Enterprise Content Management            (ECM)  The Key Features You Need to Know                         Mary Ann Lorkows...
SharePoint Saturday Virginia Beach Sponsors   January 7, 2012
About Me Expertise: Collaboration Strategy, User Adoptions, Governance,  Enterprise Content Management, Roadmaps. Have g...
AgendaWhat is ECM in SharePointDocument Management  - Planning  - Implementation  - Key Features Bringing it all togeth...
Let’s look at business without content management…    Joe, I need the summary                                Hmmm…maybe   ...
This study reveals that information overload is a remarkablywidespread and growing problem among professionalsaround the w...
Preferred Solutions: Provide Information Management technology or  tools that work together Provide information manageme...
What is ECM in SharePoint?It is the strategies, methods and tools used to capture, manage,store, preserve, and deliver con...
You already know it. You just don’tMetadata?                       know you do.Managed Metadata?Taxonomy?            Metad...
Managed metadata is a hierarchical collection of centrally managedterms that you can define and use as attributes on Share...
Document ManagementIt controls the lifecycle of documents in your organization                  Created                Rev...
Document Management Planning Process:         Identify the Users         Analyze Documents’ Usage         Plan Documents’ ...
Identify the Users Identifying the content stakeholders helps ensure that you can design and organize your document librar...
Analyze Documents UsageCollect information about: Document types Purpose of each document type Author of each document ...
Plan Documents OrganizationSharePoint offers a range of features to help organize andstore your documents It offers docum...
Features such as:                Document Set                                                       Search                ...
Plan the Flow of ContentDocument management is often dynamic, moving from one siteto another or from reviewer to another r...
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 ...
Plan Policies and Content ControlInformation management policy is a set of rules for a type ofcontent. It can help organiz...
Bringing it All Together Know what content management means for your organization.  This will help you design the solutio...
Enterprise Content Management Resources SharePoint Server Planning Part I:  http://www.microsoft.com/download/en/details....
SharePoint Saturday Virginia Beach Sponsors   January 7, 2012
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

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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

    1. 1. Enterprise Content Management (ECM) The Key Features You Need to Know Mary Ann Lorkowski Sr. SharePoint Business Analyst
    2. 2. SharePoint Saturday Virginia Beach Sponsors January 7, 2012
    3. 3. 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
    4. 4. AgendaWhat is ECM in SharePointDocument Management - Planning - Implementation - Key Features Bringing it all togetherQ&A
    5. 5. 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…
    6. 6. 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
    7. 7. 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
    8. 8. 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
    9. 9. You already know it. You just don’tMetadata? know you do.Managed Metadata?Taxonomy? Metadata is data about the data
    10. 10. 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
    11. 11. Document ManagementIt controls the lifecycle of documents in your organization Created Reviewed Published Disposed Archived
    12. 12. 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
    13. 13. 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?
    14. 14. 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
    15. 15. Plan Documents OrganizationSharePoint offers a range of features to help organize andstore your documents It offers document libraries for quick document creation and collaboration
    16. 16. Features such as: Document Set Search Create Views, Groups, and Filters for the Documents
    17. 17. 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
    18. 18. Helpful Features such as: Content Organizer Document Filtering
    19. 19. Plan Content TypesContent Type defines the attributes of a list item, a document,or a folder
    20. 20. 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
    21. 21. 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
    22. 22. 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.
    23. 23. 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
    24. 24. SharePoint Saturday Virginia Beach Sponsors January 7, 2012

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