How Microsoft SharePoint Gives You a Realistic Approach to Content Management


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Managing your content ensures efficiency in your work and accuracy in your documentation.This session discusses managing content with SharePoint and demonstrates some of its features.

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How Microsoft SharePoint Gives You a Realistic Approach to Content Management

  1. 1. Nicky BleielSenior Information DeveloperComponentOneSTC Rochester Spectrum Conference23 April, 2012
  2. 2. What We Will Cover• Why manage content?• Reasons to Adopt SharePoint• SharePoint’s Content Management Features• Demonstration of SharePoint
  3. 3. Biography — Nicky Bleiel • 17+ years of experience as a technical communicator. • Director and VP-elect, Society for Technical Communication. • Written and designed documentation for software products in the documentation, media, industrial automation, simulation, and pharmaceutical industries. • Speaker at STC, WritersUA, tcworld, LavaCon, and CIDM on a variety of topics. • Articles published in STC Intercom, tcworld magazine, TechCom Manager, WritersUA website, and the Content Wrangler.
  4. 4. Why Manage Content?• Efficiency – Content stored in a single location – Findability (metadata) – Automation (workflows/alerts) – Track history• Accuracy – Changes only need to be made once – Permissions/IRM – Consistency (templates)• Important part of the content lifecycle
  5. 5. Content Lifecycle• Requirements • Acquire• Personas • Author• Governance Analyze Collect Publish Manage• Transform • Modeling/Typing• Syndicate • Repository• Evaluate • Metadata Courtesy Rahel Bailie
  6. 6. Reasons to Adopt SharePointSharePoint is a solid solution that yourcompany may already own. – SharePoint is an Enterprise Content Management System – SharePoint has 100 million estimated users – 68% of organizations surveyed use it to manage documents – Tight integration with Microsoft Office – SharePoint is useful even if you do not need to collaborate across the enterprise
  7. 7. Content Management in SharePoint Regulatory compliance/ Records Enterprise accessibility and management search Enterprise Content Management (ECM) Web Content Management Document Management (WCM)
  8. 8. SharePoint’s Core Document Management FeaturesProcess Automation – Workflows – AlertsAccess – Library/Document Permissions – Information Rights ManagementSearch – Metadata – Content TypesVersion History/Source ControlTranslation Management
  9. 9. The Document Library
  10. 10. The Library and Documents Ribbons
  11. 11. Demonstration
  12. 12. Workflows• Workflows automate business processes• Several workflows included, Not Started but you must configure them: – Approval – Collect Feedback In Process – Disposition Approval – Three State – Translation Management Complete• You can create custom workflows: – SharePoint Designer – Visio – Visual Studio
  13. 13. Content Types“Categories” for content…• Built in Content Types, plus custom• Include metadata, workflows• Can be applied to more than one file type• Make it possible to aggregate files efficiently
  14. 14. Information Rights ManagementIRM is more powerful than permissions…• Restrict printing (even copy/paste)• Require credentials at intervals• Auditing featuresFor confidential/sensitive content
  15. 15. Translation ManagementTranslation Management Libraries: – Automatically create copies for each language – Assign translation tasks to translators – Start a translation workflow
  16. 16. TranslationManagement
  17. 17. In Conclusion• SharePoint is installed at many organizations• SharePoint is easy to use, and has many powerful features.• Implementing SharePoint for content management has few risks.• SharePoint’s content management features are useful even if you work alone.
  18. 18. References/Further Reading“How Many SharePoint Users? No One Knows for Sure” by Ann All“How are Businesses Using SharePoint in the Enterprise?” WhitePaper from Global 360: blog series on managing Microsoft Word DocumentReviews in SharePoint:• reviews-in-microsoft-sharepoint/Blog post with SharePoint installation instructions:• it-is-easy-to-install/
  19. 19. Learn MoreLinkedIn Groups (• SharePoint 2010• SharePoint Users Group• SharePoint 2007 & 2010Microsoft SharePoint Help and How-to:’s “SharePoint 2010 Training at YourDesk”
  20. 20. Questions?Contact information:Nicky BleielComponentOnePittsburgh, PAnickyb@componentone.comwww.doctohelp.comwww.nickybleiel.comTwitter: @DocToHelp @nickybleiel
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