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Enterprise Content Management In Microsoft Office SharePoint Server 2007

Enterprise Content Management In Microsoft Office SharePoint Server 2007. Lionel Moya l Intervate Solutions Lionelm@intervate.com. Agenda. ECM? Business drivers for ECM solutions Microsoft’s ECM vision Document management capabilities Records management capabilities

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Enterprise Content Management In Microsoft Office SharePoint Server 2007

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  1. Enterprise Content Management In Microsoft Office SharePoint Server 2007 Lionel Moyal Intervate Solutions Lionelm@intervate.com

  2. Agenda • ECM? • Business drivers for ECM solutions • Microsoft’s ECM vision • Document management capabilities • Records management capabilities • Web content management capabilities

  3. 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

  4. Elements of ECM? • Imaging • Document Management • Web Content Management • Collaboration • Workflow • Records Management

  5. Regulatory Climate Content Chaos What Drives the Need for ECM? Risk of non-compliance with regulations Risk from improperly retaining content Retaining records for business continuity Reusing information is difficult Inability to protect sensitive information Efficiency in collaborative authoring ECM Multiple Publishing Channels Process Efficiencies Automation of high volume processes Integration of content and processes Webmasters are a content bottleneck Multiple site types increase mgmt. costs Brand assets are improperly used

  6. Implementations are constrained to specialized departments ECM Is The Solution…but challenges remain User adoption is low IT deployment/maintenance costs are high Return on investment takes a long time

  7. Pervasive ECM throughout the organization Deeply integrated components Interoperable and Extensible Enable a wide range of uses cases, out of the box Microsoft’s ECM Vision

  8. Interoperable And Extensible Custom workflow & policies UI Customizations Vertical/ Compliance biz logic sox Object Model/Web Part Framework Claims Sales Employment Repository API SMTP Contracts Asia Pacific Web Services Content Repositories ERP Systems E-mail Systems

  9. Document Management DEMO

  10. Document Management Protect Information Assets Role based Security on individual items Document Repository Claims Sales Employment Contracts Asia Pacific Region Auditing policies tolog usage Serverside IRM Recyclebin

  11. Document Management Automate Business Processes Document Repository Claims Sales Employment Content/ Process integration thru repository Forms Contracts Asia Pacific Region Office SharePoint Designer Workflow engine and tools

  12. SOX Records Management

  13. Physical Records Management Process

  14. Legislation in SA • The Electronic Communication Technology (ECT) Act • Sections 141 & 195(1)(f) of the Constitution of South Africa, 1996 • The King II Report on Corporate Governance • The Promotion of Access to Information Act (PAIA) • Government – National Archives Act • Government – National Archives and Records Services • Various process/industry specific acts

  15. Standards • (ISO) 15489 Records Management Standard • The Information Communication Technology (ICT) Act • US 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

  16. Implications: Technology Technology focused • Viewable 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

  17. Implications: Business Business focused • Ease of use • Must meet all compliancy requirements • Companies must prove compliancy • Must provide an end to end solution • Solution components must seamlessly integrate

  18. Records Management DEMO

  19. Upcoming enhancements to MOSS 2007 Records Center • Partner Add-on – Mid 2007? • File Plan builder • Meta Data on folders & categories • Meta Data inheritance / propagation model • Access control based on and based on Meta Data • “Closed” folders, Holds on folders • Need more? • Best-of-breed records management systems integrated with Sharepoint – E.g. Meridio

  20. Intranet Internet Extranet Web Content Management DEMO

  21. Web content Management Web Content Repository WYSIWYG Web editor Author Web Content Library Functions, Policies, Search In-contextediting PRManager Authoring Capabilities Reusable HTML fragments Office Word

  22. In Place Authoring And Approval Approval Workflow Editable fields

  23. WYSIWYG DHTML Editor

  24. Server Side Conversion

  25. Web content Management Separation of content and presentation Template Press Release Production Server Content Publish Web Content Sitevariations Built in review/approval workflow PRDirector PRManager Internet Site

  26. Ease of use and tight integration with MS Office ensures wide adoption Deeply integrated components reduce IT deployment and management costs Ready to use out of box functionality reduces time to value Why ECM From Microsoft?

  27. Thank you to our Partners for their support of TechDays 2007

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