BP303 Taxonomy versus Folksonomy: Document Management in a Social Age

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

Agenda Evolution of knowledge The file management spectrum Document management elements Strategy Q&A 3

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 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

Systems of Record Systems ofEngagement 12

1986 99% 1%Information explosion 2002Digital versus Analog 51% 49% 2007 6% 94% 2020

Knowledge is thenew ‘oil’ of thepower spectrum14

Taxonomy (Social) Document Management Folksonomy15

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 User21

Company Enterprise Content Document Point Management Solutions Long Term Instant Document Collaboration Document Sharing End User22

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

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

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

FileNet, CMIS,Content Navigator Open Social30

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

Example of ECM libraries in IBM Connections 32

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

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

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

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

Agenda Evolution of knowledge The file management spectrum Document management elements Strategies Q&A 38

Document types & meta data 39

Dynamic document management elements Check-in Check-out Versioning Workflow / BPM Security Search and navigation 41

Record management and retention Compliance Regulation Legislation ISO 42

Let’s look at an example: Version management 43

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

Examples of social attributes Simultaneous editing : IBM Docs® 45

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

01-02-2013 Jan 2nd or Feb 1st?47

Deciding your organization’s strategy.... Codification Personalization 49

Ask yourself... standard or customized? mature or innovative? explicit or tacit? Codification Personalization 50

Codification Enterprise Content Management Long Term Document Collaboration Personalization51

You need the other part too... Codification Enterprise Content Management Long Term -8 0? 20 Document Collaboration Personalization 52

Where are you? Where do you want to go? http://ecm3.org/53

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/

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 Source: ECM3 Model http://ecm3.org/

57 Source: ECM3 Model http://ecm3.org/

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 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

http://claudesuper.com	675
http://femkegoedhart.com	462
http://www.kmolportal.com	54
http://www.idonotes.com	44
http://www.scoop.it	25
http://coco-ana-ballester.env.xing.com	25
http://www.hawaii.edu	11
https://twitter.com	7
http://fr.slideshare.net	5
http://kmolportal.com	3
http://abtasty.com	2
http://kred.com	2
http://planetlotus.org	2
http://preview.shortstackapp.com	2
http://www.onlydoo.com	2
http://femkegoedhart.com.	1
http://www-01.ibm.com	1
http://prlog.ru	1
http://www.comtel.in	1
http://192.168.1.112	1
http://localhost	1

BP303 Taxonomy versus Folksonomy: Document Management in a Social Age

by Femke Goedhart on Jan 31, 2013

Accessibility

Categories

Upload Details

Usage Rights

21 Embeds 1,327

Statistics

BP303 Taxonomy versus Folksonomy: Document Management in a Social Age Presentation Transcript