SharePoint Meet ECM - SPS Houston

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WelcomeSharePoint ECM

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Welcome to SharePoint Saturday Houston

• Please turn off all electronic devices or set them to vibrate.• If you must take a phone call, please do so in the hall so as not

to disturb others.• Thanks to our Title Sponsor: And our Platinum Sponsors:

Thank you for being a part of the 3rd Annual SharePoint Saturday for the greater

Houston area!

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Information• Speaker presentation slides will be available at

SharePointSaturday.org/Houston within a week• Keep checking website for future events• The Houston SharePoint User Group at

www.h-spug.org, will be having it’s May meeting Wednesday May 24th. Please be sure to join us!

• Have a great day!

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Why Chris? | @HoardingInfo

• Product Manager @CloudShare

• Knows Stuff about SharePoint

• ECM Speaker and Author of Standards

• Has Acronyms, on the Board of AIIM

• I have a Chihuahua named “Bean”

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Who is CloudShare?

• On-Demand SharePoint Farms in the cloud

• Non-Multi Tenant Full Server Access

• Pre-Installed SharePoint & MS Stack

• For Dev/Testing/POC/Demos and Training

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Logistics

• Define ECM

• ECM in SharePoint

• Talk the Talk

• Demo

• The Future

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Words of Wisdom

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Projects fail because of people, not technology

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ECM is a methodology NOT a technology

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If your migrating Shared DrivesYour doing it WRONG!

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If you don’t have a teamYour doing it WRONG!

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Folders are the new F*$# word

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ECM• The term ECM is old but still exists

• It’s the methodologies and process for capturing, storing, securing, and retrieving content.

• It makes your Information professionals– Work suck a little less– Spend less time finding content more time using it– Keeps your organization’s content secure and relevant

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ECM

• Your knowledge workers don’t pay attention to how they do what they do

• Your content managers don’t speak your language, and you don’t speak theirs

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ECM in SharePoint• Create a living Governance Plan• Create a taxonomy• Setup Document ID service• Plan for eDiscovery• Setup content types and content type publishing• Setup retention schedules per your file plan• Determine what Folksonomy to use• Enable records management in-place or records center• Evaluate value of document sets• Enable content audits

• All before a single document is uploaded

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ECM in SharePoint

Most of ECM in SharePoint is created outside of SharePoint

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Talk the Talk

SharePoint ECM

Managed Meta-Data Taxonomy

MMS, Rating, Keywords, Like It, Tagging Folksonomy

Document Sets Compound Documents

Content Types Not synonymous with Document Types

Information Management Policies Records Management

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Talk the Talk• System of Record• System of Engagement• Information Architecture – Hierarchy• Records Management• Taxonomy– Functional– Regional– Time Based

• eDiscovery

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DEMO

Stop Talking:

Show us

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What does the future hold

• CMIS• SharePoint 15• Folders go away• Content on-boarding is no longer the problem

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Tips

• Run out of this meeting and START NOW• Always think about v.Next• Governance, Do it, It’s not what you think• Pre-Mortem• Don’t Tell, SHOW!• Make friends | Crowd Source• Don’t foster bad habits ( workspaces, explorer view)• Out-of-the box as much as possible• Don’t look for cookie cutter implementations

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Resources

ECM & SharePoint: http://www.aiim.org/Community/SharePoint

Records Management: www.arma.org

Ready Taxonomies: http://www.hoardinginformation.com

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Call Me!

• Chris@CloudShare.com• @HoardingInfo

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Thanks to all our Sponsors