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Social Document management with IBM Connections - Do I use CCM, community files or shared personal file?

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Session slides for my session delivered at SNOUG in Zurich on October 28 2015.
Abstract: Documents are still a backbone of our organisations. Sure, the ERP is often leading but look at how the majority of information is stored and you will find it is in the form of files & documents. Getting people to collaborate on information is crucial for the success and combined knowledge of any organisation and many are investing in platforms like IBM Connections to get this done.

But still, getting people to relinquish their personal file drives, can be daunting. So how do you get people to use the tools and options IBM Connections offers to collaborate on files & documents, what are the problems you can run in and how do you keep control over what's going on? In this session Femke will take you through the basics of Social document management, showing you how to use the different possibilities in IBM Connections to leverage social document/file management and take you through the questions and decisions any organisation using a social networking tool like IBM Connections should ask themselves about managing documents.

Because there is no one-size-fits-all solution and being able to explain the importance and difference between things like folders and tags, when to use CCM or community files and how to safely share files with people outside of your company can make all the difference!

Social Document management with IBM Connections - Do I use CCM, community files or shared personal file?

  1. 1. Social Document management with IBM Connections "Do I use CCM, community files or shared personal files?"
  2. 2. Independent Business Consultant specializing in Social Business, Collaboration & Document Management • @FemkeGoedhart • https://nl.linkedin.com/in/femkegoedhart • http://femkegoedhart.com Femke Goedhart
  3. 3. Age of Collaboration Age of ContextAge of Data 1975-2001 2001-20151960-1975
  4. 4. Data ERP Database Documents File shares Document libraries Mail… Connections Collaboration & Social Enterprise systems Age of Collaboration Age of ContextAge of Data 1975-2001 2001-20151960-1975
  5. 5. File management
  6. 6. We have a lot of files…..
  7. 7. At the dawn of the ‘Age of Collaboration’… Codification Personalization Customized Innovative Tacit Dynamic Standard Mature Explicit Static Harvard Business Review
  8. 8. We looked at knowledge management… Codification Personalization Customized Innovative Tacit Dynamic Standard Mature Explicit Static Harvard Business Review
  9. 9. … and its functions Codification Personalization Versioning Process Management Audit & review cycles Meta data & Document types Checkin-Checkout Folders Collaboration Recommendations Commenting & discussion Coauthoring Tagging Sharing
  10. 10. We wanted everything to fit… Codification Personalization Manuals Letters Project plans Innovation plans Correspondence Contracts Ideas … ESNECM
  11. 11. But the reality… Codification Personalization Mail & Network Share swamp… ESNECM
  12. 12. Capture Manage Store Preserve Deliver
  13. 13. 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 It’s all still about catching & reusing knowledge
  14. 14. …. is a set of strategies, methods and tools to manage content
  15. 15. The evolution… Codification Personalization
  16. 16. The evolution… Codification Personalization
  17. 17. The evolution… Versioning Process Management Checkin/Checkout Audit & Review Collaboration Recommendations liking Coauthoring Discussion & Commenting Tagging Codification Personalization Folders Meta data
  18. 18. From islands to eco system…. Codification Personalization
  19. 19. The eco system… Codification Personalization Business applications Mail, shared drives, dropbox, box.com Enterprise Content management systems Enterprise Social Networks
  20. 20. The mobile revolution….
  21. 21. Connectedworld
  22. 22. Codification Personalization Big scary world or land of opportunity?
  23. 23. So where does IBM Connections fit in?
  24. 24. IBM Connections… Codification Personalization Personal Files Community Files CCM Libraries +
  25. 25. IBM Connections… Codification Personalization Personal Files Community Files CCM Libraries Third party integration: - Sharepoint - Box.com - Google Drive - … FileNet Linked Libraries +
  26. 26. Version management Social recommendations Tagging Discussion Sharing Pinning Co-authoring
  27. 27. New layout (Cloud first)
  28. 28. Considerations for document management Ownership & Sharing Checkin/checkout Versioning Indexing / Searching / Findability Editing / Co-authoring Mobile access Offline Sync Folders …
  29. 29. Ownership & sharing Who can edit? Who can share?
  30. 30. CCM / Community file Personal file
  31. 31. CCM Library
  32. 32. Checkin/Checkout Lock? Checkin?
  33. 33. CCM Libraries Files
  34. 34. Versioning Drafts
  35. 35. Automatic versioning
  36. 36. CCM Libraries – Draft review Files
  37. 37. Indexing / Searching / Findability Tagging
  38. 38. Mobile Access Mobile apps
  39. 39. Editing Co-authoring IBM Docs Dektop Integration Mobile Editor
  40. 40. Editing & Co-authoring • Microsoft Office Integration • Desktop Connector • Integration in Notes/Outlook • Mobile Editor
  41. 41. Offline sync Anytime / Anywhere
  42. 42. Folders Shared folders Nested folders
  43. 43. Folder Sharing Personal folder CCM / Community folder
  44. 44. Or? Personal folder CCM folderCommunity folder
  45. 45. 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
  46. 46. Nested folders in cloud...?
  47. 47. What else?
  48. 48. Integration with other document systems • Box.com • Sharepoint • FileNet • Google Drive • Egnyte • …..
  49. 49. So what about blogs, wikis, activities and forums? Codification Personalization + Personal Files Community Files CCM Libraries
  50. 50. Forums, Wiki, Blog & Activity attachments
  51. 51. Where? Files indexed? Files Yes Community files Yes Activities No CCM Yes Wikis Yes Forums / Blogs No Searching for files in Connections? Source: http://www-01.ibm.com/support/knowledgecenter/SSYGQH_5.0.0/admin/admin/t_admin_search_config_search_attachments.dita?lang=en
  52. 52. Still… Capturing knowledge always trumps loosing it
  53. 53. Questions? @FemkeGoedhart https://nl.linkedin.com/in/femkegoedhart http://femkegoedhart.com

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