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ICONUK 2015: Files, files everywhere! Do you know where your organisations documents are and can you say you control it when that auditor 'comes knocking'?

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ICONUK 2015: Files, files everywhere! Do you know where your organisations documents are and can you say you control it when that auditor 'comes knocking'?

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.

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.

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ICONUK 2015: Files, files everywhere! Do you know where your organisations documents are and can you say you control it when that auditor 'comes knocking'?

  1. 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!
  2. 2. UKLUG 2012 – Cardiff, Wales •Business Consultant •Ipsamet Consulting & Silverside •@FemkeGoedhart •http://femkegoedhart.com Femke Goedhart
  3. 3. UKLUG 2012 – Cardiff, Wales Seriously…. We have a LOT of files
  4. 4. UKLUG 2012 – Cardiff, Wales Evolution of data management…. Age of Collaboration Age of Context Age of Data 1960-1975 1975-2001 2001-2015
  5. 5. UKLUG 2012 – Cardiff, Wales Where are your files? ECM Business applications C: … Q: … V: …
  6. 6. UKLUG 2012 – Cardiff, Wales One size fits all?
  7. 7. UKLUG 2012 – Cardiff, Wales
  8. 8. UKLUG 2012 – Cardiff, Wales Identify
  9. 9. UKLUG 2012 – Cardiff, Wales 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…?
  10. 10. UKLUG 2012 – Cardiff, Wales Data classification •What data types? •Where located? •What access levels? •What protection & compliance regulations?
  11. 11. UKLUG 2012 – Cardiff, Wales Structured versus unstructured Unstructured Structured Goedhart & Driesen, Silverside 2010
  12. 12. UKLUG 2012 – Cardiff, Wales Process versus knowledge Knowledge Process Goedhart & Driesen, Silverside 2010
  13. 13. UKLUG 2012 – Cardiff, Wales Enterprise Content Management Capture Manage Store Preserve Deliver
  14. 14. UKLUG 2012 – Cardiff, Wales Security Indexing Data capture Social collaboration Validation Workflow Versioning Meta data File sharing searching Review & publishing Lifecycle management Record management
  15. 15. UKLUG 2012 – Cardiff, Wales ECM is a set of strategies, methods and tools to manage content
  16. 16. UKLUG 2012 – Cardiff, Wales Process Knowledge Instant Long Term Goedhart & Driesen, Silverside 2010
  17. 17. UKLUG 2012 – Cardiff, Wales Process Knowledge Instant Long Term Goedhart & Driesen, Silverside 2010
  18. 18. UKLUG 2012 – Cardiff, Wales 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
  19. 19. UKLUG 2012 – Cardiff, Wales Plan
  20. 20. UKLUG 2012 – Cardiff, Wales It’s about capturing knowledge It’s about being compliant
  21. 21. UKLUG 2012 – Cardiff, Wales 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
  22. 22. UKLUG 2012 – Cardiff, Wales Need? Wish? Regulation&Compliance Collaboration New Systems? ECM File share Business applications
  23. 23. UKLUG 2012 – Cardiff, Wales The mobile revolution….
  24. 24. UKLUG 2012 – Cardiff, Wales Connectedworld
  25. 25. UKLUG 2012 – Cardiff, Wales Collaboration New Systems? ECM File share Business applications
  26. 26. UKLUG 2012 – Cardiff, Wales Communicate
  27. 27. UKLUG 2012 – Cardiff, Wales Start with Why
  28. 28. UKLUG 2012 – Cardiff, Wales •Data classification •Explain which tools are there! •Map tools and data types •Guidelines & policies •Instructions & manuals
  29. 29. UKLUG 2012 – Cardiff, Wales Adoption, adoption, adoption Rogers innovation theory (Diffusion of Innovations) Gabriel Tarde, Everett Rogers.
  30. 30. UKLUG 2012 – Cardiff, Wales …. And more adoption Seriously!
  31. 31. UKLUG 2012 – Cardiff, Wales Example… How does IBM Connections work with files?
  32. 32. UKLUG 2012 – Cardiff, Wales Where can I store files in Connections? •Activities •Forums •Wiki’s •Personal files •Community files •CCM Libraries •Status updates
  33. 33. UKLUG 2012 – Cardiff, Wales Considerations: •Ownership •Checkin/checkout •Versioning •Indexing / Searching •findability •Access through connectors •Mobile access •Folders •….
  34. 34. UKLUG 2012 – Cardiff, Wales 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
  35. 35. UKLUG 2012 – Cardiff, Wales 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
  36. 36. UKLUG 2012 – Cardiff, Wales 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’
  37. 37. UKLUG 2012 – Cardiff, Wales Files in… Personal files •Versioning •Sharing & security •Personal ownership •Indexing & detailed searching •Tagging •Commenting •Connectors •Virtual folders
  38. 38. UKLUG 2012 – Cardiff, Wales Files in… Communities •Versioning •Shared ownership •Indexing & detailed searching •Tagging •Commenting •Connectors •…
  39. 39. UKLUG 2012 – Cardiff, Wales 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 •…
  40. 40. UKLUG 2012 – Cardiff, Wales Folders •Location based – virtual folder •Sharing: Yes – No – Granulated •Ownership •Security risks? •What’s coming….
  41. 41. UKLUG 2012 – Cardiff, Wales 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
  42. 42. UKLUG 2012 – Cardiff, Wales Control
  43. 43. UKLUG 2012 – Cardiff, Wales Control •Monitoring •Reports & analysis •Backup… backup… backup!!! (And regularly check them!)
  44. 44. UKLUG 2012 – Cardiff, Wales Migrations...
  45. 45. UKLUG 2012 – Cardiff, Wales HORROR! Your user is actually a savvy consumer…
  46. 46. UKLUG 2012 – Cardiff, Wales So…. •Monitor your systems for use •Use signals like support calls as an indicator •Ask!
  47. 47. UKLUG 2012 – Cardiff, Wales should I block alternatives ?
  48. 48. UKLUG 2012 – Cardiff, Wales Rewriting the story…. Capturing knowledge always trumps loosing is
  49. 49. UKLUG 2012 – Cardiff, Wales ANYTHING is better than mail…
  50. 50. UKLUG 2012 – Cardiff, Wales Technical Functional AND
  51. 51. UKLUG 2012 – Cardiff, Wales Reiterate!
  52. 52. UKLUG 2012 – Cardiff, Wales Questions? @FemkeGoedhart http://femkegoedhart.com F.Goedhart@ipsamet.com

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