getting to know enterprise content management (ecm) and how it can help you
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Getting to Know Enterprise Content Management (ECM) and How It Can Help You
Sonny ThaiSharePoint ConsultantMCSD
About ImaginetWho we are
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• What is Enterprise Content Management?• The ECM Process
• Benefits of ECM• The 4 C’s
• ECM Methodology• Capture • Manage • Process• Deliver
• ECM Tools• Information Architecture (IA)• File Plans• Site Taxonomy• Governance
Agenda
What is ECM?
Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes.
- AIIM
Capture
Manage
Store
Preserve
Deliver
The Benefits of ECM
The 4 C’s
• Collaboration • Long term benefit of centralizing information in one place
• Centralizes administration
• Automation of business processes and data integrity
• Continuity
• Keeping information accessible 24/7/365
• Cost• Improved productivity and efficiency
• Compliance• Protect and secure content through policies based on documents and their attributes
What does ECM solve?
+
Capture
Problem:
Fragmented sources of data
• Data exists in multiple locations
• Data lives in multiple applications
Solution:
• Identify silos
• Consolidate files
• Utilize BCS to bring data in
+
+
=Problem:
Process information
• Automate content lifecycle
• Moving documents
Solution:
• Workflows
• Migration
• Archiving
Manage
Process
Deliver
Problem:
Deliver content to users
• Deliver contents securely
• Users easily find content
Solution:
• Security/Permissions
• Search
• Relevant content
Problem:
Requires compliance
• Data requires special auditing/legal
regulations
Solution:
• Version Management
• Check In/Out
• Audit trail
The ECM Methodology:Capture
Capture Approach
Meet with Business Group
Review Content
Review Compliance Requirements
Review Security
Information Architecture
Develop Solution
Review Processes
Problem Statements: What’s yours?
“All of my documents exist on file shares and they are sooo slow!”
“….I have to dig through like billions of folders to get to my file….”
“I can’t figure out which version is the right one!”
“I have to pull in data from all these applications to build one report!”
Capture – Client Structure
Capture – Content Structure
Capture – Term Sets
• Capture common elements• Reuse terms across sites to
enforce consistent terminology
• Allows for creation of customized views/filters
• Aids in Search
• Ability to update all uses of a term from a centralized location
Metadata - Considerations
• What terms will users use to search for that content?
• What terms will help users determine the relevancy of the document?
• What terms will the system use for processing?
• What additional information is required for compliance/regulatory?
Capture Method – Buckets of Information
• Identify the top level libraries/lists
Capture Method – What’s in the bucket?
• What types of items are in the bucket of information?
Capture Method – What describes those items?
Capture Results
The ECM Methodology:Manage
Manage - Collaboration
• Work effectively with your team through document collaboration and co-authoring anywhere at anytime.
Manage - Versioning
• Ensure compliance with document management:• Versioning
• Major & Minor
Manage - Permissions
The ECM Methodology:Process
Process – Workflow
Document
Submitted
Task
Assigned Review Approved
RejectedEdit
DocumentStatus Updated
Process - Auditing/Retention
The ECM Methodology:Delivery
Delivery
• Data Management (BCS)
• Secure Management (DRM/HTTPS)
• Distribution Management (Intranets/Extranets/Employee portals)
ECM Tools
Information Architecture
Information Architecture (IA)• Comprehensive document that details
everything a developer/administrator needs to know about a site
• Quick and easy for both the client and development team to view captured requirements
• Covers site columns, content types, lists/libraries, and sites
• Constantly evolving document
File Plans• What
• Types of records you will manage
• Retention• How long they will reside
• Result• End result of documents
Site Taxonomy & Security
Governance
The Imaginet ECM Methodology
Future PhasesTechnical Stream Business Stream Portal Deployment
Time and EffortOptimized
Environment
A Look Ahead
SharePoint 2016
• Rights Management
• Multi-Factor Authentication (MFA)
• Legal Hold
• Metadata Management and Policy Control
• Data Loss Prevention (DLP)
• Mobile Device Management (MDM)
Question Time!
Q&A
Reminder to visit our Imaginet Booth #308!
• Ask any additional ECM questions.
• Enter to WIN – 3 different contests!
Grand Prize:
Garmin VivoSmart Fitness Band
Enter the Grand Prize drawing:
1. Spin the Imaginet Prize Wheel
2. Find 1 of 12 hidden
Imaginet balls in the
conference center
GRAND PRIZE
DRAWING
Spice up your SharePoint site with
Imaginet’s Carousel Webpart!
Enter into our contest to receive Imaginet’s
Custom Carousel Webpart that deploys into
any SharePoint 2013 On-Premise or Online
environment.
ENTER AT OUR BOOTH!
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Win a FREE day of SharePoint
Consulting from Imaginet!
Enter to win a FREE day (8 hours) of
SharePoint consulting from Imaginet, one
of Dallas’s leading SharePoint consulting
companies and a Microsoft Gold Partner.
ENTER AT OUR BOOTH!
Free SharePoint Consulting
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Thanks for your time! Sonny Thai, MCSD
[email protected] | @sonnythai
slideshare: http://bit.ly/1EGu4WR
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