IT MANAGEMENT CONSULTING SYSTEMS INTEGRATION DATA MANAGEMENT Copyright © 2014 CapTech Ventures,...

IT MANAGEMENT CONSULTING • SYSTEMS INTEGRATION • DATA MANAGEMENTCopyright © 2014 CapTech Ventures, Inc. All rights reserved.

Others talk,We listen.

What is ECM and Why does it Matter?SharePoint Meetup | November 2014

Copyright © 2014 CapTech Ventures, Inc. All rights reserved.

Introduction

Kelly Rusk – Senior [email protected]

AIIM ECM Master / ERM Master MCP, MCSA, MCSE, MCTS, MCITPMCSE – SharePoint (2013)MCITP – SharePoint 2010MCTS – SharePoint 2007MCSA – Windows Server 2012MCTS – Windows Server 2008 R2, Server VirtualizationCertified ScrumMaster (CSM)

Industry Experience:PrivateGovernmentalNon-Governmental and Associations

CapTech Blog:http://blogs.captechconsulting.com

Personal Blog:http://thebitsthatbyte.com

mailto:[email protected]

http://blogs.captechconsulting.com/

http://thebitsthatbyte.com/


Today’s Agenda

• Myth Busting SharePoint

• Common Business Goals, Challenges, and Effects of Content Management

• What is ECM and Why Does it Matter

• Taxonomy, Classification, and Metadata

• Site Hierarchy and Security

• Governance

• SharePoint 2010: ECM Capabilities

• SharePoint 2013 New/Improved ECM Features

• Paper Capture (Scanning)

• SharePoint Top 10 ECM Lessons Learned

• Demo

• Questions and Answers


Myth Busting SharePoint

• Hooray! SharePoint! Our problems are solved!

• “I want a Portal”… for ‘Portaling’?

• I can plan later!

• I can buy a taxonomy in a box = “Taxonomy without Representation”

• “Shotgun” search without context

• “The AIIM research seems to indicate that in the majority of cases SharePoint 2007 or SharePoint 2010 is not the issue. Good planning or lack of it still seems to be at the heart of most problems.” - AIIM

• No system will ever read your mind, or know your intent… when it does be very afraid! (see Hal, the Matrix, Skynet)

• Successful implementation requires a balance of the logical and technical components. One cannot exist without the other!


5

1


Business Goals

• Increased Collaboration?

• Document or Records Management?

• Centralization of Information?

• Elimination of File Shares?

• Find the right content, data, and people?


Business Challenges

• Islands of information and applications

• Slow responsiveness to business and user needs

• Costly custom development and maintenance

• Poor sharing inside and outside the organization

• Difficult to find the right content, data, and people

• Increasing information management risk


What is ECM – A Practical Definition

“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. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.”

Source: AIIM


9 ECM Roadmap/Lifecycle


10

ECM Verticals

ScanningDocument ImagingForms ProcessingRecognitionCategorization/TaxonomyIndexingDocument ManagementRecords ManagementEmail ManagementWeb Content ManagementDigital Asset ManagementRepositories

StorageContent IntegrationMigrationBackup/RecoverySearch/RetrievalSyndicationLocalizationPersonalizationPublishSecurityCollaborationLong-Term Archival


ECM in a Nutshell

• Store “Stuff”

• Find “Stuff”

• Manage “Stuff”

• Get rid of “Stuff”


ECM – “It has to be complicated to work”• Document Sets can share the same metadata for all content within the set which makes the storing and finding of related content collections much easier. • Workflows can be enacted for the Document Set instead of trying to manage each piece of content via a separate workflow. • Versioning can be leveraged at the Document Set level with the capability to roll back to previous iterations. Content within a Document Set can still be versioned individually, but the ability to capture the entire set of content at a point in time has huge value,

particularly for content that is dependent on the version of another piece of content. • Permissions are set at the Document Set level instead of trying to keep the individual content security levels in sync. • All of the content within a Document Set can be downloaded as a ZIP file. • A custom Welcome Page can be created for a Document Set content type.• SharePoint 2010 has been released with a roar and the world is buzzing about the features it brings to the table.• Beyond providing a best in class collaboration platform, its core capabilities of document management, content management, and records management have been greatly enhanced. In fact, some of the most common questions I get while involved in a

SharePoint consulting engagement revolve around SharePoint content management and SharePoint collaboration. It is important to note that collaboration extends past the value of a centralized SharePoint portal and into areas such as SharePoint project management options.

• Like any system, strong SharePoint governance must be in effect in order to properly leverage the SharePoint ECM (Enterprise Content Management) feature set. This includes, and is not limited to SharePoint best practices, such as ensuring that any SharePoint site collection has the proper permissions to only allow users the level of access required for their role.

• Separate of core content management, SharePoint has matured into a robust ERM (Electronic Records Management) system which puts proprietary vendor offerings such as FileNet, Documentum, and Hyland OnBase on notice. A key aspect of collaboration alluded to earlier was SharePoint PPM. PPM (Project Portfolio Management) is maximized by the integration of Project Server 2010 within the SharePoint platform.

• If these features don’t have you thinking SharePoint upgrade, consider the new Office Web Applications which allow you to create and edit Microsoft Word, Excel, PowerPoint and OneNote documents online without the need for local programs. Google Docs beware, as these Office Web Applications provide the core functionality an enterprise needs to operate anywhere.

• SharePoint capture/SharePoint imaging storage is easily managed by robust document libraries, and any piece of content can be exposed to a number of workflow options which meet BPM (Business Process Management) requirements. Workflows can be implemented out of the box, by using Visio/SharePoint Designer, or programmatically with Visual Studio.

• Given the range of capabilities, SharePoint 2010 really offers something for everyone. The only question is… how will you use it?• Unique Document ID’s: Every doc has a unique identifier and unique link. I can send you a link to a specific document and the link will work no matter where the real document lives. • SharePoint Workspaces: Documents …heck, whole SharePoint sites, can be taken offline using the SharePoint Workspace. • Document Storage: Storage capacities have been massively increased and documents can optionally be pushed outside SQL Server, such as to the file system. • Easily Find Documents: Transform the act of “search” into “finding” using tools such as metadata filter web parts and enterprise search to locate the documents you need. • Edit Documents in Real-time: Edit docs right in the browser with Office Web Apps. • Enterprise Document Management: Manage all the core aspects of your documents including check in/check, versioning, permissions, history and workflow. • Content Organizer: A user can submit documents to ‘SharePoint’ and the Content Organizer will make sure it goes to the right place, even if that place resides in another site collection!! • Faster: User interface is much, much faster with no browser refreshes or long waits. • Taxonomy and Metadata: Metadata fields (like Customer Name) can be used across SharePoint, not just within a single Site Collection. A centralized taxonomy allows terms to be managed across the organization. • Enterprise Records Management: Records can live anywhere–a document can be converted into a ‘protected’ record yet still remain in the document library it was created. Or, move it to a Record Center but leave a link behind. From storage to retention and

disposition, information management poliMECs rigorously address all records management requirements. There is a mindset within records management that “If it’s not complicated, it won’t work”. While establishing a solid records management process is not easy per se, it should not be made more difficult by proprietary vendors who have lost focus or never had a focus on usability. Many tools overcomplicate the storing and finding of records. If a system is not easy to us it will not succeed, no matter the brand name or promises by the vendor.

• SharePoint capture/SharePoint imaging storage is easily managed by robust document libraries, and any piece of content can be exposed to a number of workflow options which meet BPM (Business Process Management) requirements. Workflows can be implemented out of the box, by using Visio/SharePoint Designer, or programmatically with Visual Studio.

• Given the range of capabilities, SharePoint 2010 really offers something for everyone. The only question is… how will you use it?• Unique Document ID’s: Every doc has a unique identifier and unique link. I can send you a link to a specific document and the link will work no matter where the real document lives. • SharePoint Workspaces: Documents …heck, whole SharePoint sites, can be taken offline using the SharePoint Workspace. • Document Storage: Storage capacities have been massively increased and documents can optionally be pushed outside SQL Server, such as to the file system. • Easily Find Documents: Transform the act of “search” into “finding” using tools such as metadata filter web parts and enterprise search to locate the documents you need. • Edit Documents in Real-time: Edit docs right in the browser with Office Web Apps. • Enterprise Document Management: Manage all the core aspects of your documents including check in/check, versioning, permissions, history and workflow. • Content Organizer: A user can submit documents to ‘SharePoint’ and the Content Organizer will make sure it goes to the right place, even if that place resides in another site collection!! • Faster: User interface is much, much faster with no browser refreshes or long waits. • Taxonomy and Metadata: Metadata fields (like Customer Name) can be used across SharePoint, not just within a single Site Collection. A centralized taxonomy allows terms to be managed across the organization. • Enterprise Records Management: Records can live anywhere–a document can be converted into a ‘protected’ record yet still remain in the document library it was created. Or, move it to a Record Center but leave a link behind. From storage to retention and

disposition, information management poliMECs rigorously address all records management requirements. There is a mindset within records management that “If it’s not complicated, it won’t work”. While establishing a solid records management process is not easy per se, it should not be made more difficult by proprietary vendors who have lost focus or never had a focus on usability. Many tools overcomplicate the storing and finding of records. If a system is not easy to us it will not succeed, no matter the brand name or promises by the vendor.

• Faster: User interface is much, much faster with no browser refreshes or long waits. • Taxonomy and Metadata: Metadata fields (like Customer Name) can be used across SharePoint, not just within a single Site Collection. A centralized taxonomy allows terms to be managed across the organization. • Enterprise Records Management: Records can live anywhere–a document can be converted into a ‘protected’ record yet still remain in the document library it was created. Or, move it to a Record Center but leave a link behind. From storage to • requirements. There is a mindset within records management that “If it’s not complicated, it won’t work”. While establishing a solid records management process is not easy per se, it should not be made more difficult by proprietary vendors who • never had a focus on usability. Many tools overcomplicate the storing and finding of records. If a system is not easy to us it will not succeed, no matter the brand name or promises by the vendor.


What is ECM is Not

• It is not a type of technology, it is logic driving the technology decisions

• It is not “Electronic” Content Management

• It is not intended to be complicated/unfriendly for users

• It is not the sole responsibility of IT

• It is not copying a file share into a system, it is only effective with a manageable classification scheme

• It is not about custom development, but rather escalating to development as a last resort/when the tool does not meet requirements out of the box or with proven third party tools.


ECM Takes Work


Taxonomy, Content Types, and Metadata


Taxidermy


Taxonomy

AnimalBird

EagleBaldGolden

FlamingoDove

SnakeRattlesnake

TimberDiamondback

Cobra


Taxonomy Development Approach

Who are you = Organizational StructureWhat do you do = Projects and OperationsWhat do you use = Resources

• Organizational Theoretical versus Functional

• Focus on Social Psychology

• Aim for a C+, and refine via a “Validative” Approach

• “Lookup List on Steroids”


Content Types and Metadata

• Content Classification consists of three primary elements; a Taxonomy, Metadata, and Content Types. A Taxonomy is a hierarchical classification of terms. Metadata (Site Column or Field) is “data about data” in that it provides context to content, while a Content Type is a collection of Metadata.

• Don’t allow users to become “Over-Metadated”


Content Types and Metadata

• Example: A Content Type is named “Proposal” and includes Metadata fields for “Title”, “Department Name”, and “Proposal Date”. The values for the Department Name could come from the Taxonomy.


What About My Folders???


What About My Folders???

• No Nested Folders!

• Provides a single point of failure to find content

• Multiple versions of the truth

• Huge degree of difficulty in maintaining structure

• Relies on naming convention

• Promotes Localization of Content

• Often creates “false” or “personal” classification

• Intended use of a folder is for security encapsulation

• Metadata based security is the “Holy Grail” of ECM


Site Hierarchy and Security


Sample Inflexible/Politically Driven Hierarchy


Best Practices Site Hierarchy for Intranets


Governance


Governance

• U.S.S.R. (United SharePoint Server Republic)

• If you can’t manage it, you don’t have it

• Set realistic ECM goals

• Know your role and clearly define strategic /tactical teams

• Define clear and enforceable policies

• Document, Document, Document

• Communicate and listen to your users

• Flexibility/usability breeds compliance

• Regularly review and refine your ECM approach

• Must be owned and cared for!


SharePoint 2010: ECM Capabilities

• Single Central Platform for the Enterprise

• Any type of content can be classified and stored

• User friendly interface

• Integration with Office and line of business applications/external data

• Granular security options

• Highly scalable (Its SQL! – Up to 50 TB per Web Application)

• Managed Metadata (Taxonomy)

• Site Columns (Metadata) and Content Types

• Content Routing (Content Organizer)



• Document Management

• Tagging and Metadata (Classification)

• Versioning

• Check in/Check out

• Document Sets

• Document IDs

• Records Management

• In Place or Records Center

• Compliance Details

• eDiscovery, Legal Holds, and Auditing

• Multi Stage Retention, Including Workflow



• FIND (Who wants to search? I want to Find!)• Metadata Navigation/Filters• Search with Metadata based Refinements

• Workflows• Out of the box, SharePoint Designer, Visual Studio• Third Party Tools, such as Nintex

• Collaboration

• Access Anywhere

• Office Web Applications

• Site Templates


SharePoint 2013: New/Improved ECM Features31

• Content authoring improvements

- Paste directly into a Rich Text Editor from Word and receive corrected HTML markup

- iFrames

- Image Renditions

• Site-based retention

• Variations for multilingual sites

• Cross-site publishing

• Catalog-enabled libraries and lists (reusable content)

• Managed navigation/Category pages


SharePoint 2013: New/Improved ECM Features32

• Friendly URLs

• Content Search Web Part

• Refiners and faceted navigation

• Analytics and recommendations (recommended content based on usage patterns)

• Branding (BYOD: Bring Your Own Designer)

- HTML5, CSS3, JavaScript

• Device-specific targeting


Paper Capture (a.k.a. Scanning)

Production (or Transactional)

Distributed (or Ad-Hoc)


Production Scanning

• Best suited for mass quantities of structured, uniform documents

• Utilizes recognition technologies:• Barcode• OCR/Zone-OCR• ICR• Forms Recognition• Auto batch separation

• Specialized personnel• Specialized equipment


Distributed Scanning

• Best suited to unstructured documents• Scanning performed by information workers using

general office equipment or small scanning devices• May be direct from device to repository or from device to

intermediate software for additional processing


Scanning to SharePoint

• Either approach (or both) may be used to scan content to SharePoint 2010/2013

• Microsoft doesn’t offer native tools for scanning to SharePoint; however a rich third-party ecosystem exists to provide a variety of options

• Direct Scanning• Many scanning devices have the ability to scan directly to SharePoint without requiring intermediate software

• Advantages are lower costs and less administration• No automated indexing


SharePoint Top 10 ECM Lessons Learned37

• Planning upfront reduces remediation later (remediation costs could be as high as 3.5x times the original cost of the project)

• Ungoverned SharePoint environments fail. Get and stick to a Governance Plan

• Don’t overcomplicate the system. Focus towards usability

• ECM is iterative. Plan to improve/refine throughout the life-cycle

• Change management is critical and requires a documented and executed Communications and Training Plan


SharePoint Top 10 ECM Lessons Learned38

• Don’t allow users to create sites, but have a request mechanism to ensure that the hierarchy and design stays intact (everyone wants to be a “Webmaster”, but the reality is they can’t)

• Don’t create Workflows for the sake of Workflows

• Leverage the out of the box features before any customizations

• Don’t build in a bubble, if you need help get experienced ECM resources that provide knowledge transfer!

• Listen to your users and promote an inclusive environment!


ECM in SharePoint 2013

DEMO


ECM in SharePoint 2013

Q&A

for your time.Thank you


IT MANAGEMENT CONSULTING • SYSTEMS INTEGRATION • DATA MANAGEMENT

Others talk,We listen.

IT MANAGEMENT CONSULTING SYSTEMS INTEGRATION DATA MANAGEMENT Copyright © 2014 CapTech Ventures,...

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