Social sharing vs. organised structure. Must you select only one?

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  Session slides as delivered on March 18th 2014 at Engage in Breda, The Netherlands by Stuart McIntyre & Femke Goedhart Abstract: So you have connections (or you are thinking about it) and you want to know what it can do for you in the sense of *socialy* managing files but you don't really know how that concept works or if it would work for your organization. Tags or folders, share or private, community files or personal files, meta-data and document types? What does it mean and where do you start? Stuart McIntyre and Femke Goedhart will take you through the ups and downs of social file management. When to use it, when not and what you need to know about file and document management to have the discussion if this should replace the department file share. Coming from two different backgrounds - and often butting heads about this topic - Stuart & Femke will pitch the points and concepts that you need to think about with managing your documents in a social environment and show you examples on how and where to use IBM Connections to do so.
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  • 1. #engageug Social sharing versus organised structure Must you select only one? !1
  • 2. #engageug Stuart McIntyre ! • Social Business Strategist • Social 365 & Change Agents Worldwide ! • @StuartMcIntyre • stuart@social365.com • uk.linkedin.com/in/mcintyre !2
  • 3. #engageug Femke Goedhart ! • Business Consultant - Social Business, Document Management & Collaboration • Silverside B.V. ! • @FemkeGoedhart • f.goedhart@silverside.nl • nl.linkedin.com/in/femkegoedhart !3
  • 4. #engageug !4 Age of data 1960-1975
  • 5. #engageug !5 1975-2001 Age of context
  • 6. #engageug !6 Age of collaboration 2001-2014
  • 7. #engageug Content Management positioning !7
  • 8. #engageug !8 Knowledge Data Information
  • 9. #engageug !9 Company End User
  • 10. #engageug !10 Company End User Codification Personalisation
  • 11. #engageug !11 InstantLong Term Codification Personalisation
  • 12. #engageug !12 InstantLong Term Document Collaboration Document Sharing Codification Personalisation
  • 13. #engageug !13 InstantLong Term Enterprise Content Management Document Point Solutions Document Collaboration Document Sharing Codification Personalisation
  • 14. #engageug !14 InstantLong Term 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) Codification Personalisation
  • 15. #engageug InstantLong Term !15 Document Point Solutions Enterprise Content Management IBM FileNet Document Sharing Document Collaboration IBM Connections Codification Personalisation
  • 16. #engageug Document Management elements • Record management • Versioning/Lifecycle management • Retention • Archiving/Expiry • Meta data/Document types • Folders / Taxonomy • Scalability • Security • Checkin-Checkout • Compliance !16 STRUCTURED
  • 17. #engageug Social file elements • Comments • Likes • Recommendations • Sharing • Tagging / Folksonomy • Searching • Discoverability • “Knowledge accidents” !17 UNSTRUCTURED
  • 18. #engageug IBM’s Portfolio • Domino document libraries • Domino.doc / Domino Document Manager • Quickplace / Quickr • IBM Connections • IBM Filenet / IBM Content Manager • ISV solutions !18
  • 19. #engageug Let’s look at IBM Connections !19
  • 20. #engageug Connections Files !20 Files
  • 21. #engageug !21
  • 22. #engageug !22
  • 23. #engageug !23
  • 24. #engageug !24
  • 25. #engageug !25 Community Files
  • 26. #engageug !26
  • 27. #engageug IBM Connections • Files & Community Files: • Social file sharing • Limited version control • Can be shared with users and/or communities • Single-layer folder structure • Offline file sync available in Cloud, coming soon on-prem !27
  • 28. #engageug • Access to Files & Community Files via: • MS Office integration • Windows Explorer integration • Notes integration • Mobile app • Offline files (in cloud today, coming soon to on-prem) • Integration with IBM Docs !28 IBM Connections (continued)
  • 29. #engageug !29 CCM
  • 30. #engageug !30
  • 31. #engageug !31
  • 32. #engageug !32
  • 33. #engageug !33
  • 34. #engageug !34
  • 35. #engageug !35 Version: 1, 2, 3, 4... Lifecycle mgt 1.2 1.1 1.0 2.0 1 2 3 4
  • 36. #engageug !36 01-02-2014 ! Jan 2nd or Feb 1st?
  • 37. #engageug Linked Libraries !37
  • 38. #engageug IBM Connections (continued) • Connections Content Manager (CCM) libraries • New in Connections 4.5 • Requires integrated or standalone install of Filenet • CCM libraries are created within a community, can have multiple libraries per community • Support Quickr connectors today, new connectors coming soon - allow round-trip editing !38
  • 39. #engageug Use Cases !39
  • 40. #engageug Use case 1: Invoices !40
  • 41. #engageug Use case 2: Project Doc’s !41
  • 42. #engageug Use case 3: HR !42
  • 43. #engageug Use case 4: Work in progress !43
  • 44. #engageug !44 Use case 5: Contracts
  • 45. #engageug Comparison !45 Document Centric Infrastructure and Centralized Process oriented 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
  • 46. #engageug !46 Document Point Solutions Enterprise Content Management IBM FileNet Document Sharing Document Collaboration IBM Connections Community Files CCM Files Linked Libraries
  • 47. #engageug Determine your need !47
  • 48. #engageug Questions to ask • Where do you use the information? • Is it time constricted? • Are there legal implications linked to the data? • Who is the audience? • How will it be accessed? • Who owns the information? !48
  • 49. #engageug Recommendations ! • Be pragmatic • Complete a requirements gathering phase • Pilot ‘grey area’ document types to find the right fit • Review (and sometimes use) what you have • and…. !49
  • 50. #engageug Any content is better than no content! !50
  • 51. #engageug Questions? !51 • @FemkeGoedhart • f.goedhart@silverside.nl • nl.linkedin.com/in/femkegoedhart • @StuartMcIntyre • stuart@social365.com • uk.linkedin.com/in/mcintyre
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