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BP303 Taxonomy Versus Folksonomy:
                  Document Management in a Social Age
                  Femke Goedhart | Business Consultant




© 2013 IBM Corporation
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

    2
Agenda

 Evolution of knowledge
 The file management spectrum
 Document management elements
 Strategy
 Q&A




 3
Agenda

 Evolution of knowledge
 The file management spectrum
 Document management elements
 Strategy
 Q&A




 4
1960-1975




 5
1975-2001

6
2001-2015




7
Data


    Information



                  Knowledge
8
Company




    End User
9
Top-Down




     Bottom-up
10
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




11
Systems of
 Record



 Systems of
Engagement



  12
1986 99%
                                           1%
Information explosion
                                                    2002
Digital versus Analog                   51%          49%




                                              2007

                               6%
                                              94%


                        2020
Knowledge is the
new ‘oil’ of the
power spectrum


14
Taxonomy



       (Social)
      Document
     Management


      Folksonomy


15
Agenda

 Evolution of knowledge
 The file management spectrum
 Document management elements
 Strategy
 Q&A




 16
The 5 components of ECM

  CAPTURE

  MANAGE

  STORE

  PRESERVE

  DELIVER

 17
Focus...

  CAPTURE

  MANAGE

  STORE      Document
             Management
  PRESERVE

  DELIVER

 18
File Management spectrum

                Company




                 End User
 19
Company


     Long Term              Instant




                 End User
20
Company


       Long Term                   Instant


     Document Collaboration   Document Sharing




                       End User
21
Company
       Enterprise Content      Document Point
         Management              Solutions



       Long Term                   Instant


     Document Collaboration   Document Sharing




                       End User
22
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
23
Company
     Enterprise Content                Document Point
       Management                        Solutions



     Long Term                             Instant


             Document Collaboration   Document Sharing




                     End User
24
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...”
25
Working anywhere

 Browser integration
 Desktop integration
 Mail & Office suite integration
 Mobile support




  26
Example: mobile file management




 27
Example: mobile file management




                                  Excerpt of Dropbox Terms of service as of Jan 2013




 28
29
FileNet,   CMIS,
Content Navigator   Open Social




30
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




 31
Example of ECM libraries in IBM Connections




 32
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
 33
Company
       Enterprise Content      Document Point
         Management              Solutions



       Long Term                   Instant


     Document Collaboration   Document Sharing




                       End User
34
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




 26
 35
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




 36
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




 26
 37
Agenda

 Evolution of knowledge
 The file management spectrum
 Document management elements
 Strategies
 Q&A




 38
Document types & meta data




 39
40
Dynamic document management elements

      Check-in Check-out

      Versioning

      Workflow / BPM

      Security

      Search and navigation




 41
Record management and retention
                                    Compliance
                              Regulation
                                 Legislation
                                ISO




 42
Let’s look at an example: Version management




 43
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



  44
Examples of social attributes




                  Simultaneous editing : IBM Docs®
 45
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




  46
01-02-2013
     Jan 2nd or Feb 1st?




47
Agenda

 Evolution of knowledge
 The file management spectrum
 Document management elements
 Strategy
 Q&A




 48
Deciding your organization’s strategy....




      Codification                          Personalization




 49
Ask yourself...

                  standard or customized?
                   mature or innovative?
                      explicit or tacit?




      Codification                         Personalization




 50
Codification

                         Enterprise Content
                           Management



                Long Term


                       Document Collaboration


     Personalization


51
You need the other part too...

         Codification

                                 Enterprise Content
                                   Management



                     Long Term -8 0?
                           20
                             Document Collaboration


       Personalization


 52
Where are you?
     Where do you want to go?




            http://ecm3.org/



53
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/
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
     Source: ECM3 Model http://ecm3.org/
57
     Source: ECM3 Model http://ecm3.org/
58
Agenda

 Evolution of knowledge
 The file management spectrum
 Document management elements
 Strategy
 Questions?




 59
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.




   60

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BP303 Taxonomy versus Folksonomy: Document Management in a Social Age

  • 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 2
  • 3. Agenda  Evolution of knowledge  The file management spectrum  Document management elements  Strategy  Q&A 3
  • 4. Agenda  Evolution of knowledge  The file management spectrum  Document management elements  Strategy  Q&A 4
  • 8. Data Information Knowledge 8
  • 9. Company End User 9
  • 10. Top-Down Bottom-up 10
  • 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 11
  • 12. Systems of Record Systems of Engagement 12
  • 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 14
  • 15. Taxonomy (Social) Document Management Folksonomy 15
  • 16. Agenda  Evolution of knowledge  The file management spectrum  Document management elements  Strategy  Q&A 16
  • 17. The 5 components of ECM CAPTURE MANAGE STORE PRESERVE DELIVER 17
  • 18. Focus... CAPTURE MANAGE STORE Document Management PRESERVE DELIVER 18
  • 19. File Management spectrum Company End User 19
  • 20. Company Long Term Instant End User 20
  • 21. Company Long Term Instant Document Collaboration Document Sharing End User 21
  • 22. Company Enterprise Content Document Point Management Solutions Long Term Instant Document Collaboration Document Sharing End User 22
  • 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 23
  • 24. Company Enterprise Content Document Point Management Solutions Long Term Instant Document Collaboration Document Sharing End User 24
  • 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...” 25
  • 26. Working anywhere  Browser integration  Desktop integration  Mail & Office suite integration  Mobile support 26
  • 27. Example: mobile file management 27
  • 28. Example: mobile file management Excerpt of Dropbox Terms of service as of Jan 2013 28
  • 29. 29
  • 30. FileNet, CMIS, Content Navigator Open Social 30
  • 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 31
  • 32. Example of ECM libraries in IBM Connections 32
  • 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 33
  • 34. Company Enterprise Content Document Point Management Solutions Long Term Instant Document Collaboration Document Sharing End User 34
  • 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 26 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 36
  • 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 26 37
  • 38. Agenda  Evolution of knowledge  The file management spectrum  Document management elements  Strategies  Q&A 38
  • 39. Document types & meta data 39
  • 40. 40
  • 41. Dynamic document management elements Check-in Check-out Versioning Workflow / BPM Security Search and navigation 41
  • 42. Record management and retention Compliance Regulation Legislation ISO 42
  • 43. Let’s look at an example: Version management 43
  • 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 44
  • 45. Examples of social attributes Simultaneous editing : IBM Docs® 45
  • 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 46
  • 47. 01-02-2013 Jan 2nd or Feb 1st? 47
  • 48. Agenda  Evolution of knowledge  The file management spectrum  Document management elements  Strategy  Q&A 48
  • 49. Deciding your organization’s strategy.... Codification Personalization 49
  • 50. Ask yourself... standard or customized? mature or innovative? explicit or tacit? Codification Personalization 50
  • 51. Codification Enterprise Content Management Long Term Document Collaboration Personalization 51
  • 52. You need the other part too... Codification Enterprise Content Management Long Term -8 0? 20 Document Collaboration Personalization 52
  • 53. Where are you? Where do you want to go? http://ecm3.org/ 53
  • 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? 59
  • 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. 60