BP303 Taxonomy Versus Folksonomy:                  Document Management in a Social Age                  Femke Goedhart | B...
Femke GoedhartBusiness Consultant specializing in Social Business & Document Management Author on the IBM® Redbooks® team...
Agenda Evolution of knowledge The file management spectrum Document management elements Strategy Q&A 3
Agenda Evolution of knowledge The file management spectrum Document management elements Strategy Q&A 4
1960-1975 5
1975-20016
2001-20157
Data    Information                  Knowledge8
Company    End User9
Top-Down     Bottom-up10
Name      Number           City        Country                       John      +1 702 022 112   Boston      USA           ...
Systems of Record Systems ofEngagement  12
1986 99%                                           1%Information explosion                                                ...
Knowledge is thenew ‘oil’ of thepower spectrum14
Taxonomy       (Social)      Document     Management      Folksonomy15
Agenda Evolution of knowledge The file management spectrum Document management elements Strategy Q&A 16
The 5 components of ECM  CAPTURE  MANAGE  STORE  PRESERVE  DELIVER 17
Focus...  CAPTURE  MANAGE  STORE      Document             Management  PRESERVE  DELIVER 18
File Management spectrum                Company                 End User 19
Company     Long Term              Instant                 End User20
Company       Long Term                   Instant     Document Collaboration   Document Sharing                       End ...
Company       Enterprise Content      Document Point         Management              Solutions       Long Term            ...
Company      Enterprise Content         Document Point         Management                 Solutions      (IBM FileNet®, IB...
Company     Enterprise Content                Document Point       Management                        Solutions     Long Te...
Social Content Management                                           People Centric                                        ...
Working anywhere Browser integration Desktop integration Mail & Office suite integration Mobile support  26
Example: mobile file management 27
Example: mobile file management                                  Excerpt of Dropbox Terms of service as of Jan 2013 28
29
FileNet,   CMIS,Content Navigator   Open Social30
Document management inIBM Connections                                 Bookmarks                                           ...
Example of ECM libraries in IBM Connections 32
Examples of ECM attributes in IBM Connections                                  Taxonomy & structure through folders and hi...
Company       Enterprise Content      Document Point         Management              Solutions       Long Term            ...
Document Management in IBM Connections                                                             Files                  ...
ECM Magic Quadrant 2012 - Gartner      Document Libraries      Manage & control documents and      ensure trustworthiness ...
Translated to how you could use this....      Document Libraries         Run through approval cycles &          processin...
Agenda Evolution of knowledge The file management spectrum Document management elements Strategies Q&A 38
Document types & meta data 39
40
Dynamic document management elements      Check-in Check-out      Versioning      Workflow / BPM      Security      Search...
Record management and retention                                    Compliance                              Regulation     ...
Let’s look at an example: Version management 43
Example version management                                        Press 5                                                 ...
Examples of social attributes                  Simultaneous editing : IBM Docs® 45
But......                                                 1.0        1                                          1.1       ...
01-02-2013     Jan 2nd or Feb 1st?47
Agenda Evolution of knowledge The file management spectrum Document management elements Strategy Q&A 48
Deciding your organization’s strategy....      Codification                          Personalization 49
Ask yourself...                  standard or customized?                   mature or innovative?                      expl...
Codification                         Enterprise Content                           Management                Long Term     ...
You need the other part too...         Codification                                 Enterprise Content                    ...
Where are you?     Where do you want to go?            http://ecm3.org/53
Maturity Levels ECM3                                              Various solutions, policies and                         ...
Maturity Dimensions ECM3                           IT Expertise                           Business Expertise              ...
56     Source: ECM3 Model http://ecm3.org/
57     Source: ECM3 Model http://ecm3.org/
58
Agenda Evolution of knowledge The file management spectrum Document management elements Strategy Questions? 59
Legal disclaimer   © IBM Corporation 2013. All Rights Reserved.   The information contained in this publication is provide...
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BP303 Taxonomy versus Folksonomy: Document Management in a Social Age

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With the rise of social business and platforms like IBM Connections, many companies are re-evaluating their document strategies. Ideals of employee-driven sharing, tagging and folksonomies are desired, but is all documentation really suited for the freedom of ‘social’? Do some types require more structure, process and control? If so, how do you determine this and integrate it with your social ambitions? This session will cover the principles of document management and social file-sharing. You'll learn how concepts like versioning, meta-data, retention, record and lifecycle management are important to you. We'll show you how to identify key requirements for document management within your organization and teach you how to strategically plan your way forward.

Published in: Technology

BP303 Taxonomy versus Folksonomy: Document Management in a Social Age

  1. 1. BP303 Taxonomy Versus Folksonomy: Document Management in a Social Age Femke Goedhart | Business Consultant© 2013 IBM Corporation
  2. 2. Femke GoedhartBusiness Consultant specializing in Social Business & Document Management Author on the IBM® Redbooks® team for “Self Assessment and Strategy Guide for Migrating from Domino Document Manager” IBM Redbooks Thought Leader for the IBM Social Business Insights blog Member of the Social Connections organizing team, the first global IBM Connections® User Group IBM Champion Collaboration Solutions 2011-2012, 2013LinkedIn: http://nl.linkedin.com/in/femkegoedhartTwitter: @FemkeGoedhartBlog: http://femkegoedhart.comCompany: http://silverside.nlSlideshare: http://www.slideshare.net/femwareSilverside, IBM Premier Business Partner in The Netherlands. Making a difference inbuilding Social solutions & adoption of collaborative software 2
  3. 3. Agenda Evolution of knowledge The file management spectrum Document management elements Strategy Q&A 3
  4. 4. Agenda Evolution of knowledge The file management spectrum Document management elements Strategy Q&A 4
  5. 5. 1960-1975 5
  6. 6. 1975-20016
  7. 7. 2001-20157
  8. 8. Data Information Knowledge8
  9. 9. Company End User9
  10. 10. Top-Down Bottom-up10
  11. 11. Name Number City Country John +1 702 022 112 Boston USA Anna +31 754 442112 Amsterdam Netherlands ERP Sue-Ann +44 64 425 234 London UK Mitchel +1 702 422 317 New York USA File Management Collaboration11
  12. 12. Systems of Record Systems ofEngagement 12
  13. 13. 1986 99% 1%Information explosion 2002Digital versus Analog 51% 49% 2007 6% 94% 2020
  14. 14. Knowledge is thenew ‘oil’ of thepower spectrum14
  15. 15. Taxonomy (Social) Document Management Folksonomy15
  16. 16. Agenda Evolution of knowledge The file management spectrum Document management elements Strategy Q&A 16
  17. 17. The 5 components of ECM CAPTURE MANAGE STORE PRESERVE DELIVER 17
  18. 18. Focus... CAPTURE MANAGE STORE Document Management PRESERVE DELIVER 18
  19. 19. File Management spectrum Company End User 19
  20. 20. Company Long Term Instant End User20
  21. 21. Company Long Term Instant Document Collaboration Document Sharing End User21
  22. 22. Company Enterprise Content Document Point Management Solutions Long Term Instant Document Collaboration Document Sharing End User22
  23. 23. Company Enterprise Content Document Point Management Solutions (IBM FileNet®, IBM (integrated business Content Manager®) tools) Long Term Instant Document Collaboration Document Sharing (IBM Connections, (file system, Dropbox) Quickr®) End User23
  24. 24. Company Enterprise Content Document Point Management Solutions Long Term Instant Document Collaboration Document Sharing End User24
  25. 25. Social Content Management People Centric Open and collaborative Traditional ECM Community oriented Document Centric Infrastructure and Centralized Content in context... user tags & ratings Ad-hoc Collaboration Metadata oriented Inside and outside the firewall Inside the firewall Source IBM “Predictability versus knowledge accidents...”25
  26. 26. Working anywhere Browser integration Desktop integration Mail & Office suite integration Mobile support 26
  27. 27. Example: mobile file management 27
  28. 28. Example: mobile file management Excerpt of Dropbox Terms of service as of Jan 2013 28
  29. 29. 29
  30. 30. FileNet, CMIS,Content Navigator Open Social30
  31. 31. Document management inIBM Connections Bookmarks Save, share, and discover bookmarks Blogs Profiles Present your own ideas, and learn from others Find the people you need Files Post and share, documents, presentations, Communities images, and more Work with people who share common roles and expertise Document / Linked Libraries Securely manage and collaborate on business documents Wikis Create web content together Home page See whats happening across your Activities social network Organize your work and tap your professional network Social Analytics Discover who and what you don’t Forums know via recommendations Exchange ideas with, and benefit from the expertise of others Micro-blogging Media Gallery Reach out for help your social network Add sizzle by sharing rich media like Photos and Videos Ideation Blogs Create ideas and leverage the crowd to develop them 31
  32. 32. Example of ECM libraries in IBM Connections 32
  33. 33. Examples of ECM attributes in IBM Connections Taxonomy & structure through folders and hierarchies Lifecycle management Lifecycle management & locking Review cycles Versioning Document types & Meta data 33
  34. 34. Company Enterprise Content Document Point Management Solutions Long Term Instant Document Collaboration Document Sharing End User34
  35. 35. Document Management in IBM Connections Files Post and share, documents, presentations, images, and more Document / Linked Libraries Securely manage and collaborate on business documents Document Libraries Manage & control documents and ensure trustworthiness Community Files Personal Files Share, collaborate and relate files Store my files 26 35
  36. 36. ECM Magic Quadrant 2012 - Gartner Document Libraries Manage & control documents and ensure trustworthiness IBM Community Files Personal Files Share, collaborate and relate files Store my files 36
  37. 37. Translated to how you could use this.... Document Libraries  Run through approval cycles & processing  Manage published versions  Retain & archive Add to library Community Files Personal Files  Share with teams  Concepts & early drafts  Collaborate & get feedback  Share selectively  Co-author Add to community 26 37
  38. 38. Agenda Evolution of knowledge The file management spectrum Document management elements Strategies Q&A 38
  39. 39. Document types & meta data 39
  40. 40. 40
  41. 41. Dynamic document management elements Check-in Check-out Versioning Workflow / BPM Security Search and navigation 41
  42. 42. Record management and retention Compliance Regulation Legislation ISO 42
  43. 43. Let’s look at an example: Version management 43
  44. 44. Example version management Press 5 Press 5 PRODUCTION PROD 1.0 2.0 Released 1.3 Released version 1.0 version 2.0DRAFT Approval DRAFT 1.1 1.2 Die 1.0 scrapped Customer RFC Lifecycle Management 44
  45. 45. Examples of social attributes Simultaneous editing : IBM Docs® 45
  46. 46. But...... 1.0 1 1.1 2 Version: 1, 2, 3, 4... 1.2 Version: 1.0, 1.1, 1.2, 2.0... 3 4 2.0 46
  47. 47. 01-02-2013 Jan 2nd or Feb 1st?47
  48. 48. Agenda Evolution of knowledge The file management spectrum Document management elements Strategy Q&A 48
  49. 49. Deciding your organization’s strategy.... Codification Personalization 49
  50. 50. Ask yourself... standard or customized? mature or innovative? explicit or tacit? Codification Personalization 50
  51. 51. Codification Enterprise Content Management Long Term Document Collaboration Personalization51
  52. 52. You need the other part too... Codification Enterprise Content Management Long Term -8 0? 20 Document Collaboration Personalization 52
  53. 53. Where are you? Where do you want to go? http://ecm3.org/53
  54. 54. Maturity Levels ECM3 Various solutions, policies and procedures are in the process of being implemented but without a broader strategy. Information is managed Lifecycle management is still in Content management fully enabled in locally and individually it’s infancy. a flexible and integrated architecture allowing for quick implementation of new content and technology Content is managed pervasively and Document management is incorporates social/collaborative content emerging but still poorly used management. Lifecycle management and retention have been covered. 54 Source: ECM3 Model http://ecm3.org/
  55. 55. Maturity Dimensions ECM3 IT Expertise Business Expertise Human Process Alignment Content/Metadata Depth Information Governance Re-use Findability Scope Breadth Systems Security Usability 55 Source: http://ecm3.org/
  56. 56. 56 Source: ECM3 Model http://ecm3.org/
  57. 57. 57 Source: ECM3 Model http://ecm3.org/
  58. 58. 58
  59. 59. Agenda Evolution of knowledge The file management spectrum Document management elements Strategy Questions? 59
  60. 60. Legal disclaimer © IBM Corporation 2013. All Rights Reserved. The information contained in this publication is provided for informational purposes only. While efforts were made to verify the completeness and accuracy of the information contained in this publication, it is provided AS IS without warranty of any kind, express or implied. In addition, this information is based on IBM’s current product plans and strategy, which are subject to change by IBM without notice. IBM shall not be responsible for any damages arising out of the use of, or otherwise related to, this publication or any other materials. Nothing contained in this publication is intended to, nor shall have the effect of, creating any warranties or representations from IBM or its suppliers or licensors, or altering the terms and conditions of the applicable license agreement governing the use of IBM software. References in this presentation to IBM products, programs, or services do not imply that they will be available in all countries in which IBM operates. Product release dates and/or capabilities referenced in this presentation may change at any time at IBM’s sole discretion based on market opportunities or other factors, and are not intended to be a commitment to future product or feature availability in any way. Nothing contained in these materials is intended to, nor shall have the effect of, stating or implying that any activities undertaken by you will result in any specific sales, revenue growth or other results. Microsoft and Windows are trademarks of Microsoft Corporation in the United States, other countries, or both. All references to Greenwell refer to a fictitious company and are used for illustration purposes only. 60
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