In this webinar, we'll outline how best to prepare and execute a successful SharePoint implementation; improve how you're currently using SharePoint; and offer tips to take fullest advantage of what SharePoint has to offer. We'll also discuss ways to recognize when (and how) an add-on solution can enhance what you're doing to keep your business functioning at its very best.

1. Presented February 27, 2013
Using SharePoint Well – And
How to Recognize When You
Need More
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2. About AIIM
AIIM is the Global Community of
Information Professionals
We provide the education, research,
and certification that
information professionals need
to manage and share
information assets in an era of
mobile, social, cloud, and big data.
Learn more about AIIM at
www.aiim.org
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3. About AIIM
www.aiim.org/research Visit AIIM’s video library at
www.aiim.org/videos
With more than 100
Research/Industry watch snapshots on all things
Information Management
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5. Secure Your Success
Become a
Demonstrate your ability to address
and manage today’s information challenges
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6. Follow AIIM on
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#aiim
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7. Thank You to the Underwriters of
this Event
Harmon.ie – www.harmon.ie
harmon.ie Connect™ delivers full-featured access to SharePoint and
Office 365 from the desktop, mobile and cloud.
Adlib – www.adlibsoftware.com IBM – www.ibm.com/software/ecm
Leading expert in document-to-PDF We help companies unlock the value of content for
transformation and is seamlessly integrated with better insight and outcomes by putting content in
Microsoft SharePoint to ensure compliance with motion: capturing, activating, socializing, analyzing
regulatory agencies and reduce IT costs. and governing it.
CoSign by ARX – www.arx.com Iron Mountain – www.ironmountain.com
CoSign® by ARX, the leading standard digital Provides information storage and management
signature solution, is used globally by millions of services that help lower the costs, risks and
signers at security-minded businesses and inefficiencies of managing physical and digital data.
governments. Uniquely bridge the gap of managing physical and
electronic information.
Bamboo Solutions Knowledge Lake – www.knowledgelake.com
www.bamboosolutions.com
KnowledgeLake develops document imaging related
Bamboo Solutions is a leading provider of products and solutions for Microsoft SharePoint.
enterprise class software applications and KnowledgeLake extends the ECM capabilities of
solutions to extend the Microsoft SharePoint SharePoint.
platform.
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8. AIIM Presents:
Using SharePoint Well –
And How to Recognize When You Need More
Host: Theresa Resek – Director, AIIM Webinars
Greg Clark – Principal, C3 Associates
David Lavenda – VP Product Strategy, Harmon.ie
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9. Introducing our Featured Speaker
Greg Clark
Principal
C3 Associates
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10. A Brief History of ECM and
Microsoft’s Approach
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11. The Enterprise Information Challenge
Information Locked In Silos Information Overload
Inefficient Business Processes
Lost Opportunity
Wasted Time
Increased Costs
Legal / Regulatory Risk
Some content courtesy OpenText
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12. Business Drivers
Operational Culture Regulatory Litigation Risk
Efficiency Compliance
• Support
• Internal Organizational
Management Culture • Documents • Information is
Systems needed in support retained as long
• Promote
of regulatory as needed but not
• Business/ knowledge sharing
requirements are longer (global
Operational and employee
engagement efficiently and retention
documents globally
globally managed schedule)
stored and retrieved • Embed Good
efficiently Information • Content
Management duplication is
• Streamlined
processes through Practices reduced
improved access to
reliable content
Efficiency / Control / Risk
People Focus Focus
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13. The Social Network
Source: McKinsey, “Six Ways to Make Web 2.0 Work”
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14. Consumerization of IT
If I can do it at home,
why can’t I do it at
work?
 IT feels the need to respond
to business demand
 Cost pressures,
infrastructure pressures,
compliance pressures
Adapted by AIIM International from “Schoolboy” c. 1881 by
Samuel Albrecht Anker
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15. In association Presented
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16. A Brief History of Microsoft
SharePoint
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17. What is SharePoint?
 Collaborative web-based tool for creating, storing and sharing
documents and information across teams
 Microsoft positioning: ad hoc collaboration, project-based
information exchange
 Development platform
 Basic records management / compliance tools
 End user / collaboration focus
“…SharePoint introduces new ways to share your work and work
with others, organize your projects and teams and discover people
and information.”
- http://sharepoint.microsoft.com/en-us/Pages/Overview.aspx
 2013: Social / Mobile / Cloud
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18. Microsoft SharePoint
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19. The Evolution of SharePoint
 Originally released in 2001, significant ECM upgrades in 2007
and 2010
 Team collaboration focus
 Managed metadata
 Records center
 Tight MS Office integration
 SharePoint 2013 focused on Social, Mobile, and Cloud
 Drag and drop to SkyDrive Pro, site mailboxes
 Tagging and community sites
 Individual My Site document libraries
 App Store
 FAST search part of base product
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20. TWO
BIG
QUESTIONS
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21. 1. Can SharePoint meet
all of my ECM needs?
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22. Probably.
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23. But...
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24. 2. Should I use
SharePoint for
everything?
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25. Probably not.
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26. How Does SharePoint Stack Up?
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27. Use Cases
Basic / Intermediate Document Alternatives
Management
• All other ECM platforms offer
SharePoint Grade: A+ good document management
• Functionality varies but users
• Very good workgroup-level often push back against
document management (perceived?) complexity
• Sites, libraries, and lists a good • Cost prohibitive if only use
alternative to network drives case is basic document
• Can scale enterprise-wide with management
proper planning and governance
• Low barriers to entry, users pick up
SharePoint quickly
• Can be cost effective, especially in
the cloud
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28. Use Cases
Advanced Document Management Alternatives
SharePoint Grade: C+ • Major ECM vendors have
industry-specific vertical
• RM, email management, vertical solutions
business process support, extensive • Robust native metadata,
use of metadata, advanced reporting, reporting and RM /
high volume DM, etc., not well compliance capabilities
supported out of the box
• Highly scalable systems, long
• SharePoint can do many of these track record of success
things but 3rd party modules required
• Widely available consulting
• Even then, often combining multiple expertise
tools from multiple vendors and
writing custom code
• Consulting expertise limited
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29. Use Cases
Collaboration / Social / Mobile Alternatives
SharePoint Grade: A • Major ECM vendors also
have social, cloud, and
• SharePoint 2013 is a big step forward mobile offerings
in new ways of working but with • Can be effective if your
familiar tools (MS Office) organization already
• Tagging, microblogging, expertise extensively uses these tools
location • Opportunity to use
• SkyDrive Pro offers good, cloud- SharePoint social /
based basic document management collaboration capabilities with
(but poor metadata management) strong ECM back end of
• Mobility enhancements in SP2013 major ECM vendors
• SharePoint 2010 also a good
collaboration platform
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30. Use Cases
Workflow / Business Process Alternatives
Management
• Major ECM vendors offer
SharePoint Grade: B- strong Enterprise Information
Management tools
• SharePoint’s native workflow • Often integrative across and
capabilities meet basic review / between various platforms
approve requirements
• Development / customization
• 3rd party modules or custom often required but more
development required for more flexibility, scalability, and
advanced functionality depth
• Good dashboarding / BI capabilities
but not best-of-breed
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31. Use Cases
Line of Business Integration Alternatives
SharePoint Grade: B • Major ECM vendors offer
more established, modular
• SharePoint’s API allows for integrations with common
integration with other line of business platforms (e.g., SAP)
applications • More flexibility to create
• Limited unique document ID, query-based integrations
metadata model constrains advanced (metadata or document ID)
integration
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32. Use Cases
Portal / Intranet Alternatives
SharePoint Grade: B+ • Many organizations choose a
hybrid or best-of-breed
• Native web content management and approach
user experience design relatively • Major ECM vendors all have
robust and flexible portal solutions; most not as
• Good choice if already using other well integrated with document
SharePoint capabilities (team management capabilities as
workspaces, My Sites, or user SharePoint
profiles, social features, etc.)
• Opportunity to overlay SharePoint
portal over existing ECM systems,
surface content in user friendly way
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33. A Word About Cost
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34. Cost
• Perception that SharePoint is free
• It isn’t
• Perception that SharePoint is cheaper than traditional ECM
• It isn’t
• Total cost of ownership to achieve like-for-like enterprise information
management capabilities with SharePoint is not significantly different
• Costs go beyond licensing
• 3rd party modules
• Customization
• Infrastructure
• Design, implementation, maintenance
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35. How is SharePoint Deployed?
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36. Why Deploy SharePoint?
Source: AIIM SharePoint Survey - 2012
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37. Conclusion
• Like the British say: Horses for Courses
• SharePoint is great at social, collaboration, mobile, and basic /
intermediate document management
• SharePoint not best suited to advanced use cases like high-volume
document processing, email management, vertical business processes,
or heavy legal / compliance requirements
• Consider integrating SharePoint with your existing ECM system
• Surface ECM documents / data in user-friendly SharePoint interface
• Most vendors offer integration modules
• Focus on Business Value
• Identify your business problem
• Align ECM strategy with organization strategy
• Build the business case
• Then, and only then, select your software
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38. Thank You!
Greg Clark
Principal – C3 Associates Inc.
greg.clark@c3associates.com
@GregClarkC3
(403) 863-5998
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39. Introducing our Sponsor
David Lavenda
VP Product Strategy
harmon.ie
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40. Make It Easy To Do The Right Thing
•The Key to a Successful SharePoint Business Initiative
David Lavenda, VP Product Strategy
February 2013
© 2013 by harmon.ie All rights reserved 40

41. to realize business value, SharePoint projects need to go
beyond plain document management
Records Knowledge Enterprise SharePoint
Management Management Content Social
Management
© 2013 by harmon.ie All rights
reserved 41

42. • How Do You Make It Easy To Do The Right Thing?
© 2013 by harmon.ie All rights reserved
42

43. Make It Easy To Do The Right Thing
• Make it easy to access SharePoint
• Make it easy to classify documents (with metadata)
• Make it easy to ‘stay in context’
• Make it easy to find what you are looking for
43

44. to go
beyond plain document management
the key is
classification of all documents using
metadata
© 2013 by harmon.ie All rights
reserved 44

45. Because…without metadata
you will never find anything
© 2013 by harmon.ie All rights
reserved 45

46. Context-Preservation
Saving a document attachment and sending it as a link to a colleague

47. Context-Preservation
Saving a document attachment and sending it as a link to a colleague

48. Context-Preservation
Saving a document attachment and sending it as a link to a colleague

49. Mobile SharePoint
Classifying
Documents
Through
Metadata
© 2013 by harmon.ie All rights reserved
49

50. Mobile SharePoint
Classifying
Documents
Through
Metadata
© 2013 by harmon.ie All rights reserved
50

51. case study
records management
Operational challenges: Solution
1. Record Management solution 1. SharePoint 2010 with
for over 100,000 employees Record Center
Project goals
2. harmon.ie
1. Meet document compliance
Critical Success Factors:
requirements
2. Reduce litigation risks 1. Easy upload of documents and
messages
3. Respond quickly to discovery
requests 2. Enforced Classification upon
upload/check-in
4. Protect intellectual property
3. Tag/metadata search available
5. Encourage collaboration from email client
© 2013 by harmon.ie All rights
reserved 51

52. case study
Knowledge management
Company Overview
• A global, multi-industry manufacturing provider innovative Solution
products and technologies
• Operations in more than 35 countries 1. SharePoint 2010
• Over $5 billion in annual revenue
2. harmon.ie
Operational challenges:
1. Huge number of projects
Critical Success Factors:
2. Multiple business units
3. Many geographies 1. Easy upload of documents and
messages
Project goals
2. Partial automation of the
1. Get documents into SharePoint document classification upon
upload /check-in
2. Correct classification of
documents and email 3. Tag/metadata search available
messages so their contents can from email client
be mined
© 2013 by harmon.ie All rights
reserved 52

53. 12 October 2012
Ecosystem Partners That Can Help You Mind Six Gaps in SharePoint
Gavin Tay, Hanns Koehler-Kruener, Mark R. Gilbert,
“Leverage what works well in
SharePoint and fill in functional
gaps with third-party tools.”
Supplement social networking and social sharing
features with smart third-party products like
harmon.ie...
© 2013 by harmon.ie All rights
reserved
53

54. Learn more about…
→ Records management
→ Case Study
→ Knowledge management
→ Case Study
→ Enterprise Content Management
→ SharePoint Social Initiative
→ harmon.ie
→ Contact harmon.ie
54

55. David Lavenda
Contact
Email: davidl@harmon.ie
Twitter: @dlavenda
US: (845)913-7240
Intl: +972.54.223.9006
LinkedIn: http://il.linkedin.com/in/dlavenda
Slideshare: www.slideshare.net/dlavenda
55

56. Questions?
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57. AIIM Resources
Download free studies
www.aiim.org/research
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58. Survey
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Tell us how we did today,
and offer suggestions for topics of future events.
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59. Thanks to our sponsors

60. Upcoming Webinars
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6 Key Considerations to Going Mobile
March 13th
Beyond the Firewall: Protecting and Securing Your Information
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