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.
2. Femke Goedhart
Business 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, 2013
LinkedIn: http://nl.linkedin.com/in/femkegoedhart
Twitter: @FemkeGoedhart
Blog: http://femkegoedhart.com
Company: http://silverside.nl
Slideshare: http://www.slideshare.net/femware
Silverside, IBM Premier Business Partner in The Netherlands. Making a difference in
building Social solutions & adoption of collaborative software
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3. Agenda
Evolution of knowledge
The file management spectrum
Document management elements
Strategy
Q&A
3
4. Agenda
Evolution of knowledge
The file management spectrum
Document management elements
Strategy
Q&A
4
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
Collaboration
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21. Company
Long Term Instant
Document Collaboration Document Sharing
End User
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22. Company
Enterprise Content Document Point
Management Solutions
Long Term Instant
Document Collaboration Document Sharing
End User
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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 User
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24. Company
Enterprise Content Document Point
Management Solutions
Long Term Instant
Document Collaboration Document Sharing
End User
24
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...”
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26. Working anywhere
Browser integration
Desktop integration
Mail & Office suite integration
Mobile support
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30. FileNet, CMIS,
Content Navigator Open Social
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31. Document management in
IBM 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 what's 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
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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
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34. Company
Enterprise Content Document Point
Management Solutions
Long Term Instant
Document Collaboration Document Sharing
End User
34
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
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35
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
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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
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37
38. Agenda
Evolution of knowledge
The file management spectrum
Document management elements
Strategies
Q&A
38
44. Example version management
Press 5 Press 5
PRODUCTION PROD
1.0 2.0
Released 1.3 Released
version 1.0 version 2.0
DRAFT Approval
DRAFT
1.1
1.2
Die 1.0 scrapped
Customer RFC
Lifecycle Management
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50. Ask yourself...
standard or customized?
mature or innovative?
explicit or tacit?
Codification Personalization
50
51. Codification
Enterprise Content
Management
Long Term
Document Collaboration
Personalization
51
52. You need the other part too...
Codification
Enterprise Content
Management
Long Term -8 0?
20
Document Collaboration
Personalization
52
53. Where are you?
Where do you want to go?
http://ecm3.org/
53
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. 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/