As delivered on Sept 21st in London at ICONUK session abstract: The good old 'document' might not be sexy anymore, it is still often the work horse of the organization. Containing most of our business information and knowledge and often being the preferred way of distribution by users, customers and partners alike. Traditionally we used formal document management tools and the 'good old' file share for storing documents but with collaboration tools like teamrooms, discussion databases and Quickr, the rise of Enterprise social Networking tools like IBM Connections and the ease with which users can get external tools like OneDrive, Dropbox and many others, a lot of that has become muddled. I will take you through some of the scenario's of modern document management, talk about the struggles of migration and give you tools and insights that can help you device a strategy to keep both your users as well as auditors happy.

1. UKLUG 2012 – Cardiff, Wales September 2012
Presenter: Femke Goedhart
Company: Silverside | Ipsamet Consulting
Do you know where your organizations documents are and
can you say you control it when that auditor 'comes knocking'?
ICON UK 2015
Files, files everywhere!

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•Business Consultant
•Ipsamet Consulting & Silverside
•@FemkeGoedhart
•http://femkegoedhart.com
Femke Goedhart

3. UKLUG 2012 – Cardiff, Wales
Seriously…. We have a LOT of files

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Evolution of data management….
Age of Collaboration
Age of Context
Age of Data
1960-1975
1975-2001
2001-2015

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Where are your files?
ECM
Business
applications
C: …
Q: …
V: …

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One size fits all?

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Identify

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So where do we store our files?
•Personal & department file shares
•Document management systems
•Different process applications
•Dropbox, OneDrive, Box.com….
•Collaboration tools
•Mail
•Hardcopy…?

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Data classification
•What data types?
•Where located?
•What access levels?
•What protection & compliance regulations?

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Structured versus unstructured Unstructured
Structured
Goedhart & Driesen, Silverside 2010

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Process versus knowledge Knowledge
Process
Goedhart & Driesen, Silverside 2010

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Enterprise Content Management
Capture Manage Store Preserve Deliver

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Security
Indexing
Data capture
Social collaboration
Validation
Workflow
Versioning
Meta data
File sharing
searching
Review & publishing
Lifecycle management
Record management

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ECM is a set of strategies, methods
and tools to manage content

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Process
Knowledge
Instant
Long
Term
Goedhart & Driesen, Silverside 2010

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Process
Knowledge
Instant
Long
Term
Goedhart & Driesen, Silverside 2010

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Process
Person
Instant
Long
Term
Dropbox
File shares
OneDrive
Integrated
business tools
Filenet
IBM Connections
SharePoint
Alfresco
IBM Content Manager
Quickr
Teamrooms &
Document libraries
Goedhart & Driesen, Silverside 2010

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Plan

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It’s about capturing
knowledge
It’s about being
compliant

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Document Centric
Infrastructure and Centralized
Ad-hoc Collaboration
Metadata oriented
Inside the firewall
People Centric
Open and collaborative
Community oriented
Content in context...
user tags & ratings
Inside and outside the
firewall
Traditional ECM
Social Content Management
Source IBM

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Need?
Wish?
Regulation&Compliance
Collaboration
New
Systems?
ECM
File share
Business
applications

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The mobile revolution….

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Connectedworld

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Collaboration
New
Systems?
ECM
File share
Business
applications

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Communicate

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Start
with
Why

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•Data classification
•Explain which tools are there!
•Map tools and data types
•Guidelines & policies
•Instructions & manuals

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Adoption, adoption, adoption
Rogers innovation theory (Diffusion of Innovations) Gabriel Tarde, Everett Rogers.

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…. And more adoption
Seriously!

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Example…
How does IBM Connections work
with files?

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Where can I store files in Connections?
•Activities
•Forums
•Wiki’s
•Personal files
•Community files
•CCM Libraries
•Status updates

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Considerations:
•Ownership
•Checkin/checkout
•Versioning
•Indexing / Searching
•findability
•Access through connectors
•Mobile access
•Folders
•….

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Files in... Wiki’s
•No versioning on attachments!
•No access through desktop connectors (or limited)
•No easy way to link to them
•No indexing of the attachment

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Files in... Forums
•No versioning on attachments!
•No access through desktop connectors (or limited)
•No easy way to link to them
•No indexing of the attachment

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Files in... Activities:
•Easy upload through the mail connector & MS Office ribbons
•No versioning
•No easy linking from other places
•Activities get completed…. You ‘loose them from your overviews’

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Files in… Personal files
•Versioning
•Sharing & security
•Personal ownership
•Indexing & detailed searching
•Tagging
•Commenting
•Connectors
•Virtual folders

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Files in… Communities
•Versioning
•Shared ownership
•Indexing & detailed searching
•Tagging
•Commenting
•Connectors
•…

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Files in CCM
•Versioning
•Sharing & security (document &
folder)
•Personal ownership
•Nested folders
•Folder based locations
•Indexing & detailed searching
•Tagging
•Commenting
•Connectors
•Approval
•Views
•Meta data
•Document types
•…

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Folders
•Location based – virtual folder
•Sharing: Yes – No – Granulated
•Ownership
•Security risks?
•What’s coming….

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0
100.000
200.000
300.000
400.000
500.000
600.000
700.000
mid 2012 end 2012 mid 2013 end 2013 mid 2014 end 2014 mid 2015
Introduction of CCM….
Files CCM

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Control

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Control
•Monitoring
•Reports & analysis
•Backup… backup… backup!!!
(And regularly check them!)

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Migrations...

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HORROR!
Your user is actually a savvy
consumer…

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So….
•Monitor your systems for use
•Use signals like support calls as an
indicator
•Ask!

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should I block alternatives ?

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Rewriting the story….
Capturing knowledge
always trumps loosing is

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ANYTHING is better than mail…

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Technical
Functional
AND

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Reiterate!

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Questions?
@FemkeGoedhart
http://femkegoedhart.com
F.Goedhart@ipsamet.com