A Realistic Approach to Content Management with Microsoft SharePoint
Nicky BleielSenior Information DeveloperComponentOne
Biography — Nicky Bleiel• 17 + years of experience as a technical communicator.• Director, Society for Technical Communication• Written and designed documentation for software products in thedocumentation, media, industrial automation, simulation, andpharmaceutical industries.• Speaker at STC, WritersUA, tcworld, LavaCon, and DocTrain on avariety of topics, including: embedded help, tools and technologies,user assistance design, single sourcing, wikis, Web 2.0, andconvergence technical communication.• Articles published in STC Intercom, tcworld magazine, TechComManager, WritersUA website, and the Content Wrangler.
What We Will Cover• Why Use SharePoint?• Myths and Legends• SharePoint’s Document and TranslationManagement Features• How Doc-To-Help and SharePoint Worktogether
Why the “Realistic?”• Content management initiatives can be a hugeinvestment of time, money, and resources.Huge investment = Huge risk• This is a practical way to implement a contentmanagement process without a biginvestment.
“SharePoint is hard to implement and our ITstaff would never install it.”• SharePoint is already installed on the majority oforganizations’ networks. The network admin just didn’t tellyou.• If you don’t have it, SharePoint is easy to install. It starts byinstalling all the prerequisites and configuring the server foryou and then installs the application itself. It will evenautomatically install and connect to SQL Server Express.Handy blog post:Curious About SharePoint? It is Easy to Installhttp://helpcentral.componentone.com/CS/help_authoring_2/b/d2h_team_blog/archive/2011/03/17/curious-about-sharepoint-it-is-easy-to-install.aspx
“SharePoint is too expensive.”• SharePoint is free!– SharePoint has paid versions, but SharePoint Foundation 2010 is free (asis its predecessor, Windows SharePoint Server 3.0).
“It would take me too long to learn to useSharePoint.”• SharePoint 2010 uses intuitive Silverlight® driven menus thatmakes features more discoverable.• Since SharePoint is so popular, self-help support information isavailable. You can find training, tutorials, blogs, forums, andmore.
Let’s examine the concepts related tocontent management
Content Management in SharePointRegulatory compliance/ RecordsmanagementEnterprise accessibility and searchWeb Content Management (WCM) Document ManagementEnterprise ContentManagement (ECM)
“But you said Content Management”• SharePoint stores everything in DocumentLibraries.• Documents can be virtually any file.• Content is stored in files.• Document management = ContentManagement for our purposes.• You get most content management principles.
Document Library: The Foundation• Interface to open, view, and edit documents• Metadata that describes each document• Templates to create new documents• Permissions to control access
Source/Version Control• Convenient toolbar helps manage documents:– Require that documents be checked out before editing– Version history– Version comparisons– Approval process
Translation Management! Really?• Automate/track translation processes with a specialTranslation Management Library:– Automatically create copies for each language– Assign translation tasks to translators– Compare versions
Pros and Cons• Pros:– Basic content management with existing/standard tools.– SMEs, Marketing, etc. can contribute using familiar toolsrather than learning a new application.• Cons:– Not component content management. Reuse is limited tothe document/file level
Is it For You?SharePointScenarioFull CMSScenario
To Summarize ...• SharePoint is everywhere and sometimes it’s free.• Implementing SharePoint for content management isvirtually risk-free.• SharePoint’s document management features areuseful even if you work alone.• SharePoint’s Translation Management features areeasy-to-use and powerful.• Doc-To-Help’s integration with SharePoint creates anend-to-end authoring, management, and publishingsolution.
Questions?Contact information:Nicky BleielComponentOnePittsburgh, PAnickyb@doctohelp.comwww.doctohelp.comBlog “Technical Communication Camp”blogs.componentone.com/CS/blogs/techcamp/default.aspxTwitter: nickybleielFreeDoc-To-Helpdownload@www.DocToHelp.com