With the rise of social business and platforms like IBM Connections, many companies are re-evaluating their document strategies. Ideals of employee-driven sharing, tagging and folksonomies are desired, but is all documentation really suited for the freedom of ‘social’? Do some types require more structure, process and control? If so, how do you determine this and integrate it with your social ambitions? This session will cover the principles of document management and social file-sharing. You'll learn how concepts like versioning, meta-data, retention, record and lifecycle management are important to you. We'll show you how to identify key requirements for document management within your organization and teach you how to strategically plan your way forward.

1. BP303 Taxonomy Versus Folksonomy:
Document Management in a Social Age
Femke Goedhart | Business Consultant
© 2013 IBM Corporation

2. Femke Goedhart
Business Consultant specializing in Social Business & Document Management
 Author on the IBM® Redbooks® team for “Self Assessment and Strategy Guide for Migrating from Domino Document Manager”
 IBM Redbooks Thought Leader for the IBM Social Business Insights blog
 Member of the Social Connections organizing team, the first global IBM Connections® User Group
 IBM Champion Collaboration Solutions 2011-2012, 2013
LinkedIn: http://nl.linkedin.com/in/femkegoedhart
Twitter: @FemkeGoedhart
Blog: http://femkegoedhart.com
Company: http://silverside.nl
Slideshare: http://www.slideshare.net/femware
Silverside, IBM Premier Business Partner in The Netherlands. Making a difference in
building Social solutions & adoption of collaborative software
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3. Agenda
 Evolution of knowledge
 The file management spectrum
 Document management elements
 Strategy
 Q&A
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4. Agenda
 Evolution of knowledge
 The file management spectrum
 Document management elements
 Strategy
 Q&A
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5. 1960-1975
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6. 1975-2001
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7. 2001-2015
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8. Data
Information
Knowledge
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9. Company
End User
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10. Top-Down
Bottom-up
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11. Name Number City Country
John +1 702 022 112 Boston USA
Anna +31 754 442112 Amsterdam Netherlands
ERP
Sue-Ann +44 64 425 234 London UK
Mitchel +1 702 422 317 New York USA
File Management
Collaboration
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12. Systems of
Record
Systems of
Engagement
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13. 1986 99%
1%
Information explosion
2002
Digital versus Analog 51% 49%
2007
6%
94%
2020

14. Knowledge is the
new ‘oil’ of the
power spectrum
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15. Taxonomy
(Social)
Document
Management
Folksonomy
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16. Agenda
 Evolution of knowledge
 The file management spectrum
 Document management elements
 Strategy
 Q&A
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17. The 5 components of ECM
CAPTURE
MANAGE
STORE
PRESERVE
DELIVER
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18. Focus...
CAPTURE
MANAGE
STORE Document
Management
PRESERVE
DELIVER
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19. File Management spectrum
Company
End User
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20. Company
Long Term Instant
End User
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21. Company
Long Term Instant
Document Collaboration Document Sharing
End User
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22. Company
Enterprise Content Document Point
Management Solutions
Long Term Instant
Document Collaboration Document Sharing
End User
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23. Company
Enterprise Content Document Point
Management Solutions
(IBM FileNet®, IBM (integrated business
Content Manager®) tools)
Long Term Instant
Document Collaboration Document Sharing
(IBM Connections, (file system, Dropbox)
Quickr®)
End User
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24. Company
Enterprise Content Document Point
Management Solutions
Long Term Instant
Document Collaboration Document Sharing
End User
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25. Social Content Management
People Centric
Open and collaborative
Traditional ECM
Community oriented
Document Centric
Infrastructure and Centralized
Content in context...
user tags & ratings
Ad-hoc Collaboration
Metadata oriented Inside and outside the
firewall
Inside the firewall Source IBM
“Predictability versus
knowledge accidents...”
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26. Working anywhere
 Browser integration
 Desktop integration
 Mail & Office suite integration
 Mobile support
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27. Example: mobile file management
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28. Example: mobile file management
Excerpt of Dropbox Terms of service as of Jan 2013
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29. 29

30. FileNet, CMIS,
Content Navigator Open Social
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31. Document management in
IBM Connections Bookmarks
Save, share, and discover bookmarks
Blogs
Profiles Present your own ideas, and learn from others
Find the people you need
Files
Post and share, documents, presentations,
Communities images, and more
Work with people who share
common roles and expertise
Document / Linked Libraries
Securely manage and collaborate on business documents
Wikis
Create web content together
Home page
See what's happening across your Activities
social network Organize your work and tap your professional network
Social Analytics
Discover who and what you don’t Forums
know via recommendations Exchange ideas with, and benefit from the expertise of others
Micro-blogging Media Gallery
Reach out for help your social network Add sizzle by sharing rich media like Photos and Videos
Ideation Blogs
Create ideas and leverage the crowd to develop them
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32. Example of ECM libraries in IBM Connections
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33. Examples of ECM attributes in IBM Connections
Taxonomy & structure through folders and hierarchies
Lifecycle
management
Lifecycle management
& locking
Review cycles
Versioning
Document types & Meta data
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34. Company
Enterprise Content Document Point
Management Solutions
Long Term Instant
Document Collaboration Document Sharing
End User
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35. Document Management in IBM Connections
Files
Post and share, documents, presentations, images,
and more
Document / Linked Libraries
Securely manage and collaborate on business
documents
Document Libraries
Manage & control documents and
ensure trustworthiness
Community Files Personal Files
Share, collaborate and relate files Store my files
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35

36. ECM Magic Quadrant 2012 - Gartner
Document Libraries
Manage & control documents and
ensure trustworthiness IBM
Community Files Personal Files
Share, collaborate and relate files Store my files
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37. Translated to how you could use this....
Document Libraries
 Run through approval cycles &
processing
 Manage published versions
 Retain & archive
Add to library
Community Files Personal Files
 Share with teams  Concepts & early drafts
 Collaborate & get feedback  Share selectively
 Co-author
Add to community
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38. Agenda
 Evolution of knowledge
 The file management spectrum
 Document management elements
 Strategies
 Q&A
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39. Document types & meta data
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40. 40

41. Dynamic document management elements
Check-in Check-out
Versioning
Workflow / BPM
Security
Search and navigation
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42. Record management and retention
Compliance
Regulation
Legislation
ISO
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43. Let’s look at an example: Version management
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44. Example version management
Press 5 Press 5
PRODUCTION PROD
1.0 2.0
Released 1.3 Released
version 1.0 version 2.0
DRAFT Approval
DRAFT
1.1
1.2
Die 1.0 scrapped
Customer RFC
Lifecycle Management
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45. Examples of social attributes
Simultaneous editing : IBM Docs®
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46. But......
1.0
1 1.1
2 Version: 1, 2, 3, 4... 1.2 Version: 1.0, 1.1, 1.2, 2.0...
3
4 2.0
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47. 01-02-2013
Jan 2nd or Feb 1st?
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48. Agenda
 Evolution of knowledge
 The file management spectrum
 Document management elements
 Strategy
 Q&A
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49. Deciding your organization’s strategy....
Codification Personalization
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50. Ask yourself...
standard or customized?
mature or innovative?
explicit or tacit?
Codification Personalization
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51. Codification
Enterprise Content
Management
Long Term
Document Collaboration
Personalization
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52. You need the other part too...
Codification
Enterprise Content
Management
Long Term -8 0?
20
Document Collaboration
Personalization
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53. Where are you?
Where do you want to go?
http://ecm3.org/
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54. Maturity Levels ECM3
Various solutions, policies and
procedures are in the process
of being implemented but
without a broader strategy.
Information is managed Lifecycle management is still in Content management fully enabled in
locally and individually it’s infancy. a flexible and integrated architecture
allowing for quick implementation of
new content and technology
Content is managed pervasively and
Document management is incorporates social/collaborative content
emerging but still poorly used management. Lifecycle management and
retention have been covered.
54 Source: ECM3 Model http://ecm3.org/

55. Maturity Dimensions ECM3
IT Expertise
Business Expertise
Human Process
Alignment
Content/Metadata
Depth
Information Governance
Re-use
Findability
Scope
Breadth
Systems Security
Usability
55 Source: http://ecm3.org/

56. 56
Source: ECM3 Model http://ecm3.org/

57. 57
Source: ECM3 Model http://ecm3.org/

58. 58

59. Agenda
 Evolution of knowledge
 The file management spectrum
 Document management elements
 Strategy
 Questions?
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60. Legal disclaimer
© IBM Corporation 2013. All Rights Reserved.
The information contained in this publication is provided for informational purposes only. While efforts were made to verify the completeness and accuracy of the information contained in this publication, it is provided AS IS without
warranty of any kind, express or implied. In addition, this information is based on IBM’s current product plans and strategy, which are subject to change by IBM without notice. IBM shall not be responsible for any damages
arising out of the use of, or otherwise related to, this publication or any other materials. Nothing contained in this publication is intended to, nor shall have the effect of, creating any warranties or representations from IBM or its
suppliers or licensors, or altering the terms and conditions of the applicable license agreement governing the use of IBM software.
References in this presentation to IBM products, programs, or services do not imply that they will be available in all countries in which IBM operates. Product release dates and/or capabilities referenced in this presentation may change at
any time at IBM’s sole discretion based on market opportunities or other factors, and are not intended to be a commitment to future product or feature availability in any way. Nothing contained in these materials is intended to,
nor shall have the effect of, stating or implying that any activities undertaken by you will result in any specific sales, revenue growth or other results.
Microsoft and Windows are trademarks of Microsoft Corporation in the United States, other countries, or both.
All references to Greenwell refer to a fictitious company and are used for illustration purposes only.
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