ecm key features you need to know
TRANSCRIPT
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