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SharePoint Meets ECM 2011
1. SharePoint ECM
Chris Riley, ECMp, IOAp, v-TSP
Product Manager
Twitter: @HoardingInfo
CloudShare, Inc.
2. Why Chris?
• I know ECM and SharePoint
• ECM Author
• Certified ,
• Past President AIIM GG, AIIM National Board
• “Imaging savant” - leading expert in document imaging
• Microsoft v-TSP, Technical Solutions Professional
3. Who is CloudShare?
On-Demand SharePoint environments in the cloud
Forget about IT hardware
Easily share complete environments
Access anywhere
Tear down and build environments in minutes
Save money on setup time and hardware
4. Logistics
Agenda
• What is ECM
• ECM in SharePoint
• Demo
• The future
• Best Practices
• 50% PowerPoint
• 50% Demos
• Free form session – keep it lively
7. ECM in SharePoint
• Results of collaboration have to go somewhere
• With WSS the ECM folks said it wasn’t even close
• With MOSS we were getting closer, closer then even realized
• With SharePoint 2010, SharePoint is now accepted as an ECM platform
8. What was missing?
Scalability
Persistent links
Records management, archiving & retention policies
Strong metadata management
Comprehensive search
Granular security
Audit trail
Integration with line-of-business applications
Content Management Interoperability Services (CMIS)
9. What is ECM?
ECM Is not a Technology
It is a Methodology
11. What is ECM?
• Collect, Store, Deliver: Content
• Increase compliance
• Increase power of content
• Increases knowledge worker efficiency
• Increases value of intellectual property
• If not established strategically & managed effectively, it will
grow organically & chaotically
12. What is ECM?
Collect
• Emails
• Web content ( WCM )
• Social Media ( E2.0 )
• Electronic Files
• Rich media Files
• Scanned Documents
Store
• Security
• Compliance
• Retention Policies
• Records Management ( ERM )
• Archival / Conversion / Compression
Deliver
• Search
• Send to
• Workflows (BPM )
• e-Discovery
• Intranet / Extranet
• Business Intelligence
13. Without proper ECM
• Lawsuits cost more
• Threat of suite is greater
• Knowledge workers are inefficient and inaccurate
• Intellectual Property is not handled appropriately
14. Problem of definitions
SharePoint ECM
Managed Meta-Data Taxonomy
Rating, Keywords, Like It, Tagging Folksonomy
Document Sets Compound Documents
Content Types Meta-data containers not Document Types
Information Management Policies Records Management
16. ECM in SharePoint
• Setting up
• Create a living Governance Plan
• Create a taxonomy
• Setup Document ID service
• Plan for eDiscovery
• Setup content types and content type publishing
• Setup retention schedules per your file plan
• Determine what Folksonomy to use
• Enable records management in-place or records center
• Evaluate value of document sets
• Enable content audits
• All before a single document is uploaded
17. What does the future hold
• CMIS
• More third party solutions around MMS
• IT units and Business Units will speak the same language
18. 2011 ECM Best Practices
• Start Today
• Don’t neglect Governance and Planning
• Engage the knowledge workers
• Clean up share drives FIRST
• Don’t foster bad habits ( workspaces, explorer view, etc.)
• Heavy planning, less implementing
• Let be flexible what can be, regulate the rest
• Out-of-the box as much as possible
