How Microsoft SharePoint Gives You a Realistic Approach to Content Management
Nicky BleielSenior Information DeveloperComponentOneSTC Rochester Spectrum Conference23 April, 2012
What We Will Cover• Why manage content?• Reasons to Adopt SharePoint• SharePoint’s Content Management Features• Demonstration of SharePoint
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.
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
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
Content Management in SharePoint Regulatory compliance/ Records Enterprise accessibility and management search Enterprise Content Management (ECM) Web Content Management Document Management (WCM)
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
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
Information Rights ManagementIRM is more powerful than permissions…• Restrict printing (even copy/paste)• Require credentials at intervals• Auditing featuresFor confidential/sensitive content
Translation ManagementTranslation Management Libraries: – Automatically create copies for each language – Assign translation tasks to translators – Start a translation workflow
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.
References/Further Reading“How Many SharePoint Users? No One Knows for Sure” by Ann Allhttp://www.itbusinessedge.com/cm/blogs/all/how-many-sharepoint-users-no-one-knows-for-sure/?cs=36875“How are Businesses Using SharePoint in the Enterprise?” WhitePaper from Global 360: http://global360.com/xres/uploads/resource-center-documents/012811_WhitePaper_SharePoint_Survey_2011-B.pdfThree-part blog series on managing Microsoft Word DocumentReviews in SharePoint:• http://our.componentone.com/2011/07/11/managing-word-document- reviews-in-microsoft-sharepoint/Blog post with SharePoint installation instructions:• http://our.componentone.com/2011/03/17/curious-about-sharepoint- it-is-easy-to-install/
Learn MoreLinkedIn Groups (www.linkedin.com)• SharePoint 2010• SharePoint Users Group• SharePoint 2007 & 2010Microsoft SharePoint Help and How-to:http://office.microsoft.com/en-us/sharepoint-server-help/Microsoft’s “SharePoint 2010 Training at YourDesk” http://office.microsoft.com/en-us/sharepoint-server-help/take-sharepoint-server-2010-training-at-your-desk-HA101859255.aspx