blug 2013: social document management in ibm connections

Social Document Management in IBM Connections

Folksonomy vs Taxonomy

Femke Goedhart | Business Consultant

Saturday, March 23, 13

Business Consultant Social BusinessDocument ManagementCollaboration

Silverside is an IBM Premier Business Partner in The Netherlands. Making a difference in building Social solutions & adoption of collaborative software

Twitter: @FemkeGoedhart

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Agenda

Evolution of information management

Social document management

Document Management spectrum

What’s new with CCM?

Strategies


Agenda

Evolution of information managementSocial document management



Strategies


5

1960-1975


6

1975-2001


7

2001-2015


8

Knowledge

Data

Information


9

Company

End User


10

Top down

Bottom up


11

Name Number City Country

John +1 702 022 112

Boston USA

Anna +31 754 442112

Amsterdam Netherlands

Sue-Ann +44 64 425 234

London UK

Mitchel +1 702 422 317

New York USA

Collaboration

File Management

ERP


12

Systems of Record

Systems of Engagement


94%6%

Information explosion

Digital versus Analog

1986

2007

2020

49%51%

1%99%

2002

13


14

Taxonomy

Folksonomy

(Social) Document Management


Agenda


Social document managementDocument Management spectrum


Strategies


16

CAPTURE

MANAGE

STORE

PRESERVE

DELIVER

Strategies, Methods & Tools

To

Content

ECM=Saturday, March 23, 13

17

CAPTURE

MANAGE

STORE

PRESERVE

DELIVER

CAPTURE

MANAGE

STORE

PRESERVE

DELIVER

Document Management

Content Management

Scalable?�� ->�� Enterprise Content Management


TaggingCommentingRecommendationsInteraction historySharingCollaboration

Social elements

18


19

Simultaneous editing : IBM Docs®


Check-in/Check-outVersioningWorkflow/BPMSecuritySearch & navigation

Document Management elements

20


21

Document types & Meta data


22

Document types determine validation, meta data and

processing needs

Meta data fields ensure correctly formatted input

field validation ensures compliance

Lifecycle management allows for controlled

publishing


23

RegulationLegislation

Compliance

But also....

What?�� Why?��

For�� how

�� long???


24

An example...


25

Released version 2.0

PRODUCTION1.0

Released version 1.0

2.0

1.1

Lifecycle Management

Approval

1.2

1.3

Cu

stom

er R

FC


26

Version: 1, 2, 3, 4... Version: 1.0, 1.1, 1.2, 2.0...1.21.1

1.0

2.0

1

23

4


27

01-02-2013Jan 2nd or Feb 1st?


Agenda



Document Management spectrumWhat’s new with CCM?

Strategies


29

Company

End User


30

InstantLong term

Company

End User


Company

End User31

Document Collaboration Document Sharing

InstantLong term


Company

End User32

Enterprise Content Management

Document Point Solutions


InstantLong term


Company

End User33

Document Collaboration

(IBM Connections, Quickr)


(IBM FileNet, IBM Content Mgr, Docova)


(integrated business tools)

Document Sharing(file system, Dropbox)


34



Document SharingDocument

Collaboration


3526

Community FilesShare, collaborate and relate files

Document LibrariesManage & control documents and

ensure trustworthiness

Personal FilesStore my files

IBM


36


37


38

Excerpt of Dropbox Terms of service as of Jan 2013


Agenda




What’s new with CCM?Strategies


40

ProfilesFind the people you need

CommunitiesWork with people who share common roles and expertise

Home pageSee what's happening across your social network

Social AnalyticsDiscover who and what you don’t know via recommendations

Micro-bloggingReach out for help your social network

BookmarksSave, share, and discover bookmarks

BlogsPresent your own ideas, and learn from others

FilesPost and share, documents, presentations, images, and more

Document / Linked LibrariesSecurely manage and collaborate on business documents

WikisCreate web content together

ActivitiesOrganize your work and tap your professional network

ForumsExchange ideas with, and benefit from the expertise of others

Media GalleryAdd sizzle by sharing rich media like Photos and Videos

Ideation BlogsCreate ideas and leverage the crowd to develop them


Document

Meta data & Documents types

Approval cycles

Field validations

‘Breadcrumb trails’/taxonomy

Soft deletion / trash can

Lifecycle management & draft

editing

41


Views

Nested folders

“Move to folder”

Additional views like “My

documents/pending

approval”, “My documents

modified in the last week”,

“My drafts”, etc

42


43

Review & approval


44

Integration with the activity stream


45

Document type & review set per library


46

Integrated search


Administration

Library creation from within

Community

Option to limit allowed

document type

Enforcing approval cycles per

Library

Multiple libraries per

community

Security per folder

47


Libraries versus Linked Libraries

Security

Control & administration

Relation to community

48


49

Document Centric

Infrastructure and Centralized

Ad-hoc Collaboration

Metadata oriented

Inside the firewall

People Centric

Open and collaborative

Community oriented

Content in context... user tags & ratings

Inside and outside the firewall

Traditional ECM

Social Content Management


50

Company

End User





51

FilesPost and share, documents, presentations, images, and more

Document / Linked LibrariesSecurely manage and collaborate on business documents

26

Community FilesShare, collaborate and relate files

Document LibrariesManage & control documents and

ensure trustworthiness

Personal FilesStore my files

CCM


Installation

Integrated install

for CCM

52


Installation

Or by utilizing an existing Filenet

environment

53


Agenda





Strategies


What do you need...?

55


56

Codification Personalization


57

standard or customized?mature or innovative?explicit or tacit?

Codification Personalization


58

Codification

Personalization




Codification

Personalization



Both�� are�� important!�� 59

20-80?


60

http://ecm3.org/

Where to from here...?


http://ecm3.org

http://ecm3.org

61

Information is managed locally and individually

Document management is emerging but still poorly used

Various solutions, policies and procedures are in the process of being implemented but without a broader strategy. Lifecycle management is still in it’s infancy.

Content is managed pervasively and incorporates social/collaborative content management. Lifecycle management and retention have been covered.

Content management fully enabled in a flexible and integrated architecture allowing for quick implementation of new content and technology

Source: ECM3 Model http://ecm3.org/

Maturity levels:


http://ecm3.org

http://ecm3.org

62

Hu

man IT Expertise

Business ExpertiseProcessAlignment

Info

rmati

on

Content/MetadataDepthGovernanceRe-useFindability

Sy

stem

sScopeBreadthSecurityUsability

Source: http://ecm3.org/

Categories & Dimensions:


http://ecm3.org

http://ecm3.org

63Source: ECM3 Model http://ecm3.org/


http://ecm3.org

http://ecm3.org

64Source: ECM3 Model http://ecm3.org/


http://ecm3.org

http://ecm3.org

65BE PRAGMATIC


PlansIBM Connections 4.5

IBM Connections 4.5 + Connections Content Manager

IBM Connections Suite

66

IBM Connections 4.5 IBM Connections 4.5

Connections Content Manager

IBM Connections Suite

IBM Connections 4.5


Sametime Advanced

Sametime SUT Lite

IBM Docs


67

IBM Connections 4.5


Quickr1:1 entitlement

Quickr to social?


Agenda





Strategies

Questions?


69

Thank you!

Twitter: @FemkeGoedhart

LinkedIn: http://nl.linkedin.com/in/femkegoedhart

Blog: http://femkegoedhart.com

Slideshare: http://www.slideshare.net/femware










blug 2013: social document management in ibm connections

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