AEnterprise Content Management

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Melodie Beveridge

Benefits of ECM for SSA

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Products We Evaluated

• Alfresco • Carbide• CrownPeak• Groupee• Hot Banana• Joomla• Metadot• SharePoint• Sitecore

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We Compared

• Security• Ease of use• Product compatibility• Single sign on using LDAP• Document lifecycle management• Required 3rd party plug-ins• Features• Scalability• Cost• Documentation

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Open Source Evaluation Factors• A thriving community

– A handful of lead developers, a large body of contributors, and a substantial--or at least motivated--user group offering ideas.

• Disruptive goals– Does something notably better than commercial code. Free isn't

enough.

• Documentation– What good's a project that can't be implemented by those outside its

development?

• Employed developers– The key developers need to work on it full time.

• A clear license– Some are very business friendly, others clear as mud.

• Commercial support– Companies need more than email support from volunteers. Is there a

solid company employing people you can call?

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Issues We Found with Some Products

• Limited security• Outdated• Not LDAP friendly• Difficult to use/lacking documentation• Glorified forums/blogs• Dependence on proprietary software• Poor quality support & customer interaction• Lacking flexibility• Limited customization• Cost prohibitive

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SharePoint vs. Alfresco

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SharePoint

• License fees are cost prohibitive • Users must have MS Office 2007 to get full

functionality• Hard to use for admin• Limited to English out-of-the-box • Can configure it to permanently delete an area and

all its files after a set period of inactivity• Difficult to customize and maintain• No product roadmap for the future• Microsoft does not use MOSS 2007

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CMS Watch on SharePoint

• The most value from enhanced Office integration will come to those enterprises concurrently upgrading to Office 2007. Customers on older versions of Office may find their usability mileage varies.

• As with the previous version, ease of installation obscures difficulty in customization and ongoing maintenance; administrators can easily get in over their head.

• Microsoft has not issued clear plans for subsequent releases. – Enterprise Portal Report, CMS Watch

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CMS Watch on SharePoint cont.

• “Microsoft has tried to go ‘enterprise’ in the impressive breadth of MOSS capabilities, but not necessarily in their depth and scalability.”– Tony Byrne, CMS Watch founder

• Microsoft’s all-important consulting channel will need substantial time to absorb and learn the tool. Experience with previous versions of SharePoint suggests that this learning process will be measured in years. – Enterprise Portal Report, CMS Watch

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Still no official roadmap for SharePoint 2007

• Almost 6 months after its initial launch, Microsoft has still not issued clear plans nor direction for future releases of MOSS 2007.

• You can find much product information online (e.g., on security, scaling limits), but in general the documentation remains poor. The recently updated Enterprise Portals Report has many new details, including the real story on poor support for basic web standards, such as XHTML and accessibility.– Janus Boye, CMS Watch, June 4, 2007

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MOSS 2007 Licensing Costs• Servers Estimated Price

– Office SharePoint Server 2007 $4424– Office SharePoint Server 2007 for Search Standard $8213– Office SharePoint Server 2007 for Search Enterprise $57,670– Office Forms Server 2007 $4424

• Client Access Licenses Estimated Price– Office SharePoint Server 2007 Standard CAL $94– Office SharePoint Server 2007 Enterprise CAL $75– Office Forms Server 2007 CAL $54– Office SharePoint Designer 2007 $187

• Internet Facing Sites Estimated Price– Office SharePoint Server 2007 for Internet sites $40,943 – Office Forms Server 2007 for Internet sites $22,118

• To be licensed for the Enterprise Edition functionality of Office SharePoint Server 2007, both the Standard and Enterprise client access licenses are required.

– office.microsoft.com / technet2.microsoft.com12

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MOSS 2007 Costs for SSA• 12 MS Office 2007 Enterprise licenses (needed for full

functionality of MOSS2007) - $10,500• Office SharePoint Server 2007 for Search Enterprise -

$57,670• Office Forms Server 2007 - $4424• Office SharePoint Server 2007 Standard CAL - $94• Office SharePoint Server 2007 Enterprise CAL - $75• Office Forms Server 2007 CAL - $54• Office SharePoint Designer 2007 - $187• Office SharePoint Server 2007 for Internet sites - $40,943 • Office Forms Server 2007 for Internet sites - $22,118

Total Cost - $136,075

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Alfresco • No license fees• Installs with OpenOffice• Easy to use at both user and admin levels• 15 years experience with ECM• Version 2.0 contains 15 languages • Deleted items stored in archive space store.

– Admin can back-up and purge periodically.

• Easy to customize and maintain• Product roadmap

– Wiki.alfresco.com/wiki/Roadmap

• Alfresco uses their own product for consumers to access their documents– http://www.alfresco.com/community/register/?

source=451%20Group%20White%20Paper14

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InfoWorld on Alfresco

Alfresco, a highly functional open source alternative to commercial enterprise CMSes, is also simple to install, use, and manage. Drag-and-drop eases uploading and managing documents. Users employ wizards to create rules that, for example, flow documents or automatically perform conversion tasks. The system includes advanced search and threaded discussions, is scalable, and provides portal integration. – Alfresco delivers an open CMS alternative, InfoWorld

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CMS Wire on Alfresco

This newest offering from Alfresco is poised to deliver “simple, standards-based, distributed search encompassing not only multiple Alfresco repositories but the Internet as well. Complementing that capability is the company’s content solution packaging mechanism, Alfresco Module Packaging (AMP). Alfresco 2.0 also delivers an integrated content platform with the production release of Web Content Management and AMP-enabled Records Management.” – Alfresco Updates Open Source ECM , by Cate O'Malley

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CNET News.com on Alfresco

"Alfresco's use of the GPL license for its Community Edition allows for potentially greater community contributions due to license familiarity and established standards," he said. At the same time, Alfresco can continue "to focus on growing its Enterprise Edition business under a commercial license." – Raven Zachary, 451 Group analyst

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AlfrescoAbout Company, Partners & Product

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Alfresco Team

• Original leading members from Documentum and Interwoven with 15 years experience in ECM – John Newton – Co-Founder of Documentum – John Powell – Former COO, Business Objects – Dr. Ian Howells – Former VP Marketing, SeeBeyond – Kevin Cochrane – Former VP Web Content Management,

Interwoven – Matt Asay – Founder and Organizer of the Open Source

Business Conference (OSBC)– Former Documentum Java Web Development and Portal

Team – Former Interwoven TeamSite and OpenDeploy Engineers

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Alfresco Provides

• Single sign-on using LDAP• Custom security roles & permissions• Out-of-the box ease of use• Full document lifecycle management• No proprietary tie-in• Customizable • Web content management• Scalability• Good customer support/documentation• Multi-language content architecture

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Alfresco Diversity

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Alfresco Technologies Used• Java• Spring Aspect-Oriented Framework• ACEGI –Aspect-Oriented Security Framework• MyFaces JSF Implementation• Hibernate ORM Persistence• Lucene Text Search Engine• JLAN• POI File Format Conversion• PDFBox – PDF Conversion• OpenOffice• jBPM• Rhino JavaScript engine

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Alfresco Supported Interfaces

• CIFS/SMB Microsoft File Share Protocol• JSR-168 Portlet Specification• JSR-127 Java Server Faces• FTP• WebDAV• Web Services• REST• JBoss Portal• LifeRay

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Alfresco Web Content Supports

• DreamWeaver• PhotoShop• Eclipse• NetBeans• HTML• XSL• CSS• JSP

Users can use their preferred tools when creating content

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Alfresco Operates Using• Operating System

– Linux

– MacOS

– Unix

– Windows

• Database– MySQL

– Oracle

– Microsoft SQL Server

– Any database supported by Hibernate

• Application Server– JBoss Application Server

– Apache Tomcat

– J2SE 5.0 (JRE 5.0)

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Alfresco 2.0 Offers• Open search—standards-based search across multiple

Alfresco content repositories and other RSS or Atom repositories including blogs and wikis

• Web content management production release—simple and rapid import of existing Web sites with support for any content authoring or Web development tool

• Alfresco Module Packaging (AMP)—complete content solutions to share globally across all repositories, includes code, content model, content and folder structures

• AMP-enabled records management—develop and consistently distribute records management policies according to corporate rules through AMP.

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Alfresco Enterprise Services

• Support • Maintenance, Updates and Patch support • Customer Support – Problem Resolution,

Compatibility and Migration Advice • Customer Portal – Information, Bug Tracking and

Case Tracking • Performance Tuning Advice • Indemnity and Warranty

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Companies using Alfresco• AirBus• American Stock Exchange• Boise Cascade• Federal Aviation Association (FAA)• H&R Block• Harvard University• Knight Ridder Digital• Massachusetts Institute of Technology (MIT)• PreVisor• Reed• State of Louisiana• State of Nebraska• Swansea Housing Association• UK Defence Academy

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Company Buzz• Boise Cascade

– “Alfresco offered the functionality of other Enterprise Content Management systems at a fraction of the cost.”

– “Alfresco’s ability to scale-out over a number of machines further reduces the Total Cost of Ownership.”

• Myron Blaine – System Architect, Boise Cascade

• Knight Ridder Digital– “We believe Alfresco’s ground breaking architecture

coupled with open source technologies will enable Knight Ridder Digital to create a scalable, flexible Web Content Management system that gives us great control over how we access and present our content. That is serving real-time, re-purposeable, contributions to our web sites on an internet scale”.

• Dean Denhart, CTO – Knight Ridder Digital

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Company Buzz cont.

• Reed– “Alfresco takes ECM from the Client-Server World of the

90’s into the SOA, Web Services and Aspect Oriented World of Today”

• Romain Sutton, Head of Technical Architecture - Reed Managed Services plc

• State of Nebraska– “Open Source and Open Standards were critical to our

decision.  Alfresco was not only open source but supported key Government directions such as PDF, ODF and JSR-170”

• Daren Gillespie – Network Administrator, Nebraska State Legislature

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Company Buzz cont.

• Swansea Housing Association– “We could clearly see the benefits of Alfresco over our existing

system. We now have the ability to manage our process and workflows in ways we could only do after placing a call to our developers”.

– “This represents a major opportunity to change and enhance the way we work.”

• Geoff Pettifor – Director of Development, Swansea Housing Association

• UK Defence Agency– “Most staff are not prepared to learn a new interface to access a

repository/document management system. Hence, the system needed to appear as a shared drive that could be simply accessed via Windows Explorer and MS-Office through “drag-and-drop” and “Save-As”

• Wing Commander Peter Edwards, CIO Defence Academy

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Alfresco Technology Partners

• JBoss • LifeRay • MySQL • Novell • SugarCRM

– Complete listing of partners at www.alfresco.com/partners/

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AlfrescoEase of Use

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Alfresco Set-Up

• Chose the version to download from http://dev.alfresco.com/downloads/

• Install Alfresco on your choice of operating systems• Start Alfresco

– Default setting are:• Tomcat

• Hibernate

• Login as admin to create user accounts

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Default Login Screen

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SSA Custom Login Screen

• Edited 3 files

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Default Admin Screen

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SSA Custom Admin Screen

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AlfrescoSecurity

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Alfresco Security Includes

• Security and User Management with Users, Groups and Roles – Custom roles are created by editing of

permissionDefinitions.xml file– Must restart Alfresco for new roles to appear

• Document Level Security • Single Sign-On through NTLM or LDAP

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Permissions for Spaces

• ReadProperties – Read space properties• ReadChildren – Read content within a space• WriteProperties – Update properties such as title,

description, etc.• DeleteNode – Delete space• DeleteChildren – Delete content & sub-spaces

within a space• CreateChildren – Create content within a space

Sub-spaces may inherit permissions from their parent space using a checkbox

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Permissions for Content Items

• ReadContent – Read file• WriteContent – Update file• ReadProperties – Read file properties• WriteProperties – Update file properties such as

title, description, etc.• DeleteNode – Delete file• ExecuteContent – Execute file• SetOwner – Set ownership on a content item

Roles can be applied to individual content items

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Default Roles & Permissions

Role Permission

Consumer Read spaces and content

Editor Consumer + edit existing content

Contributor Consumer + add new content

Collaborator Editor + Contributor

Coordinator Full Control

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AlfrescoDocument Workflow

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Alfresco Simple Workflow

• Using Create Rules Wizard you– Identify spaces & set security on those spaces– Define your workflow process– Add workflow to content in those spaces– Select email template & people to receive them– Test the workflow process

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Alfresco Advanced Workflow

• Using JBPM (JBoss Business Process Management) engine Alfresco has two advanced workflows available out of the box– Advanced workflows allow for

• Multi-state definitions

• Removes restrictions to approve or reject exit transitions

• Defining parallel workflows

• Notion of task or assignment

• Adhoc Task workflow– Assign tasks to colleagues on an ad-hoc basis

• Review and Approve workflow– Assign tasks to colleagues for review and approval

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Pending Assets Workflow

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Adhoc Task Workflow

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Review & Approve Workflow

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AlfrescoWeb Content Management Workflow

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CMS

• Traditional CMS– Focused on decentralized authoring– Support for traditional user roles

• Content Managers

• Web Publishers

• Content Reviewers

• Alfresco CMS – Web 2.0– Added focus on site development– Added support for new user roles

• Knowledge workers

• Web Designers and Web Developers

• Application Developers

• Compliance Officers

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Traditional WCM Process

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Improved WCM Process

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Alfresco offers• New platform services

– XML authoring– Multi-channel output– Multi-site management– Site staging– Site-level versioning

– Site virtualization (Preview)– Site deployment

• Leveraging core Alfresco services– Document management– Digital asset management– Records management

• Packaged for fast deployment– Sample content, sites, tutorials– Easy to configure and use

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Alfresco Publishing Model

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Alfresco Core Concepts

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Web Project

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• A development environment for changes to a website or web application

• Is created, owned, and configured by a Web Developer or Content Manager

• Supports multiple virtual staging servers for:~ Isolating changes made by individual publishers, designers, or developers (changes to any content, media, or code)~ Integrating changes for review and staging~ Snapshoting changes for deployment, rollback, and recovery

• Supports web content and web page authoring~ Site-specific web forms with site-specific template and business rules for creating static or dynamic web pages

• Supports editorial review~ Any business process or number of reviewers~ Content-specific business rules configured via wizard

• Supports deployment from authoring server to production server~ De-coupled content management and delivery (scalability, security)

Sandboxes

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• Are a virtual copy of the website or web application• Are owned by an end-user to create or modify any collection of web

assets• Supports change set isolation and preview

~ Each user can create, delete, move, rename any number of files and directories~ Each user’s view of the world is a separate, unique, virtual view~ Entire sets of changes can be promoted and instantly shared with other users~ Provides virtual application preview context – a fully functional view of the site

• Supports extended versioning semantics for web content~File *and* directory versioning~ Snapshoting~ File, directory, and site-level rollback~ File and directory branching, comparisons, and merging *

• Supports CIFS interface~ Allows any tool – authoring or development – to seamless access, create content

• Supports drag-and-drop website or web application migration~ No change required to site directory structure, application logic, or links

* Not exposed via GUI in 2.0 release. Available via API only

Web Form• Is a browser-based XForm implementation to create and generate

XML• Is automatically generated from any XMLSchema• Supports rich XML authoring

~ Compound and nested compound elements~ Repeating elements~ Mandoratory, non-mandatory fields~ Read-only fields~ Dynamic fields (generated on-the-fly on form instantiation)~ Field validation~ Rich data entry controls (calendars, file browsers, WYSIWYG editors, and more)

• Supports rules for automatically generating multi-channel output~ Apply XSLT, Freemarker, or XSL-FO templates~ Generate any other XML, HTML, WML, PDF, RSS, RTF, etc. format~ Automatically generate web pages, email newsletters, downloadable PDFs,wirelesss content, and newsfeed in a single click

• Supports both content and page creation~ Leverage form data to generate not only static content, but dynamic web pages~ Enable business users to generate JSP, etc. using web forms60

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Workflow Task• Is a container of one or multiple changes• Is automatically generated by promoting finalized content to Staging• Supports any set of changes to the site

~ New or modified files~ New or modified directories~ Moved and renamed files and directories~ Deleted files and directories

• Supports user or group owned tasks~ Individual users can access to review and approve content~ Entire teams (web team) can be assigned a task, and one person take ownership

• Part of an overall business process~ Business process modeled using Workflow Designer (Eclipse-based)~ Configured by Web Developer or Content Manager in GUI for each Web Project~ Support serial, parallel, and conditional routing of content for review

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CFIS Mount• Is a virtual file-system projection of web projects, sandboxes,

snapshots• Is a mapped network drives• Supports any authoring and development tool

~ Microsoft Office~ Adobe Creative Suite~ HTML Authoring Tool like Macromedia DreamWeaver~ IDEs like Eclipse

• Supports persistance of data into Alfresco content database~ CIFS mount is transparent window into the virtualized Alfresco repository~ Any and all changes – creates, mods, and deletes – all tracked, staged, versioned

• Supports instant access to any prior state of the website~ All snapshots accessible for read-only viewing~ All snapshots as quickly accessible as any current view of a website

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Alfresco WCM Summary• Unique support for next gen, Web 2.0 sites

– Code and content management

– Dynamic site versioning and virtualization

• Unique must-have services for compliance

– Financial services, government, healthcare

• Platform for rapid migration

– Support any type of existing site

– Support fast, safe transition to new site design, arch

• Platform for multi-site management

– Single solution for any portal, HTML, custom JSP site

• Platform for consolidation

– Standardize all dev systems on single server

– Standardize all sites on core ECM platform

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Questions?

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AlfrescoEasy Access to Alfresco Documents

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Access Alfresco Documents Now

• Go to http://www.alfresco.com/community/register/?source=451%20Group%20White%20Paper

• Register for access to white papers via Alfresco• Access the documents using the Alfresco interface

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References • News.com.com• Office.microsoft.com• Technet2.microsoft.com• weblog.infoworld.com• wiki.alfresco.com• www.alfresco.com• www.cmswatch.com• www.cmswire.com• www.crownpeak.com• www.groupee.com• www.hotbanana.com

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References cont.

• www.industrialmedium.com• www.infoworld.com • www.joomla.org• www.kotatv.com• www.liferay.com• www.metadot.com• www.microsoft.com/sharepoint• Shariff, M., (2006). Alfresco. Birmingham-Mumbai:

PACKT Publishing.• www.sitecore.com• www.softwaremedia.com

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Alfresco SupportJason Hardin - Director of Inside SalesAlfresco (Open Source Enterprise Content Management)p. 801.208.9338m. 801.319.4694f. 801.772.2071e. jason.hardin@alfresco.com

Luis Sala - luis.sala@alfresco.comDirector of Solutions EngineeringAlfresco Software - www.alfresco.com Tel: +1.415.235.5362Fax: +1.866.879.2550UK: +44.1628.566.129

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