ECM Key Features You Need To Know
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ECM Key Features You Need To Know

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SharePoint Enterprise Content Management: The Key Features you need to Know

SharePoint Enterprise Content Management: The Key Features you need to Know

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  • http://www.lexisnexis.com/en-us/home.page
  • Definition derived from:http://www.aiim.org/
  • Microsoft SharePoint Server 2010 Planning Part I: http://www.microsoft.com/download/en/details.aspx?id=7028

ECM Key Features You Need To Know ECM Key Features You Need To Know Presentation Transcript

  • Enterprise Content Management (ECM) The Key Features You Need to Know Mary Ann Lorkowski Sr. SharePoint Business Analyst
  • SharePoint Saturday Virginia Beach Sponsors January 7, 2012
  • About Me Expertise: Collaboration Strategy, User Adoptions, Governance, Enterprise Content Management, Roadmaps. Have guided various companies through SharePoint Planning and Implementation Blog: http://sp.itbizblog.com – A blog dedicated to uncovering business solutions using SharePoint @mdlorkowski
  • AgendaWhat is ECM in SharePointDocument Management - Planning - Implementation - Key Features Bringing it all togetherQ&A
  • Let’s look at business without content management… Joe, I need the summary Hmmm…maybe report an hour from now it’s here… Okay, I think it’s here… After 30 minutes… After almost an hour…
  • This study reveals that information overload is a remarkablywidespread and growing problem among professionalsaround the world, and one that exacts a heavy toll in terms ofproductivity, performance, and employee morale. Workers admit to:  Deleting and discarding information without fully reading it  Delivering incomplete documents, e-mails or other communications because the necessary information could not be found  Disagreements with colleagues about the right way to organize information  Wasting time searching for old emails or documents  Needing to re-create documents because previously created versions could not be found
  • Preferred Solutions: Provide Information Management technology or tools that work together Provide information management technology or tools that are designed to fit the workers’ jobs
  • What is ECM in SharePoint?It is the strategies, methods and tools used to capture, manage,store, preserve, and deliver content and documents related to keyorganizational process.It includes full collaboration platform where users can create andmanage their information.ECM: Provides structure out of chaos Helps maintain order when structure becomes too big Drives participation Ensures compliance Saves costs
  • You already know it. You just don’tMetadata? know you do.Managed Metadata?Taxonomy? Metadata is data about the data
  • Managed metadata is a hierarchical collection of centrally managedterms that you can define and use as attributes on SharePoint Server2010 User’s upload document and tag it with metadata
  • Document ManagementIt controls the lifecycle of documents in your organization Created Reviewed Published Disposed Archived
  • Document Management Planning Process: Identify the Users Analyze Documents’ Usage Plan Documents’ Organization Plan the Flow of Content Plan Content Types Plan Workflows Plan Policies and Content Control
  • Identify the Users Identifying the content stakeholders helps ensure that you can design and organize your document libraries base on your organization’s needs and processes Who in your organization creates documents? Who reviews the documents? Who edits documents? Who approves the publications of documents? Who sets guidelines and polices for managing these documents?
  • Analyze Documents UsageCollect information about: Document types Purpose of each document type Author of each document type Format of the document Users of the document Location of the document How readers view the documentAnalyzing documents usage will help you decide: How document libraries should be structured Which site templates to use How many sites you will need
  • Plan Documents OrganizationSharePoint offers a range of features to help organize andstore your documents It offers document libraries for quick document creation and collaboration
  • Features such as: Document Set Search Create Views, Groups, and Filters for the Documents
  • Plan the Flow of ContentDocument management is often dynamic, moving from one siteto another or from reviewer to another reviewer Use SharePoint workflows to move content or route the document for review or approval
  • Helpful Features such as: Content Organizer Document Filtering
  • Plan Content TypesContent Type defines the attributes of a list item, a document,or a folder
  • Plan WorkflowsSharePoint includes workflows that accomplish the following: Collect Feedback: Send a document for review Approval: Sends a document for approval Disposition: Manages document expiration and disposition Collect Signatures: Routes a document for signature Created Reviewed Published
  • Plan Policies and Content ControlInformation management policy is a set of rules for a type ofcontent. It can help organization to comply with legally mandatedrequirements.It can specify: Who can access your document How long the document can be retainedPolicy features available in SharePoint Server 2010:  Expiration  Labeling  Auditing  Barcode
  • Bringing it All Together Know what content management means for your organization. This will help you design the solution that fits your organization’s needs. Define content stakeholders’ roles and responsibilities. These are the people that will support your solution and help ensure its success. Identify how users adapt to change. Just because there are more efficient ways to do things doesn’t mean that users will adopt them. Content management can be a big change. Communicate the value of the new solutions, and how they can make the users’ tasks easier.
  • Enterprise Content Management Resources SharePoint Server Planning Part I: http://www.microsoft.com/download/en/details.aspx?id=7028 What is Enterprise Content Management: http://www.aiim.org/What-is-ECM-Enterprise-Content- Management Enterprise Content Management in SharePoint Server 2010: http://technet.microsoft.com/en-us/sharepoint/ee263905
  • SharePoint Saturday Virginia Beach Sponsors January 7, 2012