Getting to Know Enterprise Content Management (ECM) and How It Can Help You
1. Application
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Custom
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Consulting
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SharePoint
Cloud
Services
Getting to Know Enterprise Content Management
(ECM) and How It Can Help You
Sonny Thai
SharePoint Consultant
MCSD
2. About Imaginet
Who we are
Your trusted technology partner who turns
your business innovation ideas into reality.
Over 18 Years in Business
Over 500 SharePoint Engagements
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Over 1,100 Satisfied Customers Worldwide
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Offices in Dallas (Irving), Winnipeg, and
Calgary
3. • 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
4. 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
7. 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
8. 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
10. Capture Approach
Meet with Business Group
Review Content
Review Compliance
Requirements
Review Security
Information
Architecture
Develop Solution
Review Processes
11. 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!”
14. 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
15. 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?
16. Capture Method – Buckets of Information
• Identify the top level
libraries/lists
17. Capture Method – What’s in the bucket?
• What types of items are in
the bucket of information?
30. 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
31. File Plans
• What
• Types of records you will manage
• Retention
• How long they will reside
• Result
• End result of documents
37. SharePoint 2016
• Rights Management
• Multi-Factor Authentication (MFA)
• Legal Hold
• Metadata Management and Policy Control
• Data Loss Prevention (DLP)
• Mobile Device Management (MDM)
39. Reminder to visit our Imaginet Booth #308!
• Ask any additional ECM questions.
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40. Thanks for your time!
Sonny Thai, MCSD
sonnyt@imaginet.com | @sonnythai
slideshare: http://bit.ly/1EGu4WR
www.imaginet.com
ideas. technology. imagine.
Hinweis der Redaktion
AIIM – Association for Information and Image Management
Capture – Capture Requirements. Move content into your repository
Manage – Tools/Techniques for controlling content within an organization
Store – The repository. Includes storage technology
Preserve – archival/storage solution for content that provides value or meets requirements
Deliver – provide content through transformation, security, and content distribution
THIS IS ABOUT THE METHOD OF HOW TO IMPLEMENT AN ECM
ECM is a strategy on how to handle information within an organization
ECM is not a pre packaged product. It is not just a technology solution.
Technology helps automate and process information
ECM is comprehensive and overwhelming; Imaginet has proven methods
Centralized Information – Search/eDiscovery
Centralized Administration – Monitor health, upgrade/patch management, security/information policy, new site creation
Client – Had an extensive fire share with outdated files. Used multiple applications for different data.
Compliance – Client need to follow Freedom of Information and Protection of Privacy Act (FOIP) – Administration/Access/Disclosure/Records Keeping
Workflows – Expense Reports -> Team Lead -> Finance
Deliver Content
Business Processes:
Workflows
E-Forms
Systems Integration (BCS)
Document Content:
Company/Content Structure & Interaction
Check In/Out
Version History
Collaboration
Security Management:
Rights/Permission Levels
Audit Trail
Digital Rights Management (DRM)
Compliance:
HIPAA – Access/Auditing/Reporting/SSL
FOIP – Freedom of Information and Protection of Privacy Act
Files Names – details within the name
Folder Structure – find related data, folder name itself could be a field
Document info/headline information – status/department/project manager/document type
Discussion Boards – Newsfeed/Yammer
Asynchronous Collaboration = Check In/out
Synchronous Collaboration = Team of users adding/editing pages
Provides a snapshot of a document through various stages. Track and manage information as it evolves. Recover earlier versions that might be more accurate or just for legal/audit purposes.
Scenario: Sonny and Manager work on version of a policy. Saving many minor versions which is then sent to the Director for final signoff. Publish a major version. Minor versions are not shown.
Different Types of Security:
Intellectual Property (IP)
Research and Development (R&D)
Personally Identifiable Information (PIF)
Security
Workflows provide accountability. Automates manual business processes while tracking and managing various states of a document.
Scenario – Yearly IT Review on SLA
Primary goal is to design a file plan that is flexible enough to accommodate future system changes.
Goal is to encourage adoption while implementing compliance transparently or naturally
Julia White, GM for the Office Product Management Team
Rights Management – Information Rights Management – protect downloaded files from SP
Multi-Factor Authentication (MFA) – Multiple ways to login
Legal Hold - eDiscovery
Metadata Management and Policy Control
Data Loss Prevention (DLP)
Mobile Device Management (MDM)
All of this leads to show Microsofts commitment to ECM.