Jonathan RaltonBlueMetal Architects

Trusting Your KM & ECM Strategy to SharePoint

AgendaKM & ECM Strategy

SharePoint Capabilities

Governance

KM & ECM Strategy

Trusting Your KM & ECM Strategy to SharePoint

-M

KM

ECM

RM

DM

Knowledge Management

Capture Distribute Use

Create Control Protect

Enterprise Content Management

A content management system can enable your KM & ECM strategy

SharePoint 2010 SharePoint 2013

Content Management System

SharePoint Capabilities

Trusting Your KM & ECM Strategy to SharePoint

FarmsWeb

ApplicationContent

DatabaseSite Collection

Site List Library Folder

Document Set Site Column Content TypeExternal

Content Type

Managed Metadata

Crawled Property

Managed Property

Search

Challenge

Can SharePoint effectively support the demands of an enterprise’s large-scale

content management activities?

Argument

SharePoint natively provides a rich feature set that can help solve a multitude of

critical business problems.

Positioning

Microsoft has successfully positioned SharePoint as a strategic

information management platform for mission critical business applications.

The “Information Operating

System”Topic 1

Steve BallmerCEO (Former)Microsoft

“The Information Operating System”

Reducing CostsRepresents a new evolution in application

development and delivery

Allows business solutions to be created in an accelerated fashion

Reducing CostsBy leveraging the foundational capabilities of

SharePoint, it is now possible to deliver solutions with an advanced starting point.

As a platform with feature-rich capabilities, SharePoint greatly reduces costs when used to deploy mission critical business applications.

Scalable for Global Operations

Topic 2

Volume Isn’t an Issue

Scalability

Volume

Volume Isn’t an Issue

2001 (10)

2003 (11)

2007 (12)2010 (14)

2013 (15)

Rich Data Structures

Topic 3

Adapting to Complex NeedsProvides a platform for a consistent metadata

construct

Administratively allows for additional flexibility

SharePoint Capabilities

Content

Types

Site Columns

Content Type

“a reusable collection of metadata (columns), workflow, behavior, and other

settings for a category of items or documents in a…

list or document library”– Microsoft

Site Column

“a reusable column definition, or template, that you can assign to multiple lists across

multiple SharePoint sites”– Microsoft

Content Types Site Columns

SharePoint Capabilities

Use to… Maintain consistency across

libraries and lists Isolate workflow, policies,

and other settings Information Management

(Records Management) Etc.

Use to… Drive views Expose via search Drive reports Preserve information Trigger workflow Etc.

MetadataContent Types

Site Colum

ns

Metadata

ContextFarm

Web Application

Content Database

Site Collection

Site

List/Library

Item

Item

Site Collection

Site

List/Library

Item

Site

List/Library

Item

Content Database

Site Collection

Site

List/Library

Item

Web Application

Content Database

Site Collection

Site

List/Library

Item

Item

List/Library

Item

Site Collection

Site

Information Architecture

Context

Content TypesSite Columns

Taxonomy

Taxonomy

SharePoint Capabilities

Use to… Leverage security Differentiate list-based workflows Segregate content Facilitate geographic placement Control versioning Account for alternate authentication method(s) Account for encryption Etc.

Strong SecurityTopic 4

Supporting ConfidentialitySecured Content Made Available by Role

Full Audit Trail and Version History

Secured Sockets Layer (SSL) Protection

Authentication Provider Support

Microsoft Based Security Firewalls

Basic Workflow Design Tools

Topic 5

Common Routing Easily FacilitatedSharePoint Designer

ActionsConditions

Visual StudioCustom CodeVersatile Deployment

Full Text and Field Based Searching

Topic 6

Common Routing Easily FacilitatedAbility to search on specific columns

Full text indexing

iFilters for other file formats

Federated searching capability

FAST Search

Line of Business Systems

IntegrationTopic 7

Powerful Capabilities WithinBusiness Connectivity Services (BCS)

Data validation in SharePoint Integrate workflow and dataRetrieve SharePoint content in LoB systemsSurface LoB data in SharePoint

Multi-LingualTopic 8

Suitable for Global Use38 Languages

Multiple Currencies

Language Conversion Workflows

Machine Translation Service

Suitable for Global Use

As the largest provider of business productivity software, Microsoft is the most well equipped vendor to accommodate

the demands and rigor associated with

multiple languages and localization support.

Unprecedented Adoption

Topic 9

Toby BellVice President, Research (Former)Gartner

“More inquiries have come into Gartner for SharePoint than any other product since Gartner’s inception.”

Business, End, and IT Users AlikeAdoption is being fueled by

Business UsersExecutives IT Professionals

GovernanceTrusting Your KM & ECM Strategy to SharePoint

Accelerate with Standard Adoption

Governance in SharePoint cannot stop after it has been defined.

Accelerate with Standard Adoption

ControlFlexibility

Trust

SharePoint is one of the most widely deployed repositories, given its

showcase characteristics: being highly scalable,

searchable, and secure.

Email jonathanr@bluemetal.comTwitter @jonraltonBlog blog.jonralton.net

Jonathan Ralton