bp303 taxonomy versus folksonomy: document management in a social age
DESCRIPTION
With the rise of social business and platforms like IBM Connections, many companies are re-evaluating their document strategies. Ideals of employee-driven sharing, tagging and folksonomies are desired, but is all documentation really suited for the freedom of social? Do some types require more structure, process and control? If so, how do you determine this and integrate it with your social ambitions? This session will cover the principles of document management and social file-sharing. You'll learn how concepts like versioning, meta-data, retention, record and lifecycle management are important to you. We'll show you how to identify key requirements for document management within your organization and teach you how to strategically plan your way forward.TRANSCRIPT
© 2013 IBM Corporation
BP303 Taxonomy Versus Folksonomy: Document Management in a Social AgeFemke Goedhart | Business Consultant
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
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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
5
1960-1975
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1975-2001
7
2001-2015
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Knowledge
Data
Information
9
Company
End User
10
Top-Down
Bottom-up
11
Name Number City Country
John +1 702 022 112 Boston USA
Anna +31 754 442112 Amsterdam Netherlands
Sue-Ann +44 64 425 234 London UK
Mitchel +1 702 422 317 New York USA
Collaboration
File Management
ERP
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Systems of Record
Systems of Engagement
94%6%
49%51%
1%99%
2002
1986
2007
2020
Information explosion
Digital versus Analog
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Knowledge is the new ‘oil’ of the power spectrum
15
(Social) Document
Management
Taxonomy
Folksonomy
Agenda
Evolution of knowledge The file management spectrum Document management elements Strategy Q&A
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The 5 components of ECM
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CAPTURE
MANAGE
STORE
PRESERVE
DELIVER
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Focus...
Document Management
CAPTURE
STORE
PRESERVE
DELIVER
MANAGE
File Management spectrum
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Company
End User
20
InstantLong Term
Company
End User
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InstantLong Term
Company
End User
Document Collaboration Document Sharing
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InstantLong Term
Company
End User
Document Collaboration
Enterprise Content Management
Document Point Solutions
Document Sharing
23
InstantLong Term
Company
End User
Document Collaboration(IBM Connections,
Quickr®)
Enterprise Content Management
(IBM FileNet®, IBM Content Manager®)
Document Point Solutions
(integrated business tools)
Document Sharing(file system, Dropbox)
24
InstantLong Term
CompanyDocument Point
Solutions
End User
Document Collaboration
Enterprise Content Management
Document Sharing
25
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
“Predictability versus knowledge accidents...”
Working anywhere
Browser integration
Desktop integration
Mail & Office suite integration
Mobile support
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Example: mobile file management
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Example: mobile file management
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Excerpt of Dropbox Terms of service as of Jan 2013
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30
FileNet, Content Navigator
CMIS, Open Social
Document management in IBM Connections
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ProfilesFind the people you need
CommunitiesWork with people who share common roles and expertise
Home pageSee what's happening across your social network
Social AnalyticsDiscover who and what you don’t know via recommendations
Micro-bloggingReach out for help your social network
BookmarksSave, share, and discover bookmarks
BlogsPresent your own ideas, and learn from others
FilesPost and share, documents, presentations, images, and more
Document / Linked LibrariesSecurely manage and collaborate on business documents
WikisCreate web content together
ActivitiesOrganize your work and tap your professional network
ForumsExchange ideas with, and benefit from the expertise of others
Media GalleryAdd sizzle by sharing rich media like Photos and Videos
Ideation BlogsCreate ideas and leverage the crowd to develop them
Example of ECM libraries in IBM Connections
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Examples of ECM attributes in IBM Connections
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Taxonomy & structure through folders and hierarchies
Document types & Meta data
Review cycles
Versioning
Lifecycle management & locking
Lifecycle management
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InstantLong Term
Company
End User
Document Collaboration
Enterprise Content Management
Document Point Solutions
Document Sharing
Document Management in IBM Connections
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FilesPost and share, documents, presentations, images, and more
Document / Linked LibrariesSecurely manage and collaborate on business documents
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Community FilesShare, collaborate and relate files
Document LibrariesManage & control documents and ensure trustworthiness
Personal FilesStore my files
ECM Magic Quadrant 2012 - Gartner
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Community FilesShare, collaborate and relate files
Document LibrariesManage & control documents and ensure trustworthiness
Personal FilesStore my files
IBM
Translated to how you could use this....
3726
Document Libraries Run through approval cycles &
processing Manage published versions Retain & archive
Community Files Share with teams Collaborate & get feedback Co-author
Personal Files Concepts & early drafts Share selectively
Add to community
Add to library
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
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Check-in Check-out
Versioning
Search and navigation
Security
Workflow / BPM
Record management and retention
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ISO
RegulationLegislation
Compliance
43
Let’s look at an example: Version management
DRAFT
Example version management
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DRAFT
Released version 2.0
PRODUCTION1.0
Released version 1.0
Lifecycle Management
PRODUCTION2.0
Approval
1.2
1.3
Cus
tom
er R
FC
1.1
Press 5 Press 5
Die
1.0
scr
appe
d
Examples of social attributes
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Simultaneous editing : IBM Docs®
But......
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Version: 1, 2, 3, 4... Version: 1.0, 1.1, 1.2, 2.0...1.21.1
1.0
2.0
1
23
4
47
01-02-2013Jan 2nd or Feb 1st?
Agenda
Evolution of knowledge The file management spectrum Document management elements Strategy Q&A
48
Deciding your organization’s strategy....
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Codification Personalization
Ask yourself...
50
standard or customized?
mature or innovative?
explicit or tacit?
Codification Personalization
51
Long Term
Enterprise Content Management
Codification
Document Collaboration
Personalization
You need the other part too...
52
Long Term
Enterprise Content Management
Codification
Document Collaboration
Personalization
20-80?
Where are you?Where do you want to go?
53
http://ecm3.org/
Maturity Levels ECM3
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Information is managed locally and individually
Document management is emerging but still poorly used
Various solutions, policies and procedures are in the process of being implemented but without a broader strategy. Lifecycle management is still in it’s infancy.
Content is managed pervasively and incorporates social/collaborative content management. Lifecycle management and retention have been covered.
Content management fully enabled in a flexible and integrated architecture allowing for quick implementation of new content and technology
Source: ECM3 Model http://ecm3.org/
Maturity Dimensions ECM3
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Human
Information
Systems
IT ExpertiseBusiness ExpertiseProcessAlignment
Content/MetadataDepthGovernanceRe-useFindability
ScopeBreadthSecurityUsability
Source: http://ecm3.org/
58
Agenda
Evolution of knowledge The file management spectrum Document management elements Strategy Questions?
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