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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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#engageug
Social sharing versus
organised structure
Must you select only one?
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Stuart McIntyre!
• Social Business Strategist • Social 365 & Change Agents Worldwide !
• @StuartMcIntyre • [email protected] • uk.linkedin.com/in/mcintyre
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Femke Goedhart!
• Business Consultant - Social Business, Document Management & Collaboration
• Silverside B.V. !
• @FemkeGoedhart • [email protected] • nl.linkedin.com/in/femkegoedhart
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Age of data
1960-1975
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1975-2001Age of context
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Age of collaboration
2001-2014
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Content Management positioning
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Knowledge
Data
Information
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Company
End User
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Company
End User
Codification
Personalisation
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InstantLong Term
Codification
Personalisation
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InstantLong Term
Document Collaboration Document Sharing
Codification
Personalisation
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InstantLong Term
Enterprise Content Management
Document Point Solutions
Document Collaboration Document Sharing
Codification
Personalisation
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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
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InstantLong Term
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Document Point Solutions
Enterprise Content Management IBM FileNet
Document SharingDocument
Collaboration IBM Connections
Codification
Personalisation
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Document Management elements• Record management • Versioning/Lifecycle management • Retention • Archiving/Expiry • Meta data/Document types • Folders / Taxonomy • Scalability • Security • Checkin-Checkout • Compliance
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STRUCTURED
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Social file elements• Comments • Likes • Recommendations • Sharing • Tagging / Folksonomy • Searching • Discoverability • “Knowledge accidents”
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UNSTRUCTURED
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IBM’s Portfolio• Domino document libraries • Domino.doc / Domino Document Manager • Quickplace / Quickr • IBM Connections • IBM Filenet / IBM Content Manager • ISV solutions
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Let’s look at IBM Connections
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Connections Files
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Files
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Community Files
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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
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• 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
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IBM Connections (continued)
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CCM
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Version: 1, 2, 3, 4... Lifecycle mgt1.2
1.11.0
2.0
1
23
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01-02-2014 !
Jan 2nd or Feb 1st?
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Linked Libraries
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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
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Use Cases
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#engageugUse case 1: Invoices
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Use case 2: Project Doc’s!41
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Use case 3: HR!42
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Use case 4: Work in progress
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Use case 5: Contracts
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Comparison
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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
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Document Point Solutions
Enterprise Content Management IBM FileNet
Document SharingDocument
Collaboration IBM Connections
Community Files
CCM
Files
Linked Libraries
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Determine your need
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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?
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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….
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Any content is better than no content!
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Questions?
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• @FemkeGoedhart • [email protected] • nl.linkedin.com/in/femkegoedhart
• @StuartMcIntyre • [email protected] • uk.linkedin.com/in/mcintyre