The document discusses best practices for implementing content management infrastructure using Microsoft SharePoint. It recommends leveraging industry standards and mapping an organization's formal business policies. It describes SharePoint 2010 features like content types, managed metadata, and content organizers that can help provide a consistent content model and classification system. Common challenges with content management implementations are also outlined, such as inconsistent systems, lack of access to relevant information, and complex user experiences.
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CORRO’LL (COREL) DRISKELL
(404) 425-9597
CORROLL.DRISKELL@KNOWLEDGELAKE.COM
TWITTER: CDRISKELL
6. It seems like all organizations using Microsoft products will over the next
few years implement SharePoint in some fashion
Recent AIIM surveys have indicated adoption rates of over 65% across
multiple geographical regions and different verticals
In many ways, "SharePoint" has become somewhat of a noun in the ECM
space (like "Kleenex" for tissues)
10. Step 4. combine
paper and
Step 2. Define
electronic
& Index the
Step 1. Scan Physical Content PERFECT
documents
Documents FOR
• Advisors
• Investment
researchers
• Bankers
• Traders
• Insurance
brokers
Step 5. Search &
• Risk
Retrieve
managers
• Executive
management
Step 3. Classify in
SharePoint
11. Ease-of-use
Simple and intuitive tagging,
standardized metadata
(controlled vocabularies)
Minimize the user’s required
knowledge of the system
(location)
Complexity of the system is
reduced to simple terms
(application, invoice,…)
Integration into hosted business
processes (workflows )
Integration into where people
work
13. Security
Security e-discovery
e-discovery Records
Management
Records
Management Governance
and Compliance
Governance
and Compliance
Taxonomy
Taxonomy
Content
Repository
Content Rights
Repository Rights Management
Management
CONTENT MANAGEMENTINFRASTRUCTURE
AS INFRASTRUCTURE
CONTENT MANAGEMENT AS
14. Security
Social
Security e-discovery Tools
Social
e-discovery Records Tools
Management
Records Search
Management
Governance
and Compliance Search
Governance
and Compliance
Taxonomy Collaboration Collaboration
Taxonomy Tools
Tools
Content
Content
Repository Rights
Rights
Repository Management
Management
CONTENT MANAGEMENTINFRASTRUCTURE
CONTENT MANAGEMENT AS AS INFRASTRUCTURE USER EXPERIENCE
USER EXPERIENCE
15. Composite
Applications
Workflow
eForms
Security
Social
e-discovery Tools
Records
Management
Search
Governance
and Compliance
LOB Systems
Collaboration
Taxonomy Tools
Content
Repository Rights
Management
CONTENT MANAGEMENT AS INFRASTRUCTURE USER EXPERIENCE
16. Composite
Applications
Workflow
eForms
Security
Social
e-discovery Tools
Records
Management
Search
Governance
and Compliance
LOB Systems
Collaboration
Taxonomy Tools
Content
Repository Rights
Management
CONTENT MANAGEMENT AS INFRASTRUCTURE USER EXPERIENCE BUSINESS SOLUTIONS
19. Describe content within the context of your taxonomy
Metadata required should be kept to a minimum
Metadata usage must support the following:
• Identification of all content
• Control of business processes
• Security of all content
• Support of compliance requirements
• Support of relevant search results
• Integration from LoB application into the Repository
Minimize manual metadata entry
Leverage SharePoint 2010 related features OOTB…
20. Understand your content before implementing a
system
Understand your use cases before implementing a
system
Assign specific metadata or properties to the content
Organize content by topic-specific folders
Target data based on the categories
Avoid using one approach to organize content
31. 1. Content Types
2. Columns
3. Managed Metadata Service
4. Content Type Hub
5. Content Organizer
32.
33.
34. All content uploaded to site is routed to a Drop Off
library when matching rules exists
Use Content Organizer Rules To…
• Determine which Library or Site content is uploaded to
• Optionally create and upload into folder based on properties
36. Allows documents with same name from being
uploaded
Automatically:
• Creates a new version
OR
• Appends characters to create new name
37. 1. Content Types
2. Columns
3. Managed Metadata Service
4. Content Type Hub
5. Content Organizer
6. Information Management
Policy
38. • Information management
policies and policy features
• Information management
policy integration with
Office system applications
• Policy features available in
SharePoint Server 2010
• Document policies
•
40. Content System Inconsistent
Unusable Content Model
Access
Classification System
to Relevant
Ineffective
Information
Unmanageable Diverse Access
Information to Content
41. Email Inbox - Outlook
Email Distribution Lists
File Cabinets
42. Content model isn't consistent
Information is represented in different ways
Classification of content is inconsistent
43. Did You Know that …
Digital content is expanding at an alarming rate, at least, 30%
yearly…
Systems’ content models are not consistent…
All content is unmanageable…
Access to relevant information is a huge challenge…
Many deployed systems are not usable….
Information is represented in different ways…
Organizational users access information in various ways…
Content doesn’t have a single consistent way of being classified…
Aligns with KnowledgeLake as a Strategic Partner
44. Security prevents easy access to
most content
Most Content is hard for users to
reuse
Difficult to ensure proper use of
business practices across all content
Difficult to enforce regulatory
compliance across all content
45. Content Management
systems are expensive
We have too many CM
Systems
CM Systems are too
complex to implement
User resistance is high
46. “..System is too hard to
use..”
“.. it is too difficult to save
documents..”
“..search is almost
impossible…”
This presentation is based largely on the concept of the Microsoft ® SharePoint ® customer journey. Customers who view this presentation have probably deployed SharePoint in their organizations. This presentation is designed to create a foundation for what customers need to do to increase their return on investment. That is, you should describe SharePoint as a strategic platform that increases organizational knowledge through highly secure and compliant collaboration and information-sharing.
Main Point: consolidates all these solutions into a single, scalable business platform using SharePoint In recent years, many organizations have invested heavily in enterprise solutions that manage the flow of information. These enterprise solutions are typically geared around key areas such as enterprise content management, collaboration, search, portal solutions, business process integration, and business intelligence. Such solutions are often supplied by different vendors, built on a variety of technologies, and place additional requirements on your infrastructure and in-house expertise. The solutions are deployed as individual, isolated applications, or require significant integration effort to provide the business information that your information workers require. You may also want to consider the benefits and issues of your enterprise solutions from the perspective of your end users : How many different systems do your employees have to use to do their jobs? How much time does it take an employee to learn to use each system effectively? How easily can an employee find information, share information, or aggregate information from different sources? Office SharePoint Server 2007 consolidates all these solutions into a single, scalable business platform . The initial benefits are clear. Your organization can: Plan and deploy infrastructure for a single solution, rather than several. License a single solution, rather than several. Service and support a single solution, rather than several. How we do it? MOSS 2007 has been architected to leverage a common set of services to provide a common framework for document management and collaboration. Additionally, SharePoint provides a single repository for storing documents of all types, including Web pages and forms. These components are designed to work together, to be flexible, and to interoperate with other services (such as collaboration, business intelligence, search) and technologies (such as LOB systems).
Tag Content – Browse Terms Hierarchically; Keywords are Suggested While Typing. Modify properties in Office Backstage or Using the Document Information Panel. Save to SharePoint directly from Office Backstage View. SharePoint locations by Current, Recent, or Saved Version History Document and Record Properties – declare content as a record, workflow, set retention policy, set expiration The tagging of content with metadata makes it easy to track. Example – An investment bank creates proposals for structured finance deals. Before the docs would reside on file shares, email, and there was no structure to what happens if the deals gets subjected to regulatory review. With the Office and SharePoint solution, proposals are saved in the proper place in SharePoint workspaces, can be searched on, marked confidential. This saves time going through the compliance process with regulatory reviewers.
Tag Content – Browse Terms Hierarchically; Keywords are Suggested While Typing. Modify properties in Office Backstage or Using the Document Information Panel. Save to SharePoint directly from Office Backstage View. SharePoint locations by Current, Recent, or Saved Version History Document and Record Properties – declare content as a record, workflow, set retention policy, set expiration The tagging of content with metadata makes it easy to track. Example – An investment bank creates proposals for structured finance deals. Before the docs would reside on file shares, email, and there was no structure to what happens if the deals gets subjected to regulatory review. With the Office and SharePoint solution, proposals are saved in the proper place in SharePoint workspaces, can be searched on, marked confidential. This saves time going through the compliance process with regulatory reviewers.
SharePoint 2010 & KnowledgeLake as an ECM Platform SharePoint 2010 provides an information-sharing platform, document management platform, workflow platform, business process management framework, and development foundation on which information worker solutions can be created. Comprehensive business solutions can be easily assembled / configured to support a company's information management and business needs.
Standardizing metadata definitions across the enterprise can be helped by adopting industry standards. The Dublin Core Metadata Initiative is a standards group engaged in the development of metadata standards that support a broad range of purposes such as content libraries. Organizations should carefully select which metadata elements are appropriate and not just include all of them without consideration. The United States Department of Defense Record Management Application design criteria standard lists metadata necessary or useful for a records management system. An organization can also develop their own standard set, normally between 5 and 15 metadata columns, that make most sense for their environment. There are specific disciplines within the organization that might also have unique standards that they wish to enforce, such as for compliance, security, human resources, or risk management.
Groups objects according to a predefined relationship or set of characteristics Taxonomy built using content types, metadata, and containers (sites, libraries and folders) Describe content within the context of your taxonomy Metadata required should be kept to a minimum Metadata usage must support the following: Identification of all content Control of business processes Security of all content Support of compliance requirements Support of relevant search results Minimize manual metadata entry Leverage SharePoint 2010 related features Column types used to restrict captured descriptions / metadata Associate default values with Libraries (Document Sets) and folders Validate captured descriptions within the library container Leverage the Managed Metadata Services to enforce controlled terms across the entire SharePoint platform
Organize content by topic-specific folders Assign specific metadata or properties to the content Target data based on the taxonomy / categories Target content based on the metadata / attributes Avoid using one approach to organize content Understand your content and Your use cases before selecting and implementing a content management, records management and search system
compelling problems many organizations face when attempting to implement SharePoint 2010 as an Enterprise Content Management (ECM), Records Management (RM), Document Management (DM) or Workflow Management platform Classification System is ineffective due to a lack of consistency or it is incomplete. That is, the users are not describing the content using a consistent vocabulary or not at all.
Main Point: In addition to hard drives there are many other “bad” repositories Multiple repositories and solutions Personal archives Outlook File system and network file shares SharePoint libraries 3 rd Party ECM system Related content disconnected unless all repositories are maintained and updated for consistency SP value is proportional to content absorbed
Digital content is expanding at an alarming rate, at least, 30% yearly. Content is unmanageable Access to relevant information is a huge challenge Many systems are not usable Information is represented in different ways Content model is not consistent People don't access information in the same way Content doesn't have one way of being classified