The document discusses the differences between structured document management with elements like versioning, metadata and security, and unstructured social file sharing with elements like comments, likes and tagging. It provides examples of IBM products that offer different combinations of these capabilities, such as IBM Connections for social sharing and limited version control, and IBM Content Manager for full document management functionality. The document suggests determining requirements to choose the right solution based on factors like audience, access needs and legal implications.

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Social sharing
versus
organised structure
Must you select only one?
!1

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Stuart McIntyre
!
• Social Business Strategist
• Social 365 & Change Agents Worldwide
!
• @StuartMcIntyre
• stuart@social365.com
• uk.linkedin.com/in/mcintyre
!2

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Femke Goedhart
!
• Business Consultant - Social Business, Document Management &
Collaboration
• Silverside B.V.
!
• @FemkeGoedhart
• f.goedhart@silverside.nl
• nl.linkedin.com/in/femkegoedhart
!3

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Age of data
1960-1975

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1975-2001
Age of context

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Age of collaboration
2001-2014

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Content Management positioning
!7

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Knowledge
Data
Information

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Company
End User

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Company
End User
Codification
Personalisation

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InstantLong Term
Codification
Personalisation

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InstantLong Term
Document
Collaboration
Document Sharing
Codification
Personalisation

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InstantLong Term
Enterprise Content
Management
Document Point
Solutions
Document
Collaboration
Document Sharing
Codification
Personalisation

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InstantLong Term
Document
Collaboration
(IBM Connections,
Quickr)
Enterprise Content
Management
(IBM FileNet, IBM
Content Mgr, Docova)
Document Point
Solutions
(integrated business
tools)
Document Sharing
(file system, Dropbox)
Codification
Personalisation

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InstantLong Term
!15
Document Point
Solutions
Enterprise Content
Management
IBM FileNet
Document Sharing
Document
Collaboration
IBM Connections
Codification
Personalisation

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Document Management elements
• Record management
• Versioning/Lifecycle management
• Retention
• Archiving/Expiry
• Meta data/Document types
• Folders / Taxonomy
• Scalability
• Security
• Checkin-Checkout
• Compliance
!16
STRUCTURED

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Social file elements
• Comments
• Likes
• Recommendations
• Sharing
• Tagging / Folksonomy
• Searching
• Discoverability
• “Knowledge accidents”
!17
UNSTRUCTURED

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IBM’s Portfolio
• Domino document libraries
• Domino.doc / Domino Document Manager
• Quickplace / Quickr
• IBM Connections
• IBM Filenet / IBM Content Manager
• ISV solutions
!18

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Let’s look at IBM Connections
!19

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Connections Files
!20
Files

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Community Files

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IBM Connections
• Files & Community Files:
• Social file sharing
• Limited version control
• Can be shared with users and/or communities
• Single-layer folder structure
• Offline file sync available in Cloud, coming soon on-prem
!27

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• Access to Files & Community Files via:
• MS Office integration
• Windows Explorer integration
• Notes integration
• Mobile app
• Offline files (in cloud today, coming soon to on-prem)
• Integration with IBM Docs
!28
IBM Connections (continued)

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CCM

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Version: 1, 2, 3, 4... Lifecycle mgt
1.2
1.1
1.0
2.0
1
2
3
4

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01-02-2014
!
Jan 2nd or Feb 1st?

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Linked Libraries
!37

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IBM Connections (continued)
• Connections Content Manager (CCM) libraries
• New in Connections 4.5
• Requires integrated or standalone install of Filenet
• CCM libraries are created within a community, can have
multiple libraries per community
• Support Quickr connectors today, new connectors coming
soon - allow round-trip editing
!38

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Use Cases
!39

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Use case 1: Invoices !40

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Use case 2: Project Doc’s
!41

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Use case 3: HR
!42

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Use case 4: Work in progress
!43

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Use case 5: Contracts

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Comparison
!45
Document Centric
Infrastructure and Centralized
Process oriented
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

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Document Point
Solutions
Enterprise Content
Management
IBM FileNet
Document Sharing
Document
Collaboration
IBM Connections
Community Files
CCM
Files
Linked Libraries

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Determine your need
!47

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Questions to ask
• Where do you use the information?
• Is it time constricted?
• Are there legal implications linked to the data?
• Who is the audience?
• How will it be accessed?
• Who owns the information?
!48

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Recommendations
!
• Be pragmatic
• Complete a requirements gathering phase
• Pilot ‘grey area’ document types to find the right fit
• Review (and sometimes use) what you have
• and….
!49

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Any content is better than
no content!
!50

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Questions?
!51
• @FemkeGoedhart
• f.goedhart@silverside.nl
• nl.linkedin.com/in/femkegoedhart
• @StuartMcIntyre
• stuart@social365.com
• uk.linkedin.com/in/mcintyre