-used

bull Turn unstructured data into a information asset

Instant Messages

Emails amp Attachments

PDFs

Spreadsheets

Paper

Documents

Rich Media

Web Pages

Audio amp VideoProduct Data

Policies Procedures

ManualsMeeting minutes

Contracts

Forms

Images

Marketing materials

Corporate Corruption Misconduct hellipand Tragedy

911

Arthur Andersenrsquos Houston Branch Office

ldquohellipperhaps nothing can bring a company down with such amazing speed as misconductrdquoM Ingerbretsen Why Companies Fail The 10 Big Reasons Businesses Crumble and How to Keep Yours Strong and Solid (2003)

Post-Enron Legislative Factors - Sarbanes-Oxley

Act of 2002Criminalizes records management practices misconduct

Increases sanctions for improper document management

- falsifying - altering - concealing - destroying Maximum sentence of 20 years Applies to documents regarding all matters under US government jurisdiction

Post 911 Legislative Factors ndash USA

Patriot ActEnhances Counter-terrorism efforts

Allows use of surveillance methods against crimes of terror

Permits ldquoroving wiretaprdquo to a particular suspect rather than a particular device Conduct investigation without tipping of terrorists Obtain business records in national security cases

Facilitates information sharing and cooperation among government agencies

Updated the law to reflect new technologies and threats

Increased penalties for those who commit terrorist crimes

Paradigm Shifthellipas society is changing records management is fundamentally the same A Records Management program still has the same fundamental

building blocks

PolicyRetention SchedulesVital Records Program

Disaster Recovery ProgramTrainingEducation Program

Awareness that the Records Management profession is a mix of risk-management function as well as an information management profession

New industry terms being coinedAssured Records Management Information Lifecycle ManagementStrategic Information Management

A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip

Corporate Governance and Policy

Program Implementation Compliance and Risk

Management Awareness and Training Standardization Legal Audit Software Development

Records Management Program

Knowledge

Managem

e

nt

Info

rmat

ion

Tech

nolo

gy

Legal and

Compliance

Business Areas Core Enablers

Corpor

ate

Securit

yRisk

Manag

emen

t

CapabilitySkills Direction

CapabilitySkills

Strategic Records Management Servicesbull enterprise wide policy retention schedules and governance

Advisory Servicesbull Information Classification (taxonomymetadata)bull RM functionality system upgrades and data migration

Operations - Compliancebull Program audit bullDisposal management

Operations - Administrativebull Lab notebook management scanningindexing retrievalbullPaper archive and public releasebullIT support for RM software

Average Staff Size Direction

2-15

2-11

2-20

125-30

External Peer Benchmark Study My opinion

Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and countryregion specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education review and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

bull All records are company assetsbull Actionable corporate policies with

clear divisional implementation directives and SOPrsquos

bull All divisions will review records at least annually according to approved retention schedules

bull Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data metadata and other similar standards for identifying storing and managing information

Standards

Information Technology

Governance Policy

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Enterprise Content Management

Structured Data(ERP) 20

Unstructured Data(ECM) 80

bull Only 20 of corporate data is structured

bull The average knowledge worker spend 40 of time looking for info

bull Up to 70 of content is recreated rather than re-used

bull Turn unstructured data into a information asset

Instant Messages

Emails amp Attachments

PDFs

Spreadsheets

Paper

Documents

Rich Media

Web Pages

Audio amp VideoProduct Data

Policies Procedures

ManualsMeeting minutes

Contracts

Forms

Images

Marketing materials

Corporate Corruption Misconduct hellipand Tragedy

911

Arthur Andersenrsquos Houston Branch Office

ldquohellipperhaps nothing can bring a company down with such amazing speed as misconductrdquoM Ingerbretsen Why Companies Fail The 10 Big Reasons Businesses Crumble and How to Keep Yours Strong and Solid (2003)

Post-Enron Legislative Factors - Sarbanes-Oxley

Act of 2002Criminalizes records management practices misconduct

Increases sanctions for improper document management

- falsifying - altering - concealing - destroying Maximum sentence of 20 years Applies to documents regarding all matters under US government jurisdiction

Post 911 Legislative Factors ndash USA

Patriot ActEnhances Counter-terrorism efforts

Allows use of surveillance methods against crimes of terror

Permits ldquoroving wiretaprdquo to a particular suspect rather than a particular device Conduct investigation without tipping of terrorists Obtain business records in national security cases

Facilitates information sharing and cooperation among government agencies

Updated the law to reflect new technologies and threats

Increased penalties for those who commit terrorist crimes

Paradigm Shifthellipas society is changing records management is fundamentally the same A Records Management program still has the same fundamental

building blocks

PolicyRetention SchedulesVital Records Program

Disaster Recovery ProgramTrainingEducation Program

Awareness that the Records Management profession is a mix of risk-management function as well as an information management profession

New industry terms being coinedAssured Records Management Information Lifecycle ManagementStrategic Information Management

A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip

Corporate Governance and Policy

Program Implementation Compliance and Risk

Management Awareness and Training Standardization Legal Audit Software Development

Records Management Program

Knowledge

Managem

e

nt

Info

rmat

ion

Tech

nolo

gy

Legal and

Compliance

Business Areas Core Enablers

Corpor

ate

Securit

yRisk

Manag

emen

t

CapabilitySkills Direction

CapabilitySkills

Strategic Records Management Servicesbull enterprise wide policy retention schedules and governance

Advisory Servicesbull Information Classification (taxonomymetadata)bull RM functionality system upgrades and data migration

Operations - Compliancebull Program audit bullDisposal management

Operations - Administrativebull Lab notebook management scanningindexing retrievalbullPaper archive and public releasebullIT support for RM software

Average Staff Size Direction

2-15

2-11

2-20

125-30

External Peer Benchmark Study My opinion

Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and countryregion specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education review and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

bull All records are company assetsbull Actionable corporate policies with

clear divisional implementation directives and SOPrsquos

bull All divisions will review records at least annually according to approved retention schedules

bull Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data metadata and other similar standards for identifying storing and managing information

Standards

Information Technology

Governance Policy

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Corporate Corruption Misconduct hellipand Tragedy

911

Arthur Andersenrsquos Houston Branch Office

ldquohellipperhaps nothing can bring a company down with such amazing speed as misconductrdquoM Ingerbretsen Why Companies Fail The 10 Big Reasons Businesses Crumble and How to Keep Yours Strong and Solid (2003)

Post-Enron Legislative Factors - Sarbanes-Oxley

Act of 2002Criminalizes records management practices misconduct

Increases sanctions for improper document management

- falsifying - altering - concealing - destroying Maximum sentence of 20 years Applies to documents regarding all matters under US government jurisdiction

Post 911 Legislative Factors ndash USA

Patriot ActEnhances Counter-terrorism efforts

Allows use of surveillance methods against crimes of terror

Permits ldquoroving wiretaprdquo to a particular suspect rather than a particular device Conduct investigation without tipping of terrorists Obtain business records in national security cases

Facilitates information sharing and cooperation among government agencies

Updated the law to reflect new technologies and threats

Increased penalties for those who commit terrorist crimes

Paradigm Shifthellipas society is changing records management is fundamentally the same A Records Management program still has the same fundamental

building blocks

PolicyRetention SchedulesVital Records Program

Disaster Recovery ProgramTrainingEducation Program

Awareness that the Records Management profession is a mix of risk-management function as well as an information management profession

New industry terms being coinedAssured Records Management Information Lifecycle ManagementStrategic Information Management

A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip

Corporate Governance and Policy

Program Implementation Compliance and Risk

Management Awareness and Training Standardization Legal Audit Software Development

Records Management Program

Knowledge

Managem

e

nt

Info

rmat

ion

Tech

nolo

gy

Legal and

Compliance

Business Areas Core Enablers

Corpor

ate

Securit

yRisk

Manag

emen

t

CapabilitySkills Direction

CapabilitySkills

Strategic Records Management Servicesbull enterprise wide policy retention schedules and governance

Advisory Servicesbull Information Classification (taxonomymetadata)bull RM functionality system upgrades and data migration

Operations - Compliancebull Program audit bullDisposal management

Operations - Administrativebull Lab notebook management scanningindexing retrievalbullPaper archive and public releasebullIT support for RM software

Average Staff Size Direction

2-15

2-11

2-20

125-30

External Peer Benchmark Study My opinion

Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and countryregion specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education review and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

bull All records are company assetsbull Actionable corporate policies with

clear divisional implementation directives and SOPrsquos

bull All divisions will review records at least annually according to approved retention schedules

bull Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data metadata and other similar standards for identifying storing and managing information

Standards

Information Technology

Governance Policy

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Arthur Andersenrsquos Houston Branch Office

ldquohellipperhaps nothing can bring a company down with such amazing speed as misconductrdquoM Ingerbretsen Why Companies Fail The 10 Big Reasons Businesses Crumble and How to Keep Yours Strong and Solid (2003)

Post-Enron Legislative Factors - Sarbanes-Oxley

Act of 2002Criminalizes records management practices misconduct

Increases sanctions for improper document management

- falsifying - altering - concealing - destroying Maximum sentence of 20 years Applies to documents regarding all matters under US government jurisdiction

Post 911 Legislative Factors ndash USA

Patriot ActEnhances Counter-terrorism efforts

Allows use of surveillance methods against crimes of terror

Permits ldquoroving wiretaprdquo to a particular suspect rather than a particular device Conduct investigation without tipping of terrorists Obtain business records in national security cases

Facilitates information sharing and cooperation among government agencies

Updated the law to reflect new technologies and threats

Increased penalties for those who commit terrorist crimes

Paradigm Shifthellipas society is changing records management is fundamentally the same A Records Management program still has the same fundamental

building blocks

PolicyRetention SchedulesVital Records Program

Disaster Recovery ProgramTrainingEducation Program

Awareness that the Records Management profession is a mix of risk-management function as well as an information management profession

New industry terms being coinedAssured Records Management Information Lifecycle ManagementStrategic Information Management

A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip

Corporate Governance and Policy

Program Implementation Compliance and Risk

Management Awareness and Training Standardization Legal Audit Software Development

Records Management Program

Knowledge

Managem

e

nt

Info

rmat

ion

Tech

nolo

gy

Legal and

Compliance

Business Areas Core Enablers

Corpor

ate

Securit

yRisk

Manag

emen

t

CapabilitySkills Direction

CapabilitySkills

Strategic Records Management Servicesbull enterprise wide policy retention schedules and governance

Advisory Servicesbull Information Classification (taxonomymetadata)bull RM functionality system upgrades and data migration

Operations - Compliancebull Program audit bullDisposal management

Operations - Administrativebull Lab notebook management scanningindexing retrievalbullPaper archive and public releasebullIT support for RM software

Average Staff Size Direction

2-15

2-11

2-20

125-30

External Peer Benchmark Study My opinion

Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and countryregion specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education review and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

bull All records are company assetsbull Actionable corporate policies with

clear divisional implementation directives and SOPrsquos

bull All divisions will review records at least annually according to approved retention schedules

bull Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data metadata and other similar standards for identifying storing and managing information

Standards

Information Technology

Governance Policy

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Post-Enron Legislative Factors - Sarbanes-Oxley

Act of 2002Criminalizes records management practices misconduct

Increases sanctions for improper document management

- falsifying - altering - concealing - destroying Maximum sentence of 20 years Applies to documents regarding all matters under US government jurisdiction

Post 911 Legislative Factors ndash USA

Patriot ActEnhances Counter-terrorism efforts

Allows use of surveillance methods against crimes of terror

Permits ldquoroving wiretaprdquo to a particular suspect rather than a particular device Conduct investigation without tipping of terrorists Obtain business records in national security cases

Facilitates information sharing and cooperation among government agencies

Updated the law to reflect new technologies and threats

Increased penalties for those who commit terrorist crimes

Paradigm Shifthellipas society is changing records management is fundamentally the same A Records Management program still has the same fundamental

building blocks

PolicyRetention SchedulesVital Records Program

Disaster Recovery ProgramTrainingEducation Program

Awareness that the Records Management profession is a mix of risk-management function as well as an information management profession

New industry terms being coinedAssured Records Management Information Lifecycle ManagementStrategic Information Management

A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip

Corporate Governance and Policy

Program Implementation Compliance and Risk

Management Awareness and Training Standardization Legal Audit Software Development

Records Management Program

Knowledge

Managem

e

nt

Info

rmat

ion

Tech

nolo

gy

Legal and

Compliance

Business Areas Core Enablers

Corpor

ate

Securit

yRisk

Manag

emen

t

CapabilitySkills Direction

CapabilitySkills

Strategic Records Management Servicesbull enterprise wide policy retention schedules and governance

Advisory Servicesbull Information Classification (taxonomymetadata)bull RM functionality system upgrades and data migration

Operations - Compliancebull Program audit bullDisposal management

Operations - Administrativebull Lab notebook management scanningindexing retrievalbullPaper archive and public releasebullIT support for RM software

Average Staff Size Direction

2-15

2-11

2-20

125-30

External Peer Benchmark Study My opinion

Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and countryregion specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education review and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

bull All records are company assetsbull Actionable corporate policies with

clear divisional implementation directives and SOPrsquos

bull All divisions will review records at least annually according to approved retention schedules

bull Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data metadata and other similar standards for identifying storing and managing information

Standards

Information Technology

Governance Policy

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Post 911 Legislative Factors ndash USA

Patriot ActEnhances Counter-terrorism efforts

Allows use of surveillance methods against crimes of terror

Permits ldquoroving wiretaprdquo to a particular suspect rather than a particular device Conduct investigation without tipping of terrorists Obtain business records in national security cases

Facilitates information sharing and cooperation among government agencies

Updated the law to reflect new technologies and threats

Increased penalties for those who commit terrorist crimes

Paradigm Shifthellipas society is changing records management is fundamentally the same A Records Management program still has the same fundamental

building blocks

PolicyRetention SchedulesVital Records Program

Disaster Recovery ProgramTrainingEducation Program

Awareness that the Records Management profession is a mix of risk-management function as well as an information management profession

New industry terms being coinedAssured Records Management Information Lifecycle ManagementStrategic Information Management

A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip

Corporate Governance and Policy

Program Implementation Compliance and Risk

Management Awareness and Training Standardization Legal Audit Software Development

Records Management Program

Knowledge

Managem

e

nt

Info

rmat

ion

Tech

nolo

gy

Legal and

Compliance

Business Areas Core Enablers

Corpor

ate

Securit

yRisk

Manag

emen

t

CapabilitySkills Direction

CapabilitySkills

Strategic Records Management Servicesbull enterprise wide policy retention schedules and governance

Advisory Servicesbull Information Classification (taxonomymetadata)bull RM functionality system upgrades and data migration

Operations - Compliancebull Program audit bullDisposal management

Operations - Administrativebull Lab notebook management scanningindexing retrievalbullPaper archive and public releasebullIT support for RM software

Average Staff Size Direction

2-15

2-11

2-20

125-30

External Peer Benchmark Study My opinion

Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and countryregion specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education review and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

bull All records are company assetsbull Actionable corporate policies with

clear divisional implementation directives and SOPrsquos

bull All divisions will review records at least annually according to approved retention schedules

bull Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data metadata and other similar standards for identifying storing and managing information

Standards

Information Technology

Governance Policy

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Paradigm Shifthellipas society is changing records management is fundamentally the same A Records Management program still has the same fundamental

building blocks

PolicyRetention SchedulesVital Records Program

Disaster Recovery ProgramTrainingEducation Program

Awareness that the Records Management profession is a mix of risk-management function as well as an information management profession

New industry terms being coinedAssured Records Management Information Lifecycle ManagementStrategic Information Management

A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip

Corporate Governance and Policy

Program Implementation Compliance and Risk

Management Awareness and Training Standardization Legal Audit Software Development

Records Management Program

Knowledge

Managem

e

nt

Info

rmat

ion

Tech

nolo

gy

Legal and

Compliance

Business Areas Core Enablers

Corpor

ate

Securit

yRisk

Manag

emen

t

CapabilitySkills Direction

CapabilitySkills

Strategic Records Management Servicesbull enterprise wide policy retention schedules and governance

Advisory Servicesbull Information Classification (taxonomymetadata)bull RM functionality system upgrades and data migration

Operations - Compliancebull Program audit bullDisposal management

Operations - Administrativebull Lab notebook management scanningindexing retrievalbullPaper archive and public releasebullIT support for RM software

Average Staff Size Direction

2-15

2-11

2-20

125-30

External Peer Benchmark Study My opinion

Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and countryregion specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education review and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

bull All records are company assetsbull Actionable corporate policies with

clear divisional implementation directives and SOPrsquos

bull All divisions will review records at least annually according to approved retention schedules

bull Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data metadata and other similar standards for identifying storing and managing information

Standards

Information Technology

Governance Policy

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip

Corporate Governance and Policy

Program Implementation Compliance and Risk

Management Awareness and Training Standardization Legal Audit Software Development

Records Management Program

Knowledge

Managem

e

nt

Info

rmat

ion

Tech

nolo

gy

Legal and

Compliance

Business Areas Core Enablers

Corpor

ate

Securit

yRisk

Manag

emen

t

CapabilitySkills Direction

CapabilitySkills

Strategic Records Management Servicesbull enterprise wide policy retention schedules and governance

Advisory Servicesbull Information Classification (taxonomymetadata)bull RM functionality system upgrades and data migration

Operations - Compliancebull Program audit bullDisposal management

Operations - Administrativebull Lab notebook management scanningindexing retrievalbullPaper archive and public releasebullIT support for RM software

Average Staff Size Direction

2-15

2-11

2-20

125-30

External Peer Benchmark Study My opinion

Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and countryregion specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education review and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

bull All records are company assetsbull Actionable corporate policies with

clear divisional implementation directives and SOPrsquos

bull All divisions will review records at least annually according to approved retention schedules

bull Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data metadata and other similar standards for identifying storing and managing information

Standards

Information Technology

Governance Policy

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

CapabilitySkills Direction

CapabilitySkills

Strategic Records Management Servicesbull enterprise wide policy retention schedules and governance

Advisory Servicesbull Information Classification (taxonomymetadata)bull RM functionality system upgrades and data migration

Operations - Compliancebull Program audit bullDisposal management

Operations - Administrativebull Lab notebook management scanningindexing retrievalbullPaper archive and public releasebullIT support for RM software

Average Staff Size Direction

2-15

2-11

2-20

125-30

External Peer Benchmark Study My opinion

Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and countryregion specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education review and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

bull All records are company assetsbull Actionable corporate policies with

clear divisional implementation directives and SOPrsquos

bull All divisions will review records at least annually according to approved retention schedules

bull Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data metadata and other similar standards for identifying storing and managing information

Standards

Information Technology

Governance Policy

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Four Records Management Program Principles

Structure that will support effective integration across the enterprise while allowing flexibility to meet unique divisional and countryregion specific needs

Policies and processes must ensure accountability within the operating divisions

A comprehensive education review and audit process implemented at multiple levels

A process for capturing lessons learned and best practices

bull All records are company assetsbull Actionable corporate policies with

clear divisional implementation directives and SOPrsquos

bull All divisions will review records at least annually according to approved retention schedules

bull Implement an audit process to ensure alignment with the program

All new or modified systems will incorporate RM requirements and functionality

Policies must include a section for data classification and access control allowing for flexibility to change security levels over time

Each division will remain the owner of the data in any system

All divisions will adopt archiving practices consistent with program requirements

All divisions will participate in the development and consistent implementation of data metadata and other similar standards for identifying storing and managing information

Standards

Information Technology

Governance Policy

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Elements and Skills Needed in the New Landscape

Consulting skills to serve other corporate professionals as recognized and respected experts

Better understanding of the business in which the company is involved

Conduct program audits with a constructive and helpful attitude not an accusatory one

Participate and engage ldquocommunities of practicerdquo in solving problems

Develop more relevant and responsive services oriented to need of the company

Developing criteria for measuring information quality Understanding of systems and technologies Understanding of human behavior on how records are created

and share information

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Technology

Platforms managing digital assets are available

bull Proprietary (OpenText IBM EMC etc)bull FOSS (Alfresco etc)

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

What is proprietary software

bull Proprietary softwarendash Developed by closed group companyndash Sold to clients ndash per user licensendash May not distribute copy or modifyndash No access to source codendash 15 ndash 20 maintenance fee to access

patches support

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

What is Open Source Software

bull So what is itndash Developed by group of geographically

distributed developers mostly for no payndash Usually free of licensing costndash Can be copied modified redistributed

incorporated in other OSS apps freely

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

What is Open Source Software

bull Is it freendash Of licensing costs Mostly yes but it

neednrsquot bendash Some vendors charge for distributing it

(like Redhat Linux)ndash Support training documentation usually

come at a price

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

What is Open Source Software

bull Is it Linux Is it Ubuntundash Linux is one of many 10rsquos of 1000rsquos OSS

appsndash On sourceforgenet there are 65000 apps

bull Is OSS competing with Microsoftndash Yes but not as its reason for existencendash Some OSS apps compete in the same

space as MS ndash Openoffice Linux Apache HTTP Server J2EE app servers etc

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Why are organisations using OSS

bull Costndash TCO of OSS often lower than proprietaryndash Use of open standards allows broader

interoperabilityndash Stability amp security of OSS often greater than

proprietary softwarendash No vendor lock-in ndash can swap out OSS with

greater easendash Platform independencendash Access to sourcendash Ability to support internally

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Which governments are using OSS

bull Some 170 governments (local and national) including 20 of the United States have formal OSS policies

bull South Africa has formalised its OSS position (wwwossgovza)

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

What is SA doing

bull Adopting a policy in whichndash Discrimination amp prejudice will be avoided

Choices made based on meritndash OSS amp proprietary software given equal

opportunityndash OSS preferable where the direct

advantages amp disadvantages of OSS amp PS are equally strong amp where circumstances

ndash Open standards will be a prerequisite for all software development

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

What is SA doing

bull Adopting a policy in whichndash Government will encourage partnerships

within the wider public sector the private sector civil society the rest of Africa amp globally to foster the utilisation of OSS

ndash SITA will provide leadership amp support for Government institutions

ndash OSS model will be adopted for development of Government systems amp such systems will be developed to run on OSS platforms

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

What is SA doing

bull Gov is already largest user of OSS in SAbull Northern Cape largest provincial user

of OSSbull Western Cape utilising OSS widelybull Various gov departments evaluating or

using OSS

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

What is SA doing

bull Recent launch of Impi Linux ndash SA own Linux distribution based on Debian amp distributed in multiple languages

bull Project Meraka ndash CSIR open source resource centre ndash support of Dept Science amp Tech amp Shuttleworth foundation

bull HP chooses open-source software for its Mogalakwena I-Community in the Limpopo province

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Open Source in the ECM space

bull Taken serious now by Gartner and other analyst

bull Part of the evolution of FOSS to the Business Application layer

bull Already successfully implemented in some large enterprises ie Adobe etc

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Open source vs proprietary

All software acquisition is risky Always consider

bull Acquisition cost - initial and ongoingbull Training costs - how much re-training is

neededbull Support costs - in-house or third partybull Interoperability - what else does it need to

work withbull Reliability and security - look at track recordhellipregardless of whether it is open source or

proprietaryCompeting solutions should be evaluated

on the same criteria

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Open source pros

bull A ready made communitybull Community driven =

community servingbull No licence costsbull No vendor lock inbull Infinitely customizablebull Investment is typically in

training staff rather than a third party - staff development

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Open source cons

bull Fear of no-one to blame bull No vendor guarantees bull Project folding is more common

than vendor foldingbull Open source may be

incompatible with other deployed software

bull Proprietary software is often more feature rich

bull Documentation quality is variable

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Do Interface Standards Compress Pricing1048707 Hyundai amp Lamborghini both support same ldquointerface standardrdquo for layout of drivercontrols (steering wheel gas brake clutch gearshift turn signal speedometer tach)1048707 Hyundai has far greater financial muscle and low cost producer status versusLamborghini1048707 ldquoInterface standardrdquo is not ldquoimplementation standardrdquo (horsepower body stylingsound system seat fabric hellip)2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

2006 Lamborghini Murcielago $279000 1988 Hyundai Excel $975

Be careful

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

OSS

Alfresco1048707 Categories CMS ECM1048707 Technologies Java JDBC MySQL Tomcat1048707 Licenses GPL

Knowledge Tree1048707 Categories ECM1048707 Technologies Java1048707 Licenses Eclipse Public Licenses LGPL

Nuxeo1048707 Categories CMS ECM1048707 Technologies Apache HTTP Server MySQLPHP1048707 Licenses GPL3Brazilian development toolMore hellip

Proprietary software

Open Text1048707 (Hummingbird and Livelink weremerged recently HummingbirdEnterprisetrade Rebranded toLivelink ECM ndash eDOCStrade)

IBM Content Manager1048707 (IBM has acquired Filenet but do not know about their plans wrt the two products)

DocumentumMicrosoft (Share point)VignettePaperTrailTrimCollaboratorMorehellip

ECM applications available in themarket

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Maturity of OSS ECM in RSA and Skills availability National Internally Vendors (Local) Change management Departmental (ECM is not IT responsibility but a business imperative and supported by IT) Current vendors (Fear factor) Vendor Support post implementation

SITA Capacity and logistics

Key Challenges in OSS

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Experience

Department of Environment and Tourism

Department of Transport Western Cape

Department of Minerals and Energy

the dme

Department of Health Western Cape

Strategic Partner

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Closing

Great opportunity for people in information management profession and in particular records management to advance the most senior levels Make a positive difference in their organization in the

way information records and knowledge is managed Go from Records and Information Management

professional to a Strategic Information Management professional

hellip the platform is there

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36

Thank You DankieSiyabongaKe a lebohaSiyathokoza

Rudie Bronkhorst

E-mail rbronkhorstdatacentrixcozaTel +27 (11) 461 2081Web wwwdatacentrixcoza

• Slide 1
• Table of Contents
• Objectives
• Origin of Recorded Information ndash Theory of Evolution
• The Current Situation
• Enterprise Content Management
• Corporate Corruption Misconduct hellipand Tragedy
• Arthur Andersenrsquos Houston Branch Office
• Post-Enron Legislative Factors - Sarbanes-Oxley Act of 2002
• Post 911 Legislative Factors ndash USA Patriot Act
• Paradigm Shifthellipas society is changing records management is fundamentally the same
• A Necessary Cultural and Paradigm Shifts - Collaboration and Partnerships with Core Enablers and Key Stakeholdershellip
• CapabilitySkills Direction
• Four Records Management Program Principles
• Elements and Skills Needed in the New Landscape
• Technology
• What is proprietary software
• What is Open Source Software
• Slide 19
• Slide 20
• Why are organisations using OSS
• Which governments are using OSS
• What is SA doing
• Slide 24
• Slide 25
• Slide 26
• Open Source in the ECM space
• Open source vs proprietary
• Open source pros
• Open source cons
• Be careful
• ECM applications available in the market
• Key Challenges in OSS
• Slide 34
• Closing
• Slide 36