SharePoint Enterprise Content Management: The Key Features you need to Know

1. Enterprise Content Management
(ECM)
The Key Features You Need to Know
Mary Ann Lorkowski
Sr. SharePoint Business Analyst

2. SharePoint Saturday Virginia Beach Sponsors January 7, 2012

3. About Me
 Expertise: Collaboration Strategy, User Adoptions, Governance,
Enterprise Content Management, Roadmaps.
 Have guided various companies through SharePoint Planning and
Implementation
 Blog: http://sp.itbizblog.com – A blog dedicated to uncovering
business solutions using SharePoint
 @mdlorkowski

4. Agenda
What is ECM in SharePoint
Document Management
- Planning
- Implementation
- Key Features
 Bringing it all together
Q&A

5. Let’s look at business without content management…
Joe, I need the summary Hmmm…maybe
report an hour from now it’s here…
Okay, I think it’s here…
After 30 minutes… After almost an hour…

6. This study reveals that information overload is a remarkably
widespread and growing problem among professionals
around the world, and one that exacts a heavy toll in terms of
productivity, performance, and employee morale.
Workers admit to:
 Deleting and discarding information without fully reading it
 Delivering incomplete documents, e-mails or other communications
because the necessary information could not be found
 Disagreements with colleagues about the right way to organize
information
 Wasting time searching for old emails or documents
 Needing to re-create documents because previously created versions
could not be found

7. Preferred Solutions:
 Provide Information Management technology or
tools that work together
 Provide information management technology or
tools that are designed to fit the workers’ jobs

8. What is ECM in SharePoint?
It is the strategies, methods and tools used to capture, manage,
store, preserve, and deliver content and documents related to key
organizational process.
It includes full collaboration platform where users can create and
manage their information.
ECM:
 Provides structure out of chaos
 Helps maintain order when structure becomes
too big
 Drives participation
 Ensures compliance
 Saves costs

9. You already know it. You just don’t
Metadata?
know you do.
Managed Metadata?
Taxonomy?
Metadata is data about the data

10. Managed metadata is a hierarchical collection of centrally managed
terms that you can define and use as attributes on SharePoint Server
2010
User’s upload document
and tag it with metadata

11. Document Management
It controls the lifecycle of documents in your organization
Created
Reviewed
Published
Disposed Archived

12. Document Management Planning Process:
Identify the Users
Analyze Documents’ Usage
Plan Documents’ Organization
Plan the Flow of Content
Plan Content Types
Plan Workflows
Plan Policies and Content Control

13. Identify the Users
Identifying the content stakeholders helps ensure that you
can design and organize your document libraries base on
your organization’s needs and processes
 Who in your organization creates documents?
 Who reviews the documents?
 Who edits documents?
 Who approves the publications of documents?
 Who sets guidelines and polices for managing these documents?

14. Analyze Documents Usage
Collect information about:
 Document types
 Purpose of each document type
 Author of each document type
 Format of the document
 Users of the document
 Location of the document
 How readers view the document
Analyzing documents usage will help you decide:
 How document libraries should be structured
 Which site templates to use
 How many sites you will need

15. Plan Documents Organization
SharePoint offers a range of features to help organize and
store your documents
 It offers document libraries for quick document creation and collaboration

16. Features such as:
Document Set
Search
Create Views, Groups, and Filters
for the Documents

17. Plan the Flow of Content
Document management is often dynamic, moving from one site
to another or from reviewer to another reviewer
 Use SharePoint workflows to move content or route the document for
review or approval

18. Helpful Features such as:
Content Organizer
Document Filtering

19. Plan Content Types
Content Type defines the attributes of a list item, a document,
or a folder

20. Plan Workflows
SharePoint includes workflows that accomplish the following:
 Collect Feedback: Send a document for review
 Approval: Sends a document for approval
 Disposition: Manages document expiration and disposition
 Collect Signatures: Routes a document for signature
Created Reviewed Published

21. Plan Policies and Content Control
Information management policy is a set of rules for a type of
content. It can help organization to comply with legally mandated
requirements.
It can specify:
 Who can access your document
 How long the document can be retained
Policy features available in SharePoint Server 2010:
 Expiration  Labeling
 Auditing  Barcode

22. Bringing it All Together
 Know what content management means for your organization.
This will help you design the solution that fits your
organization’s needs.
 Define content stakeholders’ roles and responsibilities. These
are the people that will support your solution and help ensure
its success.
 Identify how users adapt to change. Just because there are
more efficient ways to do things doesn’t mean that users will
adopt them. Content management can be a big change.
 Communicate the value of the new solutions, and how they
can make the users’ tasks easier.

23. Enterprise Content Management Resources
 SharePoint Server Planning Part I:
http://www.microsoft.com/download/en/details.aspx?id=7028
 What is Enterprise Content Management:
http://www.aiim.org/What-is-ECM-Enterprise-Content-
Management
 Enterprise Content Management in SharePoint Server
2010:
http://technet.microsoft.com/en-us/sharepoint/ee263905

25. SharePoint Saturday Virginia Beach Sponsors January 7, 2012