Building a corporate ECM for long term archiving

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

Group P&V04/10/2013

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ECM at P&V Group

Alfresco as a strategic platform

By Walter Tilburgs – Alfresco Program Manager

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Agenda

• P&V Group: who are we?

• Introduction of Alfresco in the company- Background

- Start-up

- Infrastructure• Move2Alf

• Alf2Cas & Castor

• How we evolved with Alfresco as strategic platform - Web Content Management

- Secured Intranet

- Scanning

- Archives

• Xenit as a strategic partner

• More to come

• Questions

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P&V group

P&V group

- Belgian, cooperative insurance company

- Philosophy

• A “different” insurance company with personal customer contact and

solidarity as its main purpose

- Multichannel strategy:

- Some facts & figures:

• : ± 1.885 employees (± 1.660 FTE)

• Ranking: 6th largest Insurance Group (in Belgium)

• Premiums 2012: 1.404 m€

• 2007: + ING Insurance = size x2

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P&V Group – Multichannel & Multibrand

• A wide offer of insurance products in all domains

- Life, Non-Life, Employee Benefits

• P&V Verzekeringen / P&V Assurances

- Distribution of the products through a network of exclusive insurance

agents

- Actel (Brand)

- Direct Sales through Internet and partnerships with car

importers (Affiliate channel)

• Vivium, Arces and Piette & Partners

- Distribution via the brokers channel

- Ranking of Vivium: number 3 of Insurance companies using the

brokers channel

- Arces is specialised in “legal expenses insurances”

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P&V Group – Multichannel, Multibrand, and ...

• Luxembourg: P&V Luxemburg

• Europe: Euresa-Life

• P&V Group is also active in other domains

- IMA Assistance

- Multipharma: distribution of pharmaceutical products

• Active member/founder of European collaboration groups

- Euresa

- ICMIF

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Agenda



- Start-up




- Secured Intranet

- Scanning

- Archives


• More to come

• Questions

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Background

• P&V acquired ING Insurance in October 2007- Integration of ING Insurance Belgium into Vivium- Scanning and archiving @ING, white paper @P&V

• Existing archive @ ING Insurance:- 500 GB, 3 to 4 million docs- Single page Tiff images and meta data

• Scanning @ ING Insurance: - average 8K pages/day, peak 15K pages/day- ICR with hand written front page- OMR for classification- Error free recognition of 50%

• Timeline: October 2007 till July 2008

- Cut-off from ING infrastructure ICR = Intelligent Character Recognition

OMR = Optical Mark Recognition

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Start-up

• December 2007: RFP for scanning and archiving

• Competition:

- Archiving: Alfresco/CAStor, UNISYS/BDS, …

- Scanning: IRIS, KOFAX, ZEDOC

• Jan 2008: scanning contract is awarded to XeniT/NSI

• Feb 2008: archiving contract is awarded to XeniT

• Attractive but risky: innovative, modern, dynamic combination of

XeniT/Alfresco/CAStor/scanning

- Modern infrastructure based on standards

- Potential of supporting corporate ECM/WCM strategy

- But will this mixture work and be delivered in time?

- Test on scanning recognition: 95% were error free … the remaining 5%

were deliberate errors on the front sheets!

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Infrastructure

• Build-Up

- Creation of the “Bubble” @ ING

- Specific and isolated Vivium environment in the ING

Belgium network

- Migration of all ING applications necessary for Vivium

towards this Bubble

- Build-up of Alfresco environment in the Bubble

- Migration and conversion from the ING archiving solution

towards the Alfresco repository in the Bubble

- Jul 2008: hand-over

- Aug 2008: cut-off

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Scanning and Archiving Infrastructure - Startpoint

PDF

TIFF

ANTWERP

Brokers

Vivium

Users

ViviumVivium

Back

Office

DRP BXL

One way

replication

ALF2CAS

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The Group P&V is comprised of the brands P&V, VIVIUM, Actel, PNP, Euresa-Life et ArcesOctober 11, 2013

Scanner

Mainframe

Other

Input Dropzone Processing Destination

Incoming document streams – Move2Alf

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• Moves your documents to Alfresco– Batch process

– Large volumes of documents

– High performance (Up to 500 docs/minute)

• User friendly configuration– Source & destination folders can be configured

– Behaviour can be configured (New version, replace content, delete content)

• Scheduled jobs– Jobs can be scheduled at any time with cron job definitions

– On demand or scheduled

– Failed jobs can be recovered and rescheduled

Move2Alf

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• Parser driven– Custom developed Java programs

– Meta data capturing

– Pre- and post-processing

– Document transformation (eg. AFP PDF (ADEPT), Word PDF)

– Store in Alfresco

• Reporting– Jobs log their operations in an MySQL database

– Different reports are available detailing

• Performance

• Succeeded loads

• Exceptions

– Reports can be sent out automatically via email

• Architecture– Spring based architecture

– Fast & multithreaded

– Can run during Alfresco production hours

Move2Alf

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Move2Alf

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Access

Store

Distribute

Storage nodes Logic

CAStor = Content Addressable Storage

Optimal solution for x million

documents, guaranteed immutable,

safely stored, with redundancy, free

of backup procedure, always on line

Storage layer - CAStor

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• Application provides file

• CAStor puts on x nodes (depending

on policy)

• CAStor provides key to application

• Application uses key to read file

Storage layer - CAStor

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WAR Antwerp WAR Brussels

CAStor cluster Antwerp

6 nodes: 3x2TB + 3x4TB

CAStor cluster Brussels

6 nodes: 3x2TB + 3x4TB

Life EB / HR Non Life Non Life P&V X-tract Claims

ALF2CAS

Storage layer – Alf2Cas & CAStor

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Agenda



- Start-up




- Secured Intranet

- Scanning

- Archives


• More to come

• Questions

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WCM - Managing corporate web site

(multiple sites)

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WCM - Managing V-Connect Content

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Secured intranet

• + 350 agents exchanging documents with P&V

• Moving from dedicated PC infrastructure to secured intranet communication

• 4 months timeframe from first introduction of the intention to production

• Project scope- Customised Share interface for agents with view on the

Alfresco repository for agents

- Integration with Mainframe application managing the access control

- Full application admin interface to manage the exception handling

- Use of new Fred interface to manage the application

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Secured Intranet – Hierarchical document Access

District Manager A

Agent A1 Agent A2 Agent A3

District Manager B

Agent A3BAgent A3AAgent A1BAgent A1A

Agent B1 Agent B2

Access allowed

Access denied

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Secured intranet

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Secured intranet -Browsing, drag & drop, editing, ...

Search

Permissions

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Scanning

• In the beginning only scanning at headquarters in

Antwerp

• Today, same scanning solution and infrastructure

implemented in headquarters Brussels

• Doubling in capacity

• Redundancy and DRP capable solution

• All input streams can be scanned anytime,

anywhere, regardless origin

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Evolving infrastructure – Today

Brussels

Data Center

ANTWERP

Data Center

Brokers

Vivium & PV

employees

Vivium Antwerp

PDF

TIFF

Back

Office

P&V/Vivium Brussels

PDF

TIFF

P&V Agents

Secured Intranet

Bi-directional

replication!!!!!

ALF2CAS

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• @P&V

- 8 (!) Alfresco instances

• Alfresco EB & HR

• Alfresco Life

• Alfresco Non-Life Vivium

• Alfresco Non-Life P&V

• Alfresco WCM

• Alfresco Secured Intranet (SI)

• Alfresco Common (X-tract)

• Alfresco Claims

Alfresco 3.1.1

Alfresco 3.1.2

Alfresco 3.2.0Share

Alfresco Old Versions

Alfresco 4.0.2Share

Alfresco 4.0.2Share

Alfresco 4.0.2

Alfresco New Versions

Archives: Which Alfresco do you mean?

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WCM Secure Intranet P&V Archief Non Life VIV Archief EB / HR VIV Archief Life VIVArchief Non Life P&V

Alfresco

Secured

Intranet

Alfresco

WCM

Alfresco

EB / HR

Alfresco

NL VIVAlfresco

Life VIV

Alfresco

NL P&VMySQLMySQL MySQLMySQL MySQLMySQL

Move2Alf (Poller)

ZeDOC

Scanni

ng

BXL

ZeDOC

Scanni

ng

ANT

Cypress

ZeDOC

Scanni

ng

HR

Adept

(Filemark)

Apache

(SSO)

Apache

(SSO)

Apache

(SSO)

Apache

(SSO)Apache

(SSO)

Apache

(SSO)

Alfresco

Share

Alfresco

Explorer

Fred

Administrati

on

Interface

Easier Web

NL P&V

Easier Web

NL VIV

Easier Web

HR

Easier Web

Life VIV

EB

Connect

File

Syste

m

Easier Web

EB VIV

File

Syste

m

Castor Cloud

AntwerpenCastor Cloud

BrusselWAR WAR

File

Syste

m File

Syste

m File

Syste

m

LDAP / AD

pvsysdc06.pvsys.pv.

be

LDAP / AD

Spbeint70005.vibreb.

be

LDAP / AD

pvx9lego.ux.pv.be

Word

FilesMainframe

Varia ZOS

Mainframe

Vicolin

ZOS

DOC1

Archief X-tract Archief Claims

Alfresco

CommonAlfresco

ClaimsMySQL MySQL

Apache

(SSO)Apache

(SSO)

Easier Web

ClaimsV-Connect

ALF2CAS

Easier Web

EB P&V

Architecture @ P&V

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Customised search applications – Internal use

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Alfresco for brokers

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Evolving infrastructure - Highlights

• All Alfresco servers running under VMware

• Bi-directional storage replication

• No single point of failure

• Scanning environment also under VMware

• All infrastructure is installed in a fully redundant

manner

• Scanners operated by trained staff on both sites

• DRP and BCP capable

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Agenda



- Start-up




- Secured Intranet

- Scanning

- Archives


• More to come

• Questions

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Xenit as a Strategic partner

• Xenit

- Young, enthusiastic and Dynamic team

- Flexible and competent

- Sharing our vision on ECM

- Surrounded with qualitative and competent partners for each

component (NSI, Caringo, ...)

- Direct Channel with Alfresco

- Understanding business needs and strategy

- Partner relationship, rather than vendor versus client

- Innovative

- Xenit gradually transferred Alfresco knowledge to P&V, but we still

rely on Xenit for continuous support

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Agenda



- Start-up




- Secured Intranet

- Scanning

- Archives


• More to come

• Questions

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ECM – A fast growing environment

• Starting point with acquisition of ING Insurance- 500 GB, 3 to 4 million docs- Single page Tiff images and meta data- Scan average of 8K pages/day, peak 15K pages/day - One (1) bulk scanner

• Three (3) years later- 5 TB, 10 to 11 million docs- Multi pages PDF- Scan average of 14,5K pages/day, peak 30K pages/day- Two (2) bulk scanners

• Now- 10 TB, +18 million docs and growing fast …

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More to come....

• Continuously extending the archiving project

- Scanning of “old archives” and bringing them into Alfresco repository

- Injecting new document streams at a hight rate

- Invoices

- Mail

- .....

• Extending the scanning project

- Evolving to “Pre-scanning” instead of “Post-scanning”

- Set up Digital Mailroom

- Incoming mail

- Workflow management

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Thank you for your attention.More questions?

Technology

Building a corporate ECM for long term archiving