sharepoint enterprise content and document management
DESCRIPTION
The 4 pillars of a successful enterprise content management system and DMS. Succeed with your enterprise content and SharePoint projects.TRANSCRIPT
CPS:Unlock your organisation with SharePoint
CPS: Unlock your organisation with SharePoint
RecordsManagement
DocumentManagement
Analyse,Identify,Develop
Enterprise Content Management
Enterprise Content Management
CreateControlProtect
CPS: Unlock your organisation with SharePoint
Create and organise content easily
Ease the process of content creation through intuitive and simple approach to discovery and collaboration
Adhere to compliance via content policies, IA and taxonomy
Routing and workflow ensure content is in the right place
Reduce risk and manage compliance with centralised tools and policies
Define permissions, versioning and record management to ensure the truth is auditable
Create Control Protect
Enterprise Content Management (ECM)
CPS: Unlock your organisation with SharePoint
Analyse,Identify,Develop
Records Management
Document Management
Enterprise Content Management
Document Management
RecordsManagementCreate
ControlProtect
OrganiseDiscoverConsume
CPS: Unlock your organisation with SharePoint
Standard UI and UXIntegration with desktop software (Office)Capture Metadata at sourceCapture Folksonomy (collaborative tagging)Collaborate on creationVersion ControlDocument Control (Approval)
Unified location for all contentSecure storage (ACL, Active Directory)File type models (BLOB, SQL, external)Recycle binContinuously indexedAutomation of tasks (Workflow)
Centralised information storeSearch by contextRefine metadata resultsIntegration with desktop software (Office, Outlook etc.)Secured based on user permissionsAutomatically surface relevant content.
Capture Store Retrieve
Document Management System (DMS)
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Records Management
Analyse, Identify, Develop
Document Management
Enterprise Content Management
Records Management
CreateControlProtect
OrganiseDiscoverConsume
ProtectArchiveDestroy
Analyse,Identify,Develop
CPS: Unlock your organisation with SharePoint
What Is Records Management?
The practice of identifying, classifying, archiving, preserving and destroying content according to a set of pre-defined standards.
Why do we need Records Management?
Manage risk more effectively through compliance and regulatory requirementsi.e. Sarbanes-Oxley, HIPAA etc
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• Central content types– Defines the common characteristics of a
group of content• Content Organiser
– Users rules to deploy content to the right place, even emails
• Taxonomy/Folksonomy– Terms and tags to define the context of a
document• Information Architecture
– The structural design of your information environment
• Metadata Navigation– Build hierarchical navigation based on content
and findability• File Plan
– Asset management of your information• Document IDs
– GPS for your documents. Find a document even when moved.
• Retention Policy– Auto archive or delete based on predefined
rules.
Document/Records Management Structure
CPS: Unlock your organisation with SharePoint
Analyse, Identify, Develop
Records Management
Document Management
Enterprise Content Management
Next Steps
CreateControlProtect
OrganiseDiscoverConsume
ProtectArchiveDestroy
Next Steps
CPS: Unlock your organisation with SharePoint
Identify Roles
IT/ Technical Resources
Records Manager/Compliance Officers
Content Managers Business users
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Analyse Content
• Records managers and content managers survey document usage in the organization to determine which documents and other items can/should become records
• Define standard metadata terms• Consolidate ambiguous/duplicate terms• Consider navigation and relationships when defining metadata• Not all items should be metadata – consider how the term will be
used
Map the Metadata
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File Plan• Collect data on your organisational content
– Kinds of items for collection– Where records are stored– Retention periods for records– Who is responsible for managing the various kinds of
content/records
Define Retention Policy• For each content/record type, determine:
– When it is no longer active (being used)– How long it should be retained after that– How it should ultimately be disposed of
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Plan content routing• Create automated routing plan to pass documents to the right
location• Auto assign metadata to documents based on rules• Define drop off area for all documents to be parsed
– Assign content managers to review non-routed documents– Create new rules as new processes are defined/understood
Email Integration• Define simple process for capturing emails and correspondence• Investigate 3rd party tools to integrate into Outlook• Enable incoming email to capture sent emails• Create workflows to route emails to relevant area and assign
document properties/metadata
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Email: [email protected]: www.cps.co.ukTwitter: https://twitter.com/CPS_Solutions
Any Questions?