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In this session we will discuss the best approach, leveraging the various SharePoint content management features, to efficiently organize and easily find content through-out an organization’s enterprise. This presentation emphasizes the importance of establishing consistency on how users classify, describe and find information.
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| Copyright© 2011 Microsoft Corporation
Organizing & Finding Information
SharePoint 2010 ECM: The Best Practices of Organizing and Finding Information in the EnterpriseCORRO’LL (COREL) DRISKELL
(404) [email protected]: CDRISKELL
[email protected]@KnowledgeLake.comke.com
Mention me on Twitter Mention me on Twitter using the hashtag using the hashtag #CDRISKELL & #CDRISKELL & #KNOWLEDGELAKE#KNOWLEDGELAKE
LINKEDIN: linkedin.com/in/cdriskell
IMPORTANT INFORMATION
Today’s messageThe Ideal SolutionBest PracticesContent IntelligenceCommon ChallengesSuccess
It seems like all organizations using Microsoft products will over the next few years implement SharePoint in some fashion
Recent AIIM surveys have indicated adoption rates of over 65% across multiple geographical regions and different verticals
In many ways, "SharePoint" has become somewhat of a noun in the ECM space (like "Kleenex" for tissues)
Business ProcessBusiness Processand Formsand Forms
Business ProcessBusiness Processand Formsand Forms
Enterprise ContentEnterprise ContentManagementManagement
Enterprise ContentEnterprise ContentManagementManagement
PortalPortalPortalPortal
SearchSearchSearchSearch
Business InteligenceBusiness InteligenceBusiness InteligenceBusiness Inteligence
CollaborationCollaborationCollaborationCollaboration
UnifiedRepository
Electronic Documents
MFD/MFP
FAXES
Paper
IndexingCapture Sources
Search Retrieve & View
LOB orSharePoint
Fax Monitoring
Paper
Electronic Documents
WorkflowProcesses
Tasks
Notifications
ClassifyDocuments
Document Routing
View
SharePoint
PERFECT FOR• Advisors• Investment researchers• Bankers• Traders• Insurance brokers•Risk managers• Executive management
Step 1. Scan Physical Documents
Step 1. Scan Physical Documents
Step 3. Classify in SharePoint
Step 3. Classify in SharePoint
Step 2. Define & Index the
Content
Step 2. Define & Index the
Content
Step 4. Search & Retrieve
Step 4. Search & Retrieve
PERFECT FOR• Advisors• Investment researchers• Bankers• Traders• Insurance brokers•Risk managers• Executive management
Step 1. Scan Physical Documents
Step 1. Scan Physical Documents
Step 3. Classify in SharePoint
Step 3. Classify in SharePoint
Step 2. Define & Index the
Content
Step 2. Define & Index the
Content
Step 5. Search & Retrieve
Step 5. Search & Retrieve
Step 4. combine paper and electronic
documents
Step 4. combine paper and electronic
documents
Ease-of-useSimple and intuitive tagging, standardized metadata (controlled vocabularies)Minimize the user’s required knowledge of the system (location)Complexity of the system is reduced to simple terms (application, invoice,…)Integration into hosted business processes (workflows )Integration into where people work
IDEAL END RESULTSWhat are the expected results?What are the expected results?
CONTENT MANAGEMENT AS INFRASTRUCTURE
Content Repository
Security
e-discovery
Records Management
Rights Management
Governance and Compliance
Taxonomy
CONTENT MANAGEMENT AS INFRASTRUCTURE
Content Repository
Security
e-discovery
Records Management
Rights Management
Governance and Compliance
Taxonomy
Social Tools
Search
CollaborationTools
CONTENT MANAGEMENT AS INFRASTRUCTURE
USER EXPERIENCE
Content Repository
Security
e-discovery
Records Management
Rights Management
Governance and Compliance
Taxonomy
Social Tools
Search
CollaborationTools
CONTENT MANAGEMENT AS INFRASTRUCTURE USER EXPERIENCE
Content Repository
Security
e-discovery
Records Management
Rights Management
Governance and Compliance
Taxonomy
LOB Systems
Workflow
Composite Applications
eForms
Social Tools
Search
CollaborationTools
CONTENT MANAGEMENT AS INFRASTRUCTURE
USER EXPERIENCE
Content Repository
Security
e-discovery
Records Management
Rights Management
Governance and Compliance
Taxonomy
LOB Systems
Workflow
Composite Applications
eForms
Social Tools
Search
CollaborationTools
CONTENT MANAGEMENT AS INFRASTRUCTURE
USER EXPERIENCE BUSINESS SOLUTIONS
Content Repository
Security
e-discovery
Records Management
Rights Management
Governance and Compliance
Taxonomy
Best Practices
Leverage Industry Standards• Dublin Core Metadata Initiative (http://dublincore.org)• Department of Defense 5015.2 Electronic Records
Management Software Applications Design Criteria Standard (http://jitc.fhu.disa.mil/recmgt)
Map your organization’s formal business policy schedule that list series of recordsCarefully select Metadata elements Leverage SharePoint Content Types to establish consistency and compliance
Copyright © AIIM I All rights reserved.
18
Describe content within the context of your taxonomyMetadata required should be kept to a minimumMetadata usage must support the following:• Identification of all content• Control of business processes• Security of all content• Support of compliance requirements• Support of relevant search results• Integration from LoB application into the Repository
Minimize manual metadata entryLeverage SharePoint 2010 related features OOTB…
Understand your content before implementing a systemUnderstand your use cases before implementing a systemAssign specific metadata or properties to the contentOrganize content by topic-specific foldersTarget data based on the categoriesAvoid using one approach to organize content
SharePoint 2010 Content Intelligence Features
1. Content Types
1. Content Types2. Columns
1. Content Types2. Columns3. Managed Metadata Service
TermsTerm SetsTerm Store
Group
Term Set
Terms
1. Content Types2. Columns3. Managed Metadata Service4. Content Type Hub
• Consistency• Shareable across a farm
enterprise
1. Content Types2. Columns3. Managed Metadata Service4. Content Type Hub5. Content Organizer
All content uploaded to site is routed to a Drop Off library when matching rules existsUse Content Organizer Rules To…• Determine which Library or Site content is uploaded to• Optionally create and upload into folder based on properties
Automatically create subfoldersPrevents the root and sub folders from growing too large
KnowledgeLake Auto Folders with SharePoint 2007
Allows documents with same name from being uploadedAutomatically:• Creates a new version
OR• Appends characters to create new name
*KnowledgeLake handles for SharePoint 2007
1. Content Types2. Columns3. Managed Metadata Service4. Content Type Hub5. Content Organizer6. Information Management
Policy
• Information management policies and policy features
• Information management policy integration with Office system applications
• Policy features available in SharePoint Server 2010
• Document policies
•
Organizational Challenges
UnmanageableUnmanageableInformationInformation
AccessAccessto Relevant to Relevant Information Information
Content System Content System UnusableUnusable
Inconsistent Inconsistent Content ModelContent Model
Classification System Classification System IneffectiveIneffective
Diverse AccessDiverse Accessto Content to Content
Email Inbox - OutlookEmail Inbox - OutlookEmail Inbox - OutlookEmail Inbox - Outlook
Email Distribution ListsEmail Distribution ListsEmail Distribution ListsEmail Distribution Lists
File CabinetsFile CabinetsFile CabinetsFile Cabinets
Content model isn't consistentInformation is represented in different waysClassification of content is inconsistent
Did You Know that …
Digital content is expanding at an alarming rate, at least, 30% yearly…
Systems’ content models are not consistent…
All content is unmanageable…
Access to relevant information is a huge challenge…
Many deployed systems are not usable….
Information is represented in different ways…
Organizational users access information in various ways…
Content doesn’t have a single consistent way of being classified…
Aligns with KnowledgeLake as a Strategic Partner
Security prevents easy access to most contentMost Content is hard for users to reuseDifficult to ensure proper use of business practices across all contentDifficult to enforce regulatory compliance across all content
Content Management systems are expensiveWe have too many CM SystemsCM Systems are too complex to implementUser resistance is high
“..System is too hard to use..”“.. it is too difficult to save documents..”“..search is almost impossible…”
Organizational Perspective of Success
[email protected]@KnowledgeLake.comke.com
Mention me on Twitter Mention me on Twitter using the hashtag using the hashtag #CDRISKELL & #CDRISKELL & #KNOWLEDGELAKE#KNOWLEDGELAKE
LINKEDIN: linkedin.com/in/cdriskell
IMPORTANT INFORMATION
