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Extending SharePoint? Consider Your Current ECM System

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I have been asked many times about extending SharePoint use within an organization and I will typically respond by acknowledging that there are many ways to do this, one of which is to look at what …

I have been asked many times about extending SharePoint use within an organization and I will typically respond by acknowledging that there are many ways to do this, one of which is to look at what you have in place. There is a tendency to look for additional tools outside without consideration of those tools you have already bought and could implement. So, as the title of this segment says, Extending SharePoint? Consider Your Current ECM System.

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  • Hello and welcome to Eye on the Industry, an AIIM presentation designed to help you in your quest to find ways of managing your information and processes more effectively and efficiently. I’m Bob Larrivee, Director of Custom Research at AIIM.I have been asked many times about extending SharePoint use within an organization and I will typically respond by acknowledging that there are many ways to do this, one of which is to look at what you have in place. There is a tendency to look for additional tools outside without consideration of those tools you have already bought and could implement. So, as the title of this segment says, Extending SharePoint? Consider Your Current ECM System.
  • I have been asked many times about extending SharePoint use within an organization and I will typically respond by acknowledging that there are many ways to do this, one of which is to look at what you have in place. There is a tendency to look for additional tools outside without consideration of those tools you have already bought and could implement. So, as the title of this segment says, Extending SharePoint? Consider Your Current ECM System.
  • AIIM research1 shows that more than 50% of organizations use SharePoint for ECM and document management, but that for nearly half of those, it is neither their only, nor their main ECM system. They are quite likely (59%) to be using one of the top four “traditional” ECM systems alongside SharePoint – albeit that there may actually be no connection between the two systems. We also know that SharePoint was often adopted initially for its collaboration and intranet functions, and that content management functionality has often been deployed subsequently, creating some strategic confusion around ongoing use of existing ECM platforms.
  • We also know that despite the addition of new features in the 2013 version of SharePoint, the majority of users are still opting for third-party add-on products to enhance ECM functionality or fix shortcomings within the standard product. Our research shows that popular add-on or companion products include:Workflow and process management (42% using or planning to use)Storage and archive management (41% using or planning to use)Records management and governance products (36% using or planning to use)Integrated scanning and capture products (30% using or planning to use)
  • A few things to consider when looking at extending SharePoint is that most of the major ECM system vendors offer a very capable two-way connector that lets users of either system access content in the other in a relatively seamless way. When you look at SharePoint, it provides a flexible and readily distributed interface that can be used as a portal to content and records held on the traditional ECM system, and potentially to other repositories too. Also consider this, your existing or longer-lived systems may well have more mature information structure when it comes to metadata and taxonomy policies that are in place, and these can be usefully aligned into SharePoint. And finally, most traditional ECM suites will have robust and standards-compliant records management modules that can underlie both SharePoint and other enterprise systems such as ERP. So you see, what I am talking about here is coexistence between SharePoint and your existing ECM system or systems. If you really want to extend SharePoint in your organization, this may well be a way to do so and increase the value of the ECM related investments you have already made.
  • So here are a few things you may want to do now. First, review your SharePoint deployment regarding original expectations and unused potential. Did it do what you expected and are there ways you can increase your return with what you have? Next, catalog areas where you see or have seen the need for additional functionality or local customization. This is where you will be looking to add-on but it is also where you might be able to benefit from your existing ECM system’s capabilities. Finally, take particular care in the areas of BPM, archive management, security and governance, and records management. These are all areas where the more “traditional” players and existing ECM installations have become stronger and where you might gain substantial benefit as a result of using the available connectors to access that functionality.
  • I I hope you have enjoyed this presentation and invite you to visit the AIIM website at www.aiim.org/research, to download a free copy of our white paper titled: Extending SharePoint? Consider Your Existing ECM System. Once there, feel free to browse through the many white papers and research studies AIIM has developed and made available for you. If you would like to contact me directly, I can be reached by email at blarrivee@aiim.org, and found on Twitter and LinkedIn as Bob Larrivee.
  • Transcript

    • 1. Eye on the Industry Extending SharePoint? Consider Your Current ECM System Presented by: Bob Larrivee, Director of Custom Research Sponsored by: Market Intelligence
    • 2. Eye on the Industry Extending SharePoint? Consider Your Current ECM System Presented by: Bob Larrivee, Director of Custom Research Sponsored by: Market Intelligence
    • 3. What Do I Do?  How to extend SharePoint Market Intelligence
    • 4. Research Shows  50% of organizations use SharePoint for ECM  59% also use one of the top four “traditional” ECM systems  SharePoint adopted for collaboration and intranet Market Intelligence
    • 5. SharePoint Add-ons Using or plan to use Workflow and process management Storage and archive management Records management and governance Integrated scanning and capture products 0% 10% 20% 30% 40% 50% Market Intelligence
    • 6. Consider This  ECMS to SharePoint Connectors  SharePoint as the interface  Existing ECMS offer mature information structure  Existing ECMS underlie SharePoint and ERP Market Intelligence
    • 7. Recommendations  Review your SharePoint deployment  Catalog additional needs  Functionality  Local customization  Note specific areas  BPM, Archive Management, Security, RM Market Intelligence
    • 8. Thank You Bob Larrivee is Director of AIIM’s Custom Research. Contact Bob: • blarrivee@aiim.org • @BobLarrivee on Twitter • www.linkedin.com/in/boblarrivee Market Intelligence
    • 9. Eye on the Industry Already an AIIM Professional Member? You can download Extending SharePoint? Consider Your Current ECM System now. Want Access to AIIM’s complete library of research? Become a Pro Member today! Click here for complete details. Market Intelligence

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