DOCUMENT RESUME
`
`IR 056 658
`
`Barbe ra, Jose
`The Intranet: A New Concept f o r Corporate Info rmation
`Handling.
`1996 - 00-00
`9p.; In: online Information 96. Proceedings of the
`Internationa l online Information Meeting {20th, Olympia 2,
`London, England, United Kingdom, December 3-5, 1996); see IR
`056 631.
`Reports - Descriptive {141) -- Speeches/Meeting Papers {150)
`MF01/PC01 Plus Postage .
`*Business; *Computer Mediated Communication; *Computer
`Ne tworks; Databases; Electronic Text; Foreign Countries;
`*Information Networks; Information Technology; Internet;
`Multimedia Materials; *Organi zations {Groups); Productivity;
`world Wide Web
`Client Server Computing Systems; Groupware; *Intranets ;
`Spain
`
`ED 411 831
`
`AUTHOR
`TITLE
`
`PUB DATE
`NOTE
`
`PUB TYPE
`EDRS PRICE
`DESCRIPTORS
`
`IDENTIFIERS
`
`ABSTRACT
`
`The world Wide Web model has evolved within companies from a
`repository for notice boards to a new tool that can improve work
`productivity. Intranets, the internal o r corporate internets, are likely to
`be the key information technology revolution for the remainder of this
`century. The intranet concept is derived from the present Inte rnet as a
`natural step in its own evolution. The same TCP/IP communication protocols
`and applications are used, in particular the Web server/client mode l . This
`paper gives first the rationale for set ting up corporate intranets, providing
`the main reasons why the Internet t echnologies are having s uch a remarkable
`impact on the scope of business networking applications and why intranets are
`becoming so popular among a broad variety of companies. Secondl y, the key
`distinctive functional fe atures of internets are presented. A discussion on
`typical i ntranet app lications follows: the new functionality offered to
`business pe ople and other non- t ypical information technology users is
`stressed , and significant differences with existing groupware solutions are
`discussed. The paper concludes by outlining a practical ongoing project to
`digitize documents {thus reducing the need f or printed materials and a llowing
`the incl usion of multimedia contents) which can be delivered to each des ktop
`and accessed by all individuals of an o rgan ization in a cost-effective,
`flexible and fri endly way through an intranet Web interface. {Author)
`
`*************************** *** * *************************************************
`Reproductions supplied by EDRS are the best that can be made
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`from the origina l document.
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`The Intranet: A New Concept for Corporate
`Information Handling
`
`By:
`
`J ose Barbera
`
`" PERMISSION TO REPRODUCE THIS
`MATERIAL HAS BEEN GRANTED BY
`
`B p
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`Ieapes
`
`TO THE EDUCATIONAL RESOURCES
`INFORMATION CENTER (ERIC);"
`
`DEPARTMENT OF EDUCATION
`Ot~Ot EouealiOt\41 Rese.areh ana 1moro...omont
`EDUCATIONAL RESOURCES INFORMATION
`CENTER (ERIC)
`0 This document hO$ been reprcxtue,ed ~s
`received from the person Of o rgamzallon
`originating it.
`0 Minor changes have been .made to
`Improve reproduction quality.
`
`• Poinl,s ot view or opinions ~ated in this
`document do not neeessarii.Y represent
`olficiat OERI position or policy.
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`The intranet: a new concept for
`corporate information handling
`
`Jose Barbera
`Fundesco, Spain
`
`Abstract: In the last year the World Wide Web model has evolved within companies from a repository for
`notice boards to a new tool that can improve work productivity. lntranets, the internal or corporate
`intemets, are likely to be the key information technology revolution for the remainder of this century. The
`Intranet concept is derived from the present Internet as a natural step in its own evolution. The same
`TCP/IP communication protocols and applications are used, in particular the Web server/client model.
`This paper gives first the rationale for setting up corporate intranets, providing the main reasons why the
`Internet technologies are having such a remarf<able impact on the scope of business networf<ing applica(cid:173)
`tions and why intranets are becoming so popular among a broad variety of companies. Secondly, the
`key distinctive functional features of intranets are presented. A discussion on typical Intranet applications
`follows: the new functionality offered to business people and other non-typical IT users is stressed, and
`significant differences with existing groupware solutions are discussed. The paper ends up outlining a
`practical ongoing project to digitise documents (thus reducing the need for printed materials and
`allowing the inclusion of multimedia contents) which can be delivered to each desktop and accessed by
`all individuals of an organisation in a cost-effective, flexible and friendly way through an Intranet Web
`interface.
`
`Keywords: database, clienVserver, groupware, distributed information, multimedia information, Internet,
`Intranet, TCP/IP, WWW, World Wide Web
`
`1. Rationale
`
`The Internet boom, and especially the World Wide Web rNWW) fever, has spread out in the last two years among
`a variety of organisations of different size and scope. Today companies have learnt that a connection to the
`Internet means worldwide access to many information sources -often valuable information- which may be
`useful for the organisation. On the other hand, publishing information and keeping in touch with customers and
`suppliers through the Net are new possibilities which companies see now as additional marketing channels.
`In that situation, many organisations ask themselves: if the Internet is based on an open, proven and reliable
`technology, if there is a broad range of applications and services, and if the WWW has become a de facto
`standard to access and disseminate information wor1d wide, why not take advantage of all that potential in order
`to implement internal information procedures? The Intranet concept springs up thus as the evident answer to that
`question. Put simply, 'Intranet' is the descriptive term associated with internal corporate networks which are
`implemented using the Internet technology and services, in particular the WWW system, but adapted to the
`specific physical boundaries and internal procedures of each organisation, so that certain information is available
`only to its employees and not to the public Internet. Implementing internal publishing procedures and other
`collaborative tasks on the Web via so-called intranets is proving to be simpler and more efficient, at the same
`time allowing easier communication with third parties.
`
`2. Functionality of the Intranet
`
`From a functional point of view an Intranet allows the immense amount of informational resources that flow within
`an organisation to be transported and delivered to each individual's desktop with minimal time, cost and effort.
`Consider this scenario. A company has 20 sites and 3000 employees who need timely access to corporate infor(cid:173)
`mation such as company news, policy changes, training manuals, organisational procedures and the like: even
`to simple but crucial documents such as telephone books, pricing information and product specifications.
`Individual workgroups and departments require secure and limited access to confidential data. Each branch,
`possibly in different geographical areas, very often has its own database containing reports and data that must
`be shared with the head office (Refs 1, 2).
`So far the normal procedure is the hard copy production and physical distribution of printed material such as
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`(d)
`
`(a)
`(b)
`(c)
`
`handbooks, lists, guides, etc. The production of this printed material is not only expensive and time-consuming
`but also highly inefficient as it needs frequent updates. And how does one guarantee that all the offices receive
`the information on time, quite often before it becomes obsolete? How can one ensure that people know important
`policy details or other relevant information that have recently changed? The straightforward answer is that with
`the existing technology one cannot. Nevertheless it is a proven fact that information must be kept as accurate as
`possible and flow rapidly in a business world which is more and more dynamic and competitive.
`The answer to those problems is the Intranet for it is a solution that (Ref 1):
`allows the delivery of information upon demand, and when needed;
`can guarantee that the information is accurate and up to date;
`ensures that the information can be kept in a single source (although it is not necessary that source to
`be the only source of all information);
`allows the information to be maintained by those individuals and groups that produced it originally.
`Today those problems can be solved using the generic Internet technologies which are giving rise to drastic
`changes: a true revolution for the information systems of the business world within the further revolution of the
`Internet. An Intranet lowers the cost and shortens the time of distributing information. Instead of producing hard
`copies and delivering them by ordinary mail, documents such as newsletters, minutes, policy procedures,
`projects and other collaborative tasks can be stored on internal Web pages and shared by people who will peruse
`them at the right moment as long as they have access to the corporate Intranet .
`In addition to that, the intranet allows the external information existing on the World Wide Web to be organised
`according to the company's needs. On the internal Web server there may be links to relevant online reports and
`publications existing in public Web servers: for instance information about competing organisations. In summary,
`the Intranet is becoming so popular among companies in fields so diverse as publishing, finances, insurance,
`healthcare, software and so on because it allows to save costs and time, to centralise information, to share
`internal information and to organise the information via Web pages.
`
`3. Distinctive features of the intranet (Ref 3)
`
`One of the key aspects of the Internet is the use of the well-known TCP/IP protocol suite to communicate
`between heterogeneous computer systems connected to at least one of the almost 100 000 networks that make
`up this worldwide information infrastructure. A similar situation can be seen, in a smaller scale, w ithin corporate
`organisations: there is a great diversity of hardware and software computer resources, usually interconnected via
`local area networks: diversity which is also reflected on the human users and their functions.
`The challenge of the Information Systems Department is to develop common platforms for the whole organi(cid:173)
`sation, keeping in mind as a main goal the improvement of the company's overall productivity. The Intranet concept
`can play an important role here as it will allow to build a powerful, flexible and portable platform for all the employees
`and the work functions they perform: for instance not only document search and filing but also placing orders,
`scheduling meetings or even keeping track of working hours.
`The core of an Intranet is the Web system but with additional control featu res to limit its use internally. The
`Web, though, is not the only element in an Intranet: there are quite a few Internet applications based on the same
`technology but with peculiar aspects matched to the corporate environment. Quite often, rather than proprietary
`network protocols (IPX, AppleTalk, SNA, etc.) corporate LANs use the Internet IP protocol, either as the single
`one or co-existing with some of the others. In fact, the choice of the IP protocol in the Internet has been one of
`the main reasons for the success of this seamless network of networks. On top of TCP/IP one finds the traditional
`applications such as SMTP mail, telnet remote login, FTP file transfer, News, etc., initially Unix-based but also
`running on multiple platforms (DOS, MS Windows, Apple Macintosh . .. ). In addition to them there are now other
`applications for accessing distributed multimedia information (usually based on the clienVserver model), the star
`of them being the WWW based on open standards such as the hyper-text transfer protocol (HTTP) and the hyper(cid:173)
`text mark-up language (HTML).
`In the intranet we encounter the same protocols and applications restricted to local environments. Since the
`available bandwidth is much greater now, a faster time delay than those usually experienced (suffered) in the
`global Internet is perceived and, as a consequence, the overall productivity is increased. Instead of the
`unbearable waiting times to fill up the screen with image-rich Web pages from remote servers, in the intranet this
`takes place almost instantaneously. With the same Web interface, in addition to accessing to diverse multimedia
`information, users can transfer files, login into databases, send e-mail messages, fill out electronic forms or
`participate in group discussions.
`The usual case is a corporation with a head office and several local branches located in different geographical
`zones. The alternatives to link the various LANs are: dedicated leased lines, public data networks and the Internet.
`The first option is straightforward and the most secure but may be too expensive to be afforded by medium- or
`small-size organisations. These would rather use public data networks; Frame Relay is the obvious technical
`option for the network layer, as the application services are based on the Internet's TCP/IP protocol suite but
`without any connection to that open network (in this case the IP addresses need not be official Internet
`addresses).
`The communication option in a corporate intranet is precisely the Internet (Figure 1). LANs are then linked via
`Internet Service Providers (ISP); in fact there could be more than one, even in several countries or regions. The
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`idea then is building private IP 'tunnels' over the global IP infrastructure of the Internet, adding the necessary
`security elements such as firewalls to isolate the internal Web server from the World Wide Web and preventing
`unauthorised accesses from the external world. In this way any intranet user in any corporate office throughout
`the world can access any corporate Web server as long as he or she has the necessary access privileges.
`
`lSP: Internet Service Provider
`• a~. . pr.i"'ate 1P ·tunnels
`
`Figure 1: ISP: Internet Service Provider- private INPUT tunnels.
`
`The last (but not least) distinctive feature of the intranet is management. That intranets use the same Internet
`protocols and standards does not mean that they have to follow the same (supposedly) 'chaotic' rules. In addition
`to security this aspect is of utmost importance for organisations that aim at building a network system to support
`the overall productivity, bearing in mind the annual balance sheet. According to that, access privileges of each
`individual and group should be carefully considered in relation to the specific jobs. Free navigation through WWW
`servers that hold leisure or little relevant information for the company's activities should probably be avoided by
`the intranet managers. Also, proxy servers and cache space should be set up in order to increase efficiency when
`accessing external servers frequently visited. An additional aid are the usage statistics programmes that will help
`intranet administrators to monitor internal use, as well as to fine tune certain parameters that may optimise the
`application's performance.
`In summary, there are four main distinctive aspects of the intranets:
`The internal use of the TCP/IP protocols in corporate LANs;
`The Web as the common interface for all application services in internal networks with heterogeneous
`systems;
`The communication of corporate LANs via the Internet (public ISP);
`The management and access control procedures that have to be matched to the specific company's
`needs and activities.
`
`(3)
`(4)
`
`(1)
`(2)
`
`4. Intranet applications
`
`The use of Internet technology in private intranets, and in particular the WWW model, is profoundly affecting the
`corporate culture and changing the working habits presently in use. These changes take place in the different
`funct ional areas of a company, from sales and marketing departments to human resources and training units, all
`of them involved one way or another in the production and use of corporate information and many of them in
`group collaborative tasks as well. Some of the more relevant applications of this kind are (Ref 1 ):
`•
`Corporate document publishing. Perhaps the most natural or immediate application in intranets as derived
`from the WWW publishing model. Examples of such documents are: internal newsletters, human
`resources guides, annual reports, price lists, product catalogues, job offers, etc. Other more restric ted
`documents may be: meeting minutes, employee salarie s, sales forecast, new product specifications and
`project overviews;
`Access to corporate directories and databases, for instance searching in telephone books, customer lists,
`bibliography, etc.;
`• Workgroup applications such as project management, meeting scheduling, report writing, etc.;
`
`•
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`•
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`Train ing courses. An intranet allows easy and efficient access (when needed) to tutorials, training materials
`and the like; those can be enhanced with respect to traditional methods as they may include audio and
`video multimedia information;
`Presentations addressed to potential corporate customers. At any given time any employee concerned
`can have at hand the most up to date presentation material (documents, slides . . . ) that can be shown at
`any company site (it could be more than one site);
`E-mail, in fact the de facto method for individual and group communication within a company. Also,
`submission of electronic forms to replace the traditional paper procedures;
`Software distribution. New W'NVIJ products such as Java are suited for efficient updates of software
`products which will reach users upon demand through the internal network. That way all users can have
`the latest versions which will need only to be updated in the central server.
`An important aspect of the intranet technology is that the above mentioned applications used by the various
`departments and groups in a company are provided through a single, simple and easy-to-use graphical interface
`based on hypertext. The common use just requires 'clicking' on reference link s and buttons: what have been
`termed end-user comfortable interfaces, better suited to the inexperienced user's needs than those powerful
`graphical interfaces (Windows, for instance) whose whole functionality is barely and seldom explored by 90% of
`the normal users. Top managers are a good example of that sample as they are usually more prone to simple
`devices that require little expertise and quick learning.
`
`(b)
`
`(c)
`
`(d)
`
`5. Intranet vs. groupware solutions
`Traditionally collaborative tasks in companies have been accomplished wit h commercial groupware products
`from well-known software suppliers such as Lotus, Novell or Microsoft, to mention only a few. The intranet
`approach is another alternative to them. Will it replace the existing groupware applications? Before answering
`that let us d iscuss the main d ifferences between the intranet and the present g roupware solutions (Ref 4):
`(a)
`The intranet makes use of a technology based on open standards and protocols that run on diverse
`platforms (MS Windows, Unix, Apple Macintosh ... ). Groupware products are proprietary.
`Intranet solutions are scaleable; initial investments can be small and grow later on according to the
`users' needs, the required services and the available budget. Groupware solutions are generally sold as
`c losed packages.
`Building an intranet is cheaper than installing a groupware package. Thew-e is plenty of freeware and
`shareware software (developed by and available through Internet sites) for servers, c lients, HTML editing,
`etc. To g ive some figures: the entry level of the Lotus Notes client is about $70 per user whereas
`commercial Web browsers are in the $20 rank. As to the servew-, the start-up cost alone for an intranet
`solution can be as little as $1000, compared w ith $10 000 for a Lotus Notes product. In terms of ongoing
`costs, intranet solutions do not require dedicated leased lines, as was discussed in Section 3.
`Intranet documents are produced w ith the HTML language. Thew-e are a vast number of authoring tools
`available to assist users in document creation, many of them free through the W'NVIJ. With these tools
`document creation can now be the responsibility of content creators, thus freeing specialised information
`systems resources which are usually needed for the management of grou pware applications.
`Intranet does not require synchronised replication across multiple servers which are needed in some
`groupware products in order to keep consistent information for the whole organisation. Instead a single
`server is enough, as was mentioned above.
`As an add-on value w ithout additional cost, an intranet is a natural platform to access the outside world
`of the Internet.
`Therefore commercial vendors are pondering whether to migrate from proprietary products to intranet
`solutions, or at least offering intranet compatib ility. A double move is being witnessed now. Groupware
`companies are moving towards the intranet technology by including w ithin their products HTTP, HTML editors,
`e-mail gateways, etc. On the other hand intranet technology is improving by including new features such as
`authoring tools (perhaps the weakest point of the intranet today as compared w ith groupware solutions) (Ref 5).
`The answer to the initial question about whether the intranet will replace the existing groupware applications is
`that it is not likely in the short term, at least for very specialised applications which may be critical for a company;
`some time and effort to implement it w ill be needed. In the medium or long term, those vendors are announcing
`tully-compatible intranet solutions which w ill be offered within their products. Therefore the posed question may
`not make sense any longer.
`
`(e)
`
`(f)
`
`6. An Intranet prototype. Fundesco's case
`
`Fundesco is an organisation whose activities are centred about the IT world at large. In the late eighties a
`networking team designed and implemented the Spanish R&D Network known as RediRIS which was managed
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`by Fundesco until the end of 1993. Since that time the networking people changed the initial network activities
`to other applications on the upper layers. Early in 1994 Fundesco set up one of the first WWN servers in Spain
`containing relevant information about Fundesco's goals, activities and publications, including an electronic
`bookshop. Fundesco's Documentation Centre had several BAS databases; thus a BASIWWW gateway was
`designed and implemented to allow an easier and more friendly access to the databases. That was possible not
`only for Fundesco's employees but also for external users who could access into that infonnation via the Internet.
`That system has been working rather successfully for the past two years and has proved to be a proper tool for
`infonnation searching.
`Based on the fonner system a new development has started In 1996. The aim is to move to a complete digital
`environment that Includes, in addition to the possibilities of the present version for information searching, the
`actual contents of documents in graphical fonnat as well as other content types such as images, voice and video(cid:173)
`clips. As a matter of fact one has seen that documentation centres have established databases not only for
`cataloguing purposes but also to allow information searching by indexing and related means. This approach is
`scaleable but has certain limitations such as:
`•
`it is text-oriented and not suitable for the increasing multimedia contents;
`•
`contents is lacking of characterisation;
`•
`user interfaces are too much dependant on specific commercial products, and not friendly enough for the
`nonnal user;
`graphical representation is poor compared w ith the capabilities of today's PCs and workstations.
`On the other hand there is a trend to replace infonnation on printed materials by digital fonnats.
`Thanks to its multimedia capabilities and hypertextual representation, the Web model (and the corresponding
`technologies) is the obvious option to publish and distribute Fundesco's corporate information. Document
`contents can thus be represented in a standard way according to the MIME (Multimedia Internet Mail Extensions)
`conventions used in the WWN model. The goal is to develop a system in order to automate the process shown
`in Figure 2. Paper will be progressively suppressed and, at the same time, other infonnation formats such as
`sound, images and video will be incorporated. The system is highly portable as it is based on open standards
`(Unix and Intranet), so that it can be adapted both to small documentation centres and to large libraries.
`
`•
`
`Figure 2
`
`Figure 3 shows the different parts and the overall scheme. The input interface will capture the analogue infor(cid:173)
`mation to convert it to digital format. It is composed of a high-resolution scanner and a Unix workstation
`connected to it. There is also a d igital audio system and an analogue video card which can digitalise and MPEG
`compress. The tagging process, that is the association of contents (to be stored in a repository) and the corre(cid:173)
`sponding documents, is accomplished at the workstation. Tags are objects that point to the document contents
`in the repository; they also include additional characteristics needed to present each document. The other part
`of the system is the access interface to the information. It is a BAS database system and a WWN server, both
`parts linked by the BAS/WWW gateway discussed above.
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`
`•
`
`•
`
`When a document is scanned the wori<station captures it in digital format and stores it in the repository; a tag
`is created and inserted in the database where the bibliographic reference (as it was previously catalogued) is
`located. Therefore document and contents are related by the tag, although they reside physically In different
`parts. End-users interact with the database system via their WWW client and the gateway. Thus they need not
`be concerned with BAS ·native commands or other implementation details. At the gateway there are access
`control mechanisms to the database for Fundesco's employees. Documents can be searched via WWW user(cid:173)
`friendly fonns; once the required document is located users can visualise parts of it (pages), as well as other types
`of infonnation such as video, audio, etc., and certainly the textual infonnation corresponding to the original
`catalogue record.
`In summary the system functionality is such that:
`in addition to the original catalogue record, tags show where the digitised fi le is located , the type of
`contents (text, image, voice ... ) and the presentation syntax;
`e-mail and personal Web pages of authors can be included as hyperreferences in the multimedia
`documents;
`home pages of document publishers can also be included in the same fashion;
`the multimedia archive system being built can be accessed through WWW hypertext, and the amount of
`storage space for paper can significantly be reduced;
`inexperienced users (in practice most of all the employees) have at hand a common and friendly interface;
`the system is highly portable for various platforms and systems, as the implementation is based on open
`standards and proven technology (lntemet, Intranet).
`The first half of the project (March-August 1996) encompasses six months. Goals for this phase are to
`develop a prototype for the manual tagging of contents, the creation of tags and the manual insertion of those
`into the database. The digitised infonnation will be published automatically through the WWW, as It was originally
`Implemented but adding now the ability to handle tags (for multimedia contents) with other new features such as
`more flexible mechanisms for configuration, security and presentation. The second half (September
`1996-February 1997) will yield a true production system. At that stage tags will be generated automatically and
`inserted into the database system, thus allowing instantaneous publication of documents as soon as they are
`scanned. It is intended too to develop a generalised interface to interact with different database systems
`
`•
`•
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`•
`•
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`(documentary or other types) to be used by documentation centres, libraries and the like.
`This project is an example of how an organisation can use the existing Internet technologies to build up
`practical intranet solutions. Fundesco's employees will have simple and easy access to the multimedia infor(cid:173)
`mation of the Documentation Centre from each desktop on the corporate TCP/IP LAN through a common WWW
`browser.
`
`Jose Barbera
`Fundesco
`Networking Department
`Plaza lndependencia 6
`Madrid 28001
`Spain
`
`[2)
`
`[3)
`
`References
`JSB Computer Systems Ltd, The Intranet. A Corporate Revolution,
`[1)
`http://www.lntranet.co.uklintranetlintranet.html.
`Process Software Corporation, Intranet - A Guide to 'lntraprise-Wlde' Computing,
`http://www .process.comlnews/intrawp.htp.
`Barbera, J. and C. Blanquez (1996) En los dominios privados de Internet, Comunicaciones World, No. 101,
`May.
`JSB Computer Systems Ltd, The Intranet Vs. Groupware Solutions ,
`httpJ/www.intranet.co.uklintraneVsidebars/groupware.htrnl.
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`[5)
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`RingCentral Ex-1 026, p. 9
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`RingCentral Ex-1 026, p. 10
`RingCentral v. Estech
`IPR2021-0057 4
`
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