Read Video Transcript
For us, agility in research is really a competitive advantage. Many research companies face the whole red tape thing that paper, administration and what we were really want to do is to get that out of the equation and and bring some more digital enablement.
Iminds is a Research Institute and basically innovations at work or business. Everything which has got to deal with the future internet, security, we are one of the leaders in Europe when it comes to those domains.
One of the biggest business problems we had to tackle before Alfresco, was that we have an information overload. We had lots of documents, we had versioning problems, everything had to go via email, people working on the wrong versions. So instead of continuing the old way of working, we decided we really have to change this.
We have roughly fifty thousand documents stored on Alfresco and I think a couple of thousands of wiki's that all workflows associated with it so people can edit and review the document. Alfresco has helped us to meet the typical compliance regulations but it was also very clear the amount from our researchers. Its ensuring that our users are happy with the security, in fact that it's being installed on premise, everything for us is built around the Alfresco platform.
Our researchers don't lose valuable time in searching for finding documents or reformatting, so it really helps us to streamline the research that we're doing and it's really core in a research with methodology.
Well we have more than 2,000 users currently using the platform so thanks to the fact that we have one central platform, we see what goes and what goes out so also from a security point of view it’s much better than doing everything via email.
The collaborative platform is basically really what sets us apart from our peers. Our customers love it, our researchers love it, the most important is how the user feels with the products. So the platform is quite easy to use, I mean everybody can upload a document by now, everybody can edit and then the fact that you have just kind of a team feeling, a bonding community feeling, I think that also has an added value of the platform itself.
For Flemish-based iMinds — an independent research institute designed to bring together companies, government and non-profit organizations on research projects — collaboration and agility of research is critical. Not only is innovation a competitive advantage, it is iMinds’ core business.
Prior to Alfresco, the company struggled with information overload. There were many users collaborating on research, including an extended network of partners, as well as over 1,000 researchers. This led to thousands of documents being exchanged primarily through e-mail and major issues of version control.
As the number of projects managed by iMinds’ research center continued to grow, its existing collaborative platform also needed to expand. To accommodate this growth, iMinds wanted a platform that made it easy for experts to share documents, as well as schedules and mailing lists.
After evaluating more than ten different solutions, iMinds chose Alfresco for its flexible and powerful open source architecture and its ability to provide a solid system for secure collaborative work. The solution was implemented quickly and users were involved in the implementation process to ensure adoption and ease of use.
Alfresco provides efficient collaboration between a large number of people working in different locations. Initially intended to manage local projects, the platform has since been extended to assist with organizing the research center’s European projects as well.
Today, iMinds has some 50,000 documents stored on the Alfresco platform, as well as several thousand Wikis — all with associated workflows so that users can easily and securely edit, view, and collaborate on documents. Not only has Alfresco increased productivity and improved the process used to build teams of experts for various projects, it has also helped iMinds meet various industry compliance regulations.
“Everything for us is built around the Alfresco platform,” said Jeroen Derynck, information and communication technology director for iMinds. “Our researchers no longer lose valuable time searching for documents or reformatting, so it really has helped is to streamline the research we are doing. It’s really core to our research methodology.”
iMinds currently has more than 2,000 users using Alfresco, which serves as the institute’s central document management and collaboration platform. Users are at the very heart of the platform and regularly communicate ideas for new features they would like to have.
Because Alfresco’s workflow authorizes the automation of administrative tasks, processing time related to the reporting of documents associated with projects sent to iMinds — and those that iMinds has sent to government institutions — has been reduced by 80%.
Moving forward, iMinds plans to create a system for digital asset management including the supply, noting, classing, storage, and searching of digital resources such as animated images, sound recordings and other multimedia documents.
iMinds plans to use Alfresco for the centralized storage of all internal documents and to provide access to a single database, making it quick and easy to identify qualified team members for specific projects while fostering communication and collaboration.
“The collaborative platform is really what sets us apart from our peers,” said Derynck. “Our customers love it, our researchers love it, and the platform is quite easy to use. Everyone can upload a document, everyone can edit…you have a team feeling, a feeling of a bonded community. That has been an added value of the platform itself.”