Social ECM - How Social Media impacts Enterprise Content Managemnet


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Social Media creates a lot of content. This content needs to be managed - especially if the content is created within an enterprise (Note: an enterprise in this definition is any organization that is a business). Enterprises need to insure the content is captured and perhaps controlled and moderated. This is not to say it's a Big Brother scenario. However, businesses do need to protect themselves and their assets (written and otherwise).

This presentation walks through a few scenarios where Social Media and Enterprise Content Management overlap. Smart companies (enterprises) will have plans in place to track, monitor and manage content that may affect their organization. Not doing so is at their peril.

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  • You say on slide 16 that content is king... I have heard that 'awareness' is king.
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  • Metadata is Data that Describes Data.In the ECM world Metadata is the lifeblood of the organization. Metadata drives to tagging engine and efforts. Metadata is used by people to define and describe the information they are working on – whether it’s a paper document, an electronic document (see Creating Content in SharePoint slide), a picture, an audio or video file, an engineering drawing, or something else. Metadata is used by computer systems (ECM systems too) to quickly parse and deliver the information to a query. Capturing the information right … the first time is critical to ECM solution success. Social ECM happens in real-time. The ability to track, monitor and act on triggers (a workflow / bpm task) is critical to the success of an ECM solution. The ECM solution extends to the enterprise … customer service (think tweets and facebook comments); marketing; product development; etc.Tags: TechnoratiSocial MediaUGCDiggSearchBlogECMSharePointConversationsBookmarkTwitterFacebookLinkedInYouTubeFlickrNewsgatorSocial ComputingtaxonomyfolksonomyComplianceRecordOutlook ConnectorDataset
  • Everyone creates content. Not all content is created equal … yet EVERYONE creates content.The use of Social ECM allows for all content to be tagged and as necessary added to the proper taxonomy.
  • Social ECM – It’s not about the Technology - Convergence of Social Media and ECM -
  • Source: In Jan 2010 Microsoft asked partners to create a Social App within a Week. Guess What? They did it!
  • For more information – see Michael Gannotti - Paolo Tosolini -
  • Social ECM - How Social Media impacts Enterprise Content Managemnet

    1. 1. Social ECM<br />Jeff Shuey<br />Director, Business Development<br />Eastman Kodak<br />
    2. 2. Webcast Details<br />E-mail Invite / Web Page Info<br />Let's face it: FaceBook and Twitter have changed the way we interact with others-- even our colleagues. It's only fitting that the recent updates in SharePoint 2010 reflect these trends.<br />This session will focus on how to leverage social interaction within the enterprise to maximize productivity.<br />
    3. 3. Agenda<br />Social Media and ECM<br />Why SharePoint for Social ECM<br />The Future of Social ECM<br />
    4. 4. Where to Start?<br />Why DO Social Media?<br />What arethe Risks?<br />What arethe Rewards?<br />
    5. 5. Why DO Social Media?<br />
    6. 6. Social Media hasn’t changed ANYTHING<br />Social Media has changed EVERYTHING<br />
    7. 7. Polling Slide<br />Does your company have Social Media Policy and Usage Guidelines?<br />Yes<br />No<br />Under Development<br />Not Sure<br />Why should we<br />
    8. 8. SharePoint 2010 Social ECM Features<br />Features that will help Social ECM Efforts:<br />Document ID: <br />Generates a unique identifier for every document uploaded. Documents / Objects can be tracked even when moved.<br />Metadata: <br />Organizes information with features such astagging, ratings and keywords. A shift from the traditional hierarchical file and folder structure.<br />Records Management:<br />Allows users to declare a document as a record <br />Schedules can be defined to transfer these declared records to the Record Center. <br />Auditing metadata are such as expiration, author, hold, etc. are available.<br />Social Computing: <br />Users define social relationships and relevance of information with My Sites <br />Tag posts, job activities, what they are working on, posting messages and notes and interact with colleagues.<br />Taxonomy & Folksonomy<br />Ease of Use:<br />Tight integration with Office 2010 allows content from an office document on the desktop to interact with SharePoint 2010 making it very efficient for users. <br />Everyone is a content creator. Web publishing has been simplified with a rich and familiar authoring experience. It has reduced clicks to publish content and it truly empowers everyone to be a content author.<br />Source: Dux Raymond Sy<br />
    9. 9. Definitions<br />Tags<br />Keywords that group and organize objects<br />Taxonomy<br />Classification according to a pre-determined system<br />Folksonomy<br />The spontaneous cooperation of a group of people to organize information into categories; a user-generated taxonomy<br />
    10. 10. Who gets to create content?<br />What are the risks with content?<br />Regulated Industries<br />Internal Policies<br />Partnership Agreements<br />Intellectual Property Rights<br />Non-Disclosure Agreements<br />Should we just leave it to the Professionals?<br />
    11. 11. What is “Enterprise” Content?<br />Traditional<br />Paper and Digital information<br />New World Order<br />Mobile Data<br />LBS data<br />Paper Based Information<br />Call Center Information<br />Web Page Registrations<br />Event Attendees<br />Anything that crosses your firewall?<br />Examples: <br /><ul><li>Regulated Industries on Twitter
    12. 12. Whole Foods has 50 Twitter Accounts</li></li></ul><li>Social ECM – Things your Lawyer will ask<br />Why apply Tags, Notes, Taxonomy and a Folksonomy?<br />The New Abilities<br />Find-ability<br />Put-ability<br />Discover-ability<br />Key Point:<br />You may not find it, but others will.<br />
    13. 13. Some Common Questions<br />Is this part of my job?<br />Will I get in trouble for posting this?<br />How much time should I spend on Social Media sites?<br />Will it affect my performance review?<br />Who else is doing this?<br />Who will see this?<br />
    14. 14. Content Creation in SharePoint<br />Traditional<br />Word<br />PowerPoint<br />Excel<br />Outlook<br />Increasingly Common<br />Video<br />Audio / Podcast<br />Blogs<br />Social Bookmarks<br />Notes (2010)<br />Tags (2010)<br />
    15. 15. The Conversation Prism<br />Source: Brian Solis and Jess3<br />
    16. 16. It’s all Metadata<br />
    17. 17. Is Content King?<br />No … Curation is King<br />
    18. 18. Using Social Media<br />Content Use in Action<br />Find Experts<br />Empower Employees <br />Taxonomy / Folksonomy<br />Protect your Assets<br />The Power of Social ECM<br />Social ECM – It’s not about the Technology<br />
    19. 19. Polling Slide<br />How many of you regularly use:<br />Facebook<br />LinkedIn<br />Twitter<br />
    20. 20. Polling Slide<br />Have you ever seen compromising content posted (from an ECM / Records Management / Legal) perspective:<br />Yes<br />No<br />Not Sure<br />What does “compromising” mean?<br />
    21. 21. The Future of Social ECM<br />Search <br />Traditional<br />Real-Time<br />Social<br />Search and Act<br />Indexed Video<br />Indexed Audio<br />Location Based Services<br />Location and Time Based<br />Widgets & Web Apps<br />Digital Asset Management<br />LifeStream<br />Search by: <br /><ul><li>Word
    22. 22. Scene
    23. 23. Face
    24. 24. GPS Coordinates</li></ul>Advanced Features:<br /><ul><li>Expert Search
    25. 25. Dynamic / Intelligent Search</li></li></ul><li>Tune your content for search<br />Enable tagging<br />Ratings (reputation management)<br />Search facets<br />Empower the user<br />Let the user tag THEIR WAY <br />Folksonomy <br />Folksonomy may become Taxonomy<br />
    26. 26. SharePoint has Notes<br />What are they?<br />New to SharePoint 2010<br />Allows for the propagation of Notes across SharePoint site<br />Best Use: Use for Social Stream & News Feeds<br />What are the pros?<br />Easy to use<br />Easy to share across sites<br />What are the cons?<br />EVERYONE gets notified when a note changes.<br />Even if this information is confidential<br />Could Notes become Social Bookmarking for SharePoint?<br />
    27. 27. Polling Slide<br />Would the ability to have notes within SharePoint that can be tied to a specific object be useful?<br />I need it now<br />I’m not sure I know what this means<br />Who gets to see the notes<br />
    28. 28. Microsoft & Partners<br />
    29. 29. A Few Experts<br />Mike Gannotti– Michael on the Go!!!<br />Paolo Tosolini– Podcast and Academy Mobile<br />
    30. 30. Next Steps<br />Find your Socialista’s<br />The Role(s) of Content Creators<br />The Role of Curator<br />The Impact on ECM<br />Productivity<br />Satisfaction<br />Engagement<br />Retention<br />
    31. 31. Wrap Up<br />You are already DOINGSocial Media<br />Whether you are tracking it and accounting for Social Media activity is a different issue<br />SharePoint 2010 is a great place to start<br />SharePoint 2010 has core capabilities that are often good enough, but …<br />Partners have offerings that augment and also fill gaps that Microsoft cannot fill <br />SharePoint will continue to expand beyond the platform and become a Business Operating System --- which will include Social ECM and more<br />
    32. 32. Questions<br />Jeff Shuey<br /><br />M: +1 425 922 8056<br />Twitter: @jshuey<br />Web:<br />Rutherford Wilson<br /><br />Twitter: @Atalasoft<br />Web:<br />