0
#engageug
Social sharing
versus
organised structure
Must you select only one?
!1
#engageug
Stuart McIntyre
!
• Social Business Strategist
• Social 365 & Change Agents Worldwide
!
• @StuartMcIntyre
• stua...
#engageug
Femke Goedhart
!
• Business Consultant - Social Business, Document Management &
Collaboration
• Silverside B.V.
...
#engageug !4
Age of data
1960-1975
#engageug !5
1975-2001
Age of context
#engageug !6
Age of collaboration
2001-2014
#engageug
Content Management positioning
!7
#engageug !8
Knowledge
Data
Information
#engageug !9
Company
End User
#engageug !10
Company
End User
Codification
Personalisation
#engageug !11
InstantLong Term
Codification
Personalisation
#engageug !12
InstantLong Term
Document
Collaboration
Document Sharing
Codification
Personalisation
#engageug !13
InstantLong Term
Enterprise Content
Management
Document Point
Solutions
Document
Collaboration
Document Shar...
#engageug !14
InstantLong Term
Document
Collaboration
(IBM Connections,
Quickr)
Enterprise Content
Management
(IBM FileNet...
#engageug
InstantLong Term
!15
Document Point
Solutions
Enterprise Content
Management
IBM FileNet
Document Sharing
Documen...
#engageug
Document Management elements
• Record management
• Versioning/Lifecycle management
• Retention
• Archiving/Expir...
#engageug
Social file elements
• Comments
• Likes
• Recommendations
• Sharing
• Tagging / Folksonomy
• Searching
• Discove...
#engageug
IBM’s Portfolio
• Domino document libraries
• Domino.doc / Domino Document Manager
• Quickplace / Quickr
• IBM C...
#engageug
Let’s look at IBM Connections
!19
#engageug
Connections Files
!20
Files
#engageug !21
#engageug !22
#engageug !23
#engageug !24
#engageug !25
Community Files
#engageug !26
#engageug
IBM Connections
• Files & Community Files:
• Social file sharing
• Limited version control
• Can be shared with ...
#engageug
• Access to Files & Community Files via:
• MS Office integration
• Windows Explorer integration
• Notes integrat...
#engageug !29
CCM
#engageug !30
#engageug !31
#engageug !32
#engageug !33
#engageug !34
#engageug !35
Version: 1, 2, 3, 4... Lifecycle mgt
1.2
1.1
1.0
2.0
1
2
3
4
#engageug !36
01-02-2014
!
Jan 2nd or Feb 1st?
#engageug
Linked Libraries
!37
#engageug
IBM Connections (continued)
• Connections Content Manager (CCM) libraries
• New in Connections 4.5
• Requires in...
#engageug
Use Cases
!39
#engageug
Use case 1: Invoices !40
#engageug
Use case 2: Project Doc’s
!41
#engageug
Use case 3: HR
!42
#engageug
Use case 4: Work in progress
!43
#engageug !44
Use case 5: Contracts
#engageug
Comparison
!45
Document Centric
Infrastructure and Centralized
Process oriented
Metadata oriented
Inside the fire...
#engageug !46
Document Point
Solutions
Enterprise Content
Management
IBM FileNet
Document Sharing
Document
Collaboration
I...
#engageug
Determine your need
!47
#engageug
Questions to ask
• Where do you use the information?
• Is it time constricted?
• Are there legal implications li...
#engageug
Recommendations
!
• Be pragmatic
• Complete a requirements gathering phase
• Pilot ‘grey area’ document types to...
#engageug
Any content is better than
no content!
!50
#engageug
Questions?
!51
• @FemkeGoedhart
• f.goedhart@silverside.nl
• nl.linkedin.com/in/femkegoedhart
• @StuartMcIntyre
...
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Social sharing vs. organised structure. Must you select only one?

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Session slides as delivered on March 18th 2014 at Engage in Breda, The Netherlands by Stuart McIntyre & Femke Goedhart

Abstract: So you have connections (or you are thinking about it) and you want to know what it can do for you in the sense of *socialy* managing files but you don't really know how that concept works or if it would work for your organization.
Tags or folders, share or private, community files or personal files, meta-data and document types? What does it mean and where do you start?
Stuart McIntyre and Femke Goedhart will take you through the ups and downs of social file management. When to use it, when not and what you need to know about file and document management to have the discussion if this should replace the department file share.
Coming from two different backgrounds - and often butting heads about this topic - Stuart & Femke will pitch the points and concepts that you need to think about with managing your documents in a social environment and show you examples on how and where to use IBM Connections to do so.

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Transcript of "Social sharing vs. organised structure. Must you select only one?"

  1. 1. #engageug Social sharing versus organised structure Must you select only one? !1
  2. 2. #engageug Stuart McIntyre ! • Social Business Strategist • Social 365 & Change Agents Worldwide ! • @StuartMcIntyre • stuart@social365.com • uk.linkedin.com/in/mcintyre !2
  3. 3. #engageug Femke Goedhart ! • Business Consultant - Social Business, Document Management & Collaboration • Silverside B.V. ! • @FemkeGoedhart • f.goedhart@silverside.nl • nl.linkedin.com/in/femkegoedhart !3
  4. 4. #engageug !4 Age of data 1960-1975
  5. 5. #engageug !5 1975-2001 Age of context
  6. 6. #engageug !6 Age of collaboration 2001-2014
  7. 7. #engageug Content Management positioning !7
  8. 8. #engageug !8 Knowledge Data Information
  9. 9. #engageug !9 Company End User
  10. 10. #engageug !10 Company End User Codification Personalisation
  11. 11. #engageug !11 InstantLong Term Codification Personalisation
  12. 12. #engageug !12 InstantLong Term Document Collaboration Document Sharing Codification Personalisation
  13. 13. #engageug !13 InstantLong Term Enterprise Content Management Document Point Solutions Document Collaboration Document Sharing Codification Personalisation
  14. 14. #engageug !14 InstantLong Term Document Collaboration (IBM Connections, Quickr) Enterprise Content Management (IBM FileNet, IBM Content Mgr, Docova) Document Point Solutions (integrated business tools) Document Sharing (file system, Dropbox) Codification Personalisation
  15. 15. #engageug InstantLong Term !15 Document Point Solutions Enterprise Content Management IBM FileNet Document Sharing Document Collaboration IBM Connections Codification Personalisation
  16. 16. #engageug Document Management elements • Record management • Versioning/Lifecycle management • Retention • Archiving/Expiry • Meta data/Document types • Folders / Taxonomy • Scalability • Security • Checkin-Checkout • Compliance !16 STRUCTURED
  17. 17. #engageug Social file elements • Comments • Likes • Recommendations • Sharing • Tagging / Folksonomy • Searching • Discoverability • “Knowledge accidents” !17 UNSTRUCTURED
  18. 18. #engageug IBM’s Portfolio • Domino document libraries • Domino.doc / Domino Document Manager • Quickplace / Quickr • IBM Connections • IBM Filenet / IBM Content Manager • ISV solutions !18
  19. 19. #engageug Let’s look at IBM Connections !19
  20. 20. #engageug Connections Files !20 Files
  21. 21. #engageug !21
  22. 22. #engageug !22
  23. 23. #engageug !23
  24. 24. #engageug !24
  25. 25. #engageug !25 Community Files
  26. 26. #engageug !26
  27. 27. #engageug IBM Connections • Files & Community Files: • Social file sharing • Limited version control • Can be shared with users and/or communities • Single-layer folder structure • Offline file sync available in Cloud, coming soon on-prem !27
  28. 28. #engageug • Access to Files & Community Files via: • MS Office integration • Windows Explorer integration • Notes integration • Mobile app • Offline files (in cloud today, coming soon to on-prem) • Integration with IBM Docs !28 IBM Connections (continued)
  29. 29. #engageug !29 CCM
  30. 30. #engageug !30
  31. 31. #engageug !31
  32. 32. #engageug !32
  33. 33. #engageug !33
  34. 34. #engageug !34
  35. 35. #engageug !35 Version: 1, 2, 3, 4... Lifecycle mgt 1.2 1.1 1.0 2.0 1 2 3 4
  36. 36. #engageug !36 01-02-2014 ! Jan 2nd or Feb 1st?
  37. 37. #engageug Linked Libraries !37
  38. 38. #engageug IBM Connections (continued) • Connections Content Manager (CCM) libraries • New in Connections 4.5 • Requires integrated or standalone install of Filenet • CCM libraries are created within a community, can have multiple libraries per community • Support Quickr connectors today, new connectors coming soon - allow round-trip editing !38
  39. 39. #engageug Use Cases !39
  40. 40. #engageug Use case 1: Invoices !40
  41. 41. #engageug Use case 2: Project Doc’s !41
  42. 42. #engageug Use case 3: HR !42
  43. 43. #engageug Use case 4: Work in progress !43
  44. 44. #engageug !44 Use case 5: Contracts
  45. 45. #engageug Comparison !45 Document Centric Infrastructure and Centralized Process oriented Metadata oriented Inside the firewall People Centric Open and collaborative Community oriented Content in context... user tags & ratings Inside and outside the firewall Traditional ECM Social Content Management
  46. 46. #engageug !46 Document Point Solutions Enterprise Content Management IBM FileNet Document Sharing Document Collaboration IBM Connections Community Files CCM Files Linked Libraries
  47. 47. #engageug Determine your need !47
  48. 48. #engageug Questions to ask • Where do you use the information? • Is it time constricted? • Are there legal implications linked to the data? • Who is the audience? • How will it be accessed? • Who owns the information? !48
  49. 49. #engageug Recommendations ! • Be pragmatic • Complete a requirements gathering phase • Pilot ‘grey area’ document types to find the right fit • Review (and sometimes use) what you have • and…. !49
  50. 50. #engageug Any content is better than no content! !50
  51. 51. #engageug Questions? !51 • @FemkeGoedhart • f.goedhart@silverside.nl • nl.linkedin.com/in/femkegoedhart • @StuartMcIntyre • stuart@social365.com • uk.linkedin.com/in/mcintyre
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