Enterprise Content Management 101 for the Hospitality Industry
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Transcript of Enterprise Content Management 101 for the Hospitality Industry
Enterprise Content Management 101 for Hospitality
Agenda
• Who is Alfresco? • What is Enterprise Content Management? • Case studies • ECM Simplified • Q&A
Alfresco people Enterprise Software + Content Management + Commercial Open Source
Management Team Experience
Investors
Founders
John Powell CEO Former COO of Business Objects
John Newton CTO & Chairman Former founder of Documentum
Alfresco is now the largest private, pure-play open source software company in the world. 3 million+ downloads of Alfresco community 2000+ customers from 43+ countries 250+ global channel partners 19 consecutive quarters of revenue growth founded in 2005
Maidenhead, UK Global Headquarters Atlanta, US Headquarters
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Sample Alfresco Hospitality Customers
Complete Content Management
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Document Management
Electronic Records
Management Collaboration Web Content Management
Email Archive
What we do Alfresco Platform
Workflow
Image Management
Digital Asset Management
Document Management
• Common uses o Store, search, manage content with central repository o Content sharing, versioning, workflow/approval
• Benefits o Save time, simplify searching o Improve knowledge sharing, work smarter o Scalability
• Highlights o Simple as shared drive, integration with MS Office o Web access, security & permissions o Any kind of content
Collabora1on
• Common uses o Team/departmental sites o Collaboration for project management o Simple document tags, keywords
• Benefits o Empower users and teams easily o Simple UI, intuitive (minimal to no training) o Expedite Roll-Out and Modification o Easier on-boarding
• Highlights o Rapid roll-out and adoption o Web 2.0 services all within same platform
Email integra1on, archiving
• Common uses o Simply email content into Alfresco o Document/archive emails specific to a project or matter o Individual drag-n-drop email into Alfresco repository
• Benefits o Integrate with de-facto communication o Easy adoption
• Highlights o Any email technology with IMAP o Includes email attachments
Image management
• Common uses o Digitize physical records, go “paperless” o Inbound paper management (invoices, contracts, forms) o Simple capture through shared drive interface
• Benefits o Efficiency through electronic search and storage o Full text indexing, metadata capture
• Highlights o Automate rules and business process o Integrate with scanning/OCR technologies (i.e. Kofax)
Customer Spotlight: Posadas
Challenge: With the rise of popular internet-based travel sites and growing competition, Grupo Posadas, the largest Latin American hotel chain operator, was facing a number of new challenges. The company’s revenue per available room rates were not growing as expected, guests were not able to effectively develop an emotional connection to its brands and the company could not easily promote online offers to its customers and partners. As a result, Posadas needed to re-examine its Web strategy for its eight hotel brands and 112 hotels.
Solution: • Reduced Web site total cost of ownership (TCO) by 40 percent • Increased revenue per available room rates • Improved the online experience for potential customers • Increased brand recognition • Established real time content publishing • Reduced content storage costs • Improved the accuracy of portal search results
The open platform
At the End of the Day…
• User Adoption • Developer Acceptance • IT Blessing • Finance Approval
How Alfresco Addresses
• Adapt to the User (not vice versa) • Open Source • Open Platform • Business Model
Lets Focus
Document Management Capture, share & retain corporate content.
The Life of a Contract…
• Create and revise initial version
• Email review o Feedback o Changes o Out of sync o Delays
• Repeat until done! • At some point publish
How is your company managing your content?
• The most used ECM – The Network Drive • Why?
o Easy to use o No training o Low cost
Issue with this approach
• Hard to find files • Adhoc process • No context • No version control • Inappropriate security • No audit
Which is the current version and is it approved?
How can Alfresco help?
How to Replace the Shared Drive
• Mount as a shared drive • Folders become smart spaces
o Rules, Permissions, Versions
• Drag and Drop files into Alfresco • Edit content directly with other applications
// CIFS // FTP // WebDAV
Collect it
Step 1 Take a Picture
Step 2 Select your
method
Paper to Alfresco: Process
Process
Manage it
Managing Content
• Manage any content
• Capture critical information about the document
• Adapt to Your Needs .doc .ppt .xls .jpg .mp3
ODF XML HTML .mp4
Video
Approve it
Business Process Management
Document Lifecycle Author Write
Review Comment
Publish Read
Video
Track it
Version Control
• Roll back to a previous version • Who did what and when?
• No need to track by file name • Verifiable integrity of content
Video
Secure it
Access Control
• Control who has access to content
• User Roles • Lock file on edit
• Secure assets • Stop multiple editors
rwxrwxrwx
Video
Search it
Finding Content
• Simple/Quick search • Advanced search options • Extensible via forms
• Make it easy to find content
Video
Beyond the basics
Enterprise Scale
Replication Clustering
JMX
Administration Integration
Summary
• Simple – As easy to use as a network drive • Complete – DM, RM, Collaboration, WCM • Open – Open Source and Open Standards • Cost effective – No ‘up front’ license fees
• Safe – Download and try for yourself
Get Started Today
www.alfresco.com/try
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