ecm key features you need to know

Enterprise Content Management (ECM)

The Key Features You Need to Know

Mary Ann LorkowskiSr. SharePoint Business Analyst

SharePoint Saturday Virginia Beach Sponsors

January 7, 2012

About Me Expertise: Collaboration Strategy, User Adoptions, Governance,

Enterprise Content Management, Roadmaps.

Have guided various companies through SharePoint Planning and Implementation

Blog: http://sp.itbizblog.com – A blog dedicated to uncovering business solutions using SharePoint

@mdlorkowski

AgendaWhat is ECM in SharePoint

Document Management - Planning - Implementation - Key Features

Bringing it all together

Q&A

Let’s look at business without content management…

Joe, I need the summary report an hour from now

Okay, I think it’s here…

After 30 minutes… After almost an hour…

Hmmm…maybe it’s here…

This study reveals that information overload is a remarkably widespread and growing problem among professionals around the world, and one that exacts a heavy toll in terms of productivity, performance, and employee morale.

Deleting and discarding information without fully reading it Delivering incomplete documents, e-mails or other communications

because the necessary information could not be found Disagreements with colleagues about the right way to organize

information Wasting time searching for old emails or documents Needing to re-create documents because previously created versions

could not be found

Workers admit to:

Preferred Solutions:Provide Information Management technology or

tools that work together

Provide information management technology or tools that are designed to fit the workers’ jobs

It is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to key organizational process.

It includes full collaboration platform where users can create and manage their information.

What is ECM in SharePoint?

Provides structure out of chaosHelps maintain order when structure becomes

too bigDrives participation Ensures complianceSaves costs

ECM:

Metadata?Managed Metadata?

Metadata is data about the data

Taxonomy?

You already know it. You just don’t know you do.

Managed metadata is a hierarchical collection of centrally managed terms that you can define and use as attributes on SharePoint Server 2010

User’s upload documentand tag it with metadata

Document ManagementIt controls the lifecycle of documents in your organization

Created

Reviewed

Published

Disposed Archived

Document Management Planning Process:

Identify the Users

Analyze Documents’ Usage

Plan Documents’ Organization

Plan the Flow of Content

Plan Content Types

Plan Workflows

Plan Policies and Content Control

Identify the Users

Who in your organization creates documents?

Who reviews the documents?

Who edits documents?

Who approves the publications of documents?

Who sets guidelines and polices for managing these documents?

Identifying the content stakeholders helps ensure that you can design and organize your document libraries base on your organization’s needs and processes

Analyze Documents Usage

Analyzing documents usage will help you decide:How document libraries should be structuredWhich site templates to useHow many sites you will need

Collect information about:Document typesPurpose of each document typeAuthor of each document typeFormat of the documentUsers of the documentLocation of the documentHow readers view the document

Plan Documents Organization

SharePoint offers a range of features to help organize and store your documents It offers document libraries for quick document creation and collaboration

Features such as:

Search

Document Set

Create Views, Groups, and Filters for the Documents

Plan the Flow of ContentDocument management is often dynamic, moving from one site to another or from reviewer to another reviewer

Use SharePoint workflows to move content or route the document for review or approval

Content Organizer

Document Filtering

Helpful Features such as:

Plan Content TypesContent Type defines the attributes of a list item, a document, or a folder

Plan Workflows

SharePoint includes workflows that accomplish the following:

Collect Feedback: Send a document for review

Approval: Sends a document for approval

Disposition: Manages document expiration and disposition

Collect Signatures: Routes a document for signature

Created

Reviewed

Published

Plan Policies and Content Control

Information management policy is a set of rules for a type of content. It can help organization to comply with legally mandated requirements.

It can specify:

Who can access your document

How long the document can be retained

Policy features available in SharePoint Server 2010: Expiration

Auditing

Labeling

Barcode

Bringing it All Together Know what content management means for your organization.

This will help you design the solution that fits your organization’s needs.

Define content stakeholders’ roles and responsibilities. These are the people that will support your solution and help ensure its success.

Identify how users adapt to change. Just because there are more efficient ways to do things doesn’t mean that users will adopt them. Content management can be a big change.

Communicate the value of the new solutions, and how they can make the users’ tasks easier.

Enterprise Content Management ResourcesSharePoint Server Planning Part I: http://

www.microsoft.com/download/en/details.aspx?id=7028

What is Enterprise Content Management: http://www.aiim.org/What-is-ECM-Enterprise-Content-Management

Enterprise Content Management in SharePoint Server 2010:http://technet.microsoft.com/en-us/sharepoint/ee263905

Q & A

SharePoint Saturday Virginia Beach Sponsors

January 7, 2012