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.
UKLUG 2012 – Cardiff, Wales
•Business Consultant
•Ipsamet Consulting & Silverside
•@FemkeGoedhart
•http://femkegoedhart.com
Femke Goedhart

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

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.
UKLUG 2012 – Cardiff, Wales
Where are your files?
ECM
Business
applications
C: …
Q: …
V: …

6.
UKLUG 2012 – Cardiff, Wales
One size fits all?

7.
UKLUG 2012 – Cardiff, Wales

8.
UKLUG 2012 – Cardiff, Wales
Identify

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.
UKLUG 2012 – Cardiff, Wales
Data classification
•What data types?
•Where located?
•What access levels?
•What protection & compliance regulations?

11.
UKLUG 2012 – Cardiff, Wales
Structured versus unstructured Unstructured
Structured
Goedhart & Driesen, Silverside 2010

12.
UKLUG 2012 – Cardiff, Wales
Process versus knowledge Knowledge
Process
Goedhart & Driesen, Silverside 2010

13.
UKLUG 2012 – Cardiff, Wales
Enterprise Content Management
Capture Manage Store Preserve Deliver

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.
UKLUG 2012 – Cardiff, Wales
ECM is a set of strategies, methods
and tools to manage content

16.
UKLUG 2012 – Cardiff, Wales
Process
Knowledge
Instant
Long
Term
Goedhart & Driesen, Silverside 2010

17.
UKLUG 2012 – Cardiff, Wales
Process
Knowledge
Instant
Long
Term
Goedhart & Driesen, Silverside 2010

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.
UKLUG 2012 – Cardiff, Wales
Plan

20.
UKLUG 2012 – Cardiff, Wales
It’s about capturing
knowledge
It’s about being
compliant

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.
UKLUG 2012 – Cardiff, Wales
Need?
Wish?
Regulation&Compliance
Collaboration
New
Systems?
ECM
File share
Business
applications

23.
UKLUG 2012 – Cardiff, Wales
The mobile revolution….

24.
UKLUG 2012 – Cardiff, Wales
Connectedworld

25.
UKLUG 2012 – Cardiff, Wales
Collaboration
New
Systems?
ECM
File share
Business
applications

26.
UKLUG 2012 – Cardiff, Wales
Communicate

27.
UKLUG 2012 – Cardiff, Wales
Start
with
Why

28.
UKLUG 2012 – Cardiff, Wales
•Data classification
•Explain which tools are there!
•Map tools and data types
•Guidelines & policies
•Instructions & manuals

29.
UKLUG 2012 – Cardiff, Wales
Adoption, adoption, adoption
Rogers innovation theory (Diffusion of Innovations) Gabriel Tarde, Everett Rogers.

30.
UKLUG 2012 – Cardiff, Wales
…. And more adoption
Seriously!

31.
UKLUG 2012 – Cardiff, Wales
Example…
How does IBM Connections work
with files?

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.
UKLUG 2012 – Cardiff, Wales
Considerations:
•Ownership
•Checkin/checkout
•Versioning
•Indexing / Searching
•findability
•Access through connectors
•Mobile access
•Folders
•….

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.
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.
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.
UKLUG 2012 – Cardiff, Wales
Files in… Personal files
•Versioning
•Sharing & security
•Personal ownership
•Indexing & detailed searching
•Tagging
•Commenting
•Connectors
•Virtual folders

38.
UKLUG 2012 – Cardiff, Wales
Files in… Communities
•Versioning
•Shared ownership
•Indexing & detailed searching
•Tagging
•Commenting
•Connectors
•…

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.
UKLUG 2012 – Cardiff, Wales
Folders
•Location based – virtual folder
•Sharing: Yes – No – Granulated
•Ownership
•Security risks?
•What’s coming….

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.
UKLUG 2012 – Cardiff, Wales
Control

43.
UKLUG 2012 – Cardiff, Wales
Control
•Monitoring
•Reports & analysis
•Backup… backup… backup!!!
(And regularly check them!)

44.
UKLUG 2012 – Cardiff, Wales
Migrations...

45.
UKLUG 2012 – Cardiff, Wales
HORROR!
Your user is actually a savvy
consumer…

46.
UKLUG 2012 – Cardiff, Wales
So….
•Monitor your systems for use
•Use signals like support calls as an
indicator
•Ask!

47.
UKLUG 2012 – Cardiff, Wales
should I block alternatives ?

48.
UKLUG 2012 – Cardiff, Wales
Rewriting the story….
Capturing knowledge
always trumps loosing is

49.
UKLUG 2012 – Cardiff, Wales
ANYTHING is better than mail…

50.
UKLUG 2012 – Cardiff, Wales
Technical
Functional
AND

51.
UKLUG 2012 – Cardiff, Wales
Reiterate!

52.
UKLUG 2012 – Cardiff, Wales
Questions?
@FemkeGoedhart
http://femkegoedhart.com
F.Goedhart@ipsamet.com