Enterprise Content Enterprise Content Management In Management In Microsoft Office Microsoft Office SharePoint Server 2007SharePoint Server 2007
Lionel MoyalLionel MoyalIntervate SolutionsIntervate [email protected]@intervate.com
AgendaAgenda
ECM?Business drivers for ECM solutionsMicrosoft’s ECM visionDocument management capabilitiesRecords management capabilitiesWeb content management capabilities
What is ECM?What is ECM?
Enterprise Content Management (ECM) is the technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes.
Definition from AIIM.org
Elements of ECM?Elements of ECM?
ImagingDocument ManagementWeb Content ManagementCollaborationWorkflowRecords Management
What Drives the Need for ECM?What Drives the Need for ECM?
ECM
Reusing information is difficultInability to protect sensitive information Efficiency in collaborative authoring
Risk of non-compliance with regulationsRisk from improperly retaining contentRetaining records for business continuity
Webmasters are a content bottleneckMultiple site types increase mgmt. costsBrand assets are improperly used
Automation of high volume processesIntegration of content and processes
Process Efficiencies
Multiple Publishing Channels
Content Chaos
Regulatory Climate
ECM Is The SolutionECM Is The Solution…but challenges remain…but challenges remain
Implementations are constrained to specialized departments
User adoption is low
IT deployment/maintenance costs are high
Return on investment takes a long time
Microsoft’s ECM VisionMicrosoft’s ECM Vision
Pervasive ECM throughout the organization
Deeply integrated components
Interoperable and Extensible
Enable a wide range of uses cases, out of the box
Interoperable And ExtensibleInteroperable And Extensible
SalesSales EmploymentEmployment ClaimsClaims
Asia PacificAsia PacificContractsContracts
Object Model/Web Part Object Model/Web Part FrameworkFramework
Object Model/Web Part Object Model/Web Part FrameworkFramework
Web ServicesWeb ServicesWeb ServicesWeb Services
SM
TP
SM
TP
SM
TP
SM
TP
Rep
osito
ry A
PI
Rep
osito
ry A
PI
Rep
osito
ry A
PI
Rep
osito
ry A
PI
E-mail E-mail SystemsSystems
ERP SystemsERP Systems Content Content RepositoriesRepositories
UI UI CustomizationsCustomizations
Custom Custom workflow & workflow &
policiespolicies
soxsox
Vertical/ Vertical/ Compliance biz Compliance biz
logiclogic
Document ManagementDocument Management
DEMO
Document RepositoryDocument Repository
SalesSales
Asia Pacific Asia Pacific RegionRegion
EmploymentEmployment ClaimsClaims
Protect Information Protect Information AssetsAssets
ContractsContracts
RecycleRecyclebin bin
Role based Role based Security on Security on individual individual
itemsitems
Auditing Auditing policies topolicies tolog usagelog usage
ServerServerside IRMside IRM
Document Document ManagemenManagemen
tt
Document RepositoryDocument Repository
Sales Sales EmploymentEmployment ClaimsClaims
Automate Business Automate Business Processes Processes
Asia Pacific Asia Pacific RegionRegion
ContractsContracts
Workflow Workflow engine engine
and toolsand tools
Content/ Content/ Process Process
integration integration thru thru
repositoryrepositoryFormsForms
Office SharePoint Office SharePoint DesignerDesigner
Document Document ManagemenManagemen
tt
Records ManagementRecords Management
SOXSOX
Physical Records Management Physical Records Management ProcessProcess
Legislation in SALegislation in SA
The Electronic Communication Technology (ECT) ActSections 141 & 195(1)(f) of the Constitution of South Africa, 1996The King II Report on Corporate GovernanceThe Promotion of Access to Information Act (PAIA)Government – National Archives ActGovernment – National Archives and Records ServicesVarious process/industry specific acts
StandardsStandards
(ISO) 15489 Records Management Standard The Information Communication Technology (ICT) ActUS DoD 5015.2 Design Criteria Standard for Electronic Records Management Applications UK Public Records Offices' Functional Requirements for Electronic Records Management Systems National Archives Policies and Procedures
Implications: TechnologyImplications: Technology
Technology focusedViewable in its native or prescribed format Available to all authorised parties Single, centralised data source Reference single items of information Security Encryption capabilities Scalability Structured and defined storage Privacy and confidentiality
Implications: BusinessImplications: Business
Business focusedEase of use Must meet all compliancy requirementsCompanies must prove compliancyMust provide an end to end solution Solution components must seamlessly
integrate
Records ManagementRecords Management
DEMO
Upcoming Upcoming enhancements to enhancements to MOSS 2007 Records MOSS 2007 Records CenterCenterPartner Add-on – Mid 2007?
File Plan builderMeta Data on folders & categoriesMeta Data inheritance / propagation modelAccess control based on and based on Meta Data“Closed” folders, Holds on foldersNeed more?
Best-of-breed records management systems integrated with Sharepoint – E.g. Meridio
Web Content Web Content ManagementManagement
IntranetIntranetInternetInternet
ExtranetExtranet
DEMO
Web Content Web Content RepositoryRepository
Author Web ContentAuthor Web ContentLibrary Library
Functions, Functions, Policies, Policies, SearchSearchIn-contextIn-context
editingediting
Office WordOffice Word Reusable Reusable HTML HTML
fragmentsfragments
PRPRManagerManager
WYSIWYG Web WYSIWYG Web editoreditor
Web content Web content ManagemenManagemen
tt
Authoring CapabilitiesAuthoring Capabilities
In Place Authoring And In Place Authoring And ApprovalApproval
Editable fieldsEditable fields Approval WorkflowApproval Workflow
WYSIWYG DHTML EditorWYSIWYG DHTML Editor
Server Side ConversionServer Side Conversion
PRPRDirectorDirector
Built in Built in review/approvareview/approva
l workflowl workflow
Publish Web ContentPublish Web Content
ContenContentt
TemplaTemplatete
Press Press ReleaseRelease
Separation Separation of content of content
and and presentationpresentation
Production Production ServerServer
Internet Internet SiteSite
SiteSitevariationsvariations
Web content Web content ManagemenManagemen
tt
PRPRManagerManager
Why ECM From Microsoft?Why ECM From Microsoft?
Ease of use and tight integration Ease of use and tight integration with MS Office ensures wide with MS Office ensures wide adoptionadoption
Deeply integrated components Deeply integrated components reduce IT deployment and reduce IT deployment and management costs management costs
Ready to use out of box Ready to use out of box functionality reduces time to functionality reduces time to valuevalue
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