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Getting to Know Enterprise Content Management (ECM) and How It Can Help You

Sonny ThaiSharePoint ConsultantMCSD

About ImaginetWho 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

• 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:

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Enter the Grand Prize drawing:

1. Spin the Imaginet Prize Wheel

2. Find 1 of 12 hidden

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conference center

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Thanks for your time! Sonny Thai, MCSD

sonnyt@imaginet.com | @sonnythai

slideshare: http://bit.ly/1EGu4WR

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