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Folksonomy versus Taxonomy, Social Document management in IBM Connections: With the rise of social business and platforms like IBM Connections, many companies are re-evaluating their document strategies. Ideals of employee-driven sharing, tagging and folksonomies are desired, but is all documentation really suited for the freedom of ‘social’? Do some types require more structure, process and control? If so, how do you determine this and integrate it with your social ambitions? This session will cover the principles of document management and social file-sharing and explain how the newly announced IBM Connections Content Manager fit into that, what it means and what it will add to Connections.
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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
LinkedIn: http://nl.linkedin.com/in/femkegoedhart
Blog: http://femkegoedhart.com
Slideshare: http://www.slideshare.net/femware
Saturday, March 23, 13
Agenda
Evolution of information management
Social document management
Document Management spectrum
What’s new with CCM?
Strategies
Saturday, March 23, 13
Agenda
Evolution of information managementSocial document management
Document Management spectrum
What’s new with CCM?
Strategies
Saturday, March 23, 13
5
1960-1975
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6
1975-2001
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7
2001-2015
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8
Knowledge
Data
Information
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9
Company
End User
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10
Top down
Bottom up
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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
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12
Systems of Record
Systems of Engagement
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94%6%
Information explosion
Digital versus Analog
1986
2007
2020
49%51%
1%99%
2002
13
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14
Taxonomy
Folksonomy
(Social) Document Management
Saturday, March 23, 13
Agenda
Evolution of information management
Social document managementDocument Management spectrum
What’s new with CCM?
Strategies
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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
Saturday, March 23, 13
TaggingCommentingRecommendationsInteraction historySharingCollaboration
Social elements
18
Saturday, March 23, 13
19
Simultaneous editing : IBM Docs®
Saturday, March 23, 13
Check-in/Check-outVersioningWorkflow/BPMSecuritySearch & navigation
Document Management elements
20
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21
Document types & Meta data
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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
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23
RegulationLegislation
Compliance
But also....
What?����������� ������������������ Why?����������� ������������������
For����������� ������������������ how
����������� ������������������ long???
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24
An example...
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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
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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
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27
01-02-2013Jan 2nd or Feb 1st?
Saturday, March 23, 13
Agenda
Evolution of information management
Social document management
Document Management spectrumWhat’s new with CCM?
Strategies
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29
Company
End User
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30
InstantLong term
Company
End User
Saturday, March 23, 13
Company
End User31
Document Collaboration Document Sharing
InstantLong term
Saturday, March 23, 13
Company
End User32
Enterprise Content Management
Document Point Solutions
Document Collaboration Document Sharing
InstantLong term
Saturday, March 23, 13
Company
End User33
Document Collaboration
(IBM Connections, Quickr)
Enterprise Content Management
(IBM FileNet, IBM Content Mgr, Docova)
Document Point Solutions
(integrated business tools)
Document Sharing(file system, Dropbox)
Saturday, March 23, 13
34
Document Point Solutions
Enterprise Content Management
Document SharingDocument
Collaboration
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3526
Community FilesShare, collaborate and relate files
Document LibrariesManage & control documents and
ensure trustworthiness
Personal FilesStore my files
IBM
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36
Saturday, March 23, 13
37
Saturday, March 23, 13
38
Excerpt of Dropbox Terms of service as of Jan 2013
Saturday, March 23, 13
Agenda
Evolution of information management
Social document management
Document Management spectrum
What’s new with CCM?Strategies
Saturday, March 23, 13
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
Saturday, March 23, 13
Document
Meta data & Documents types
Approval cycles
Field validations
‘Breadcrumb trails’/taxonomy
Soft deletion / trash can
Lifecycle management & draft
editing
41
Saturday, March 23, 13
Views
Nested folders
“Move to folder”
Additional views like “My
documents/pending
approval”, “My documents
modified in the last week”,
“My drafts”, etc
42
Saturday, March 23, 13
43
Review & approval
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44
Integration with the activity stream
Saturday, March 23, 13
45
Document type & review set per library
Saturday, March 23, 13
46
Integrated search
Saturday, March 23, 13
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
Saturday, March 23, 13
Libraries versus Linked Libraries
Security
Control & administration
Relation to community
48
Saturday, March 23, 13
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
Saturday, March 23, 13
50
Company
End User
Enterprise Content Management
Document Point Solutions
Document Collaboration Document Sharing
Saturday, March 23, 13
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
Saturday, March 23, 13
Installation
Integrated install
for CCM
52
Saturday, March 23, 13
Installation
Or by utilizing an existing Filenet
environment
53
Saturday, March 23, 13
Agenda
Evolution of information management
Social document management
Document Management spectrum
What’s new with CCM?
Strategies
Saturday, March 23, 13
What do you need...?
55
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56
Codification Personalization
Saturday, March 23, 13
57
standard or customized?mature or innovative?explicit or tacit?
Codification Personalization
Saturday, March 23, 13
58
Codification
Personalization
Enterprise Content Management
Document Collaboration
Saturday, March 23, 13
Codification
Personalization
Enterprise Content Management
Document Collaboration
Both����������� ������������������ are����������� ������������������ important!����������� ������������������ 59
20-80?
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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:
Saturday, March 23, 13
62
Hu
man IT Expertise
Business ExpertiseProcessAlignment
Info
rmati
on
Content/MetadataDepthGovernanceRe-useFindability
Sy
stem
sScopeBreadthSecurityUsability
Source: http://ecm3.org/
Categories & Dimensions:
Saturday, March 23, 13
65BE PRAGMATIC
Saturday, March 23, 13
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
Connections Content Manager
Sametime Advanced
Sametime SUT Lite
IBM Docs
Saturday, March 23, 13
67
IBM Connections 4.5
Connections Content Manager
Quickr1:1 entitlement
Quickr to social?
Saturday, March 23, 13
Agenda
Evolution of information management
Social document management
Document Management spectrum
What’s new with CCM?
Strategies
Questions?
Saturday, March 23, 13
69
Thank you!
Twitter: @FemkeGoedhart
LinkedIn: http://nl.linkedin.com/in/femkegoedhart
Blog: http://femkegoedhart.com
Slideshare: http://www.slideshare.net/femware
Saturday, March 23, 13
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