The AIIM Blog
Keep your finger on the pulse of Intelligent Information Management with industry news, trends, and best practices.
Electronic Records Management (ERM) | Metadata | Sharepoint and Office 365
It should not be of great surprise to anyone that Microsoft’s plan for SharePoint is to provide the foundation for access to all information in the enterprise. With SharePoint’s tightly coupled integration with the Office product, SharePoint’s popularity in collaboration, and openness for developers and integrators, SharePoint is positioned to touch every single byte in your corporate network. Therefore based on what SharePoint’s future looks to be, the importance of being able to manage your data within SharePoint properly is very important. So, are you having problems in the areas below? If you are, then you seriously need to stop relying on your users to tag your content.
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Sharepoint and Office 365 | Social Media
By now, you've probably heard of SharePoint and are aware that it's a great fit for most organizations' document management and collaboration needs. While it comes with its share of shortfalls, it can also provide you with a starting point for social computing. Here are eight ways you can extend SharePoint’s out-of-the-box capabilities to meet your social computing vision. 1. SharePoint My Sites SharePoint's My Sites functionality encourages interaction among employees and offers a basic corporate equivalent to a Facebook profile. My Sites let employees learn about each other’s interests and expertise. However, My Site can also be pretty underwhelming and stale for the avid Facebook user. To make it a viable social computing tool, organizations should consider extending them past their out-of-the-box limitations. Consider installing third party products like nGage by OI Software. nGage gives My Sites a real WOW factor such as a visual “reputation," scoring user contribution using criteria such as their openness, creativity, and contribution level.
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Making an ECM implementation successful requires planning and attention to detail. The best way to create the right solution is to identify organizational goals and priorities. Learn how to manage a successful implementation in our free guide.
Electronic Records Management (ERM) | Enterprise Content Management (ECM) | Sharepoint and Office 365
1. Determine SharePoint’s role in the organization. For some companies, SharePoint is the chosen collaboration and social networking engine, where all collaborative content resides in SharePoint. For others, SharePoint is more of an end-user experience and Intranet platform. If you are implementing SharePoint with another ECM solution, it's critical to identify what role SharePoint will truly have in your organization to ensure proper planning for the implementation. There are several features within SharePoint that need to be taken into consideration before you implement. For example: What aspects of the Microsoft Office integration are or will be deployed? What areas of overlap exist between SharePoint and the ECM solution? Will SharePoint be the primary access point for all content or one of multiple access points? What vendor integration capabilities are provided? How does SharePoint fit into the corporate records management program? The more that can be identified before the deployment, the lower the implementation costs will be. The project charter should identify the reasoning behind the decision to combine the technologies.
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Information Governance | Intelligent Information Management (IIM) | Sharepoint and Office 365
A tidal wave of information. A study by IDC a few years back concluded that there are currently 281 billion exabytes of information in the Digital Universe. So how much is this? Well…an exabyte is a million million megabytes. Thanks a lot. To put it in a bit of perspective, a small novel contains about a megabyte of information. So, in other words, the Digital Universe is equal to 12 stacks of novels (fewer if the chosen novel is a big fat one like Harry Potter 6 or one of those Ken Follett Pillars of the Earth deals) stretching from the earth to the sun. So it’s a big number, whatever it is. But I think the way to think about this is to note that IDC concludes that 30% of this information is business-related. And it concludes that the overall quantity of information will grow by a factor of 10 between 2006 and 2011. The point here is that it is not unrealistic to think that your employees – who currently say they are overwhelmed by the volume of information they must manage and who currently say they spend hours each day just dealing with email – will need to manage 10X as much information in the near future.
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Enterprise Content Management (ECM) | Sharepoint and Office 365
The hype cycle has started for the upcoming release of SharePoint 2010, and I’m certainly not the only one to get caught up in it. I’m excited about anything that can help the members of our community better manage their information, and I’ve always seen SharePoint as a potentially transformative platform bridging structured content, unstructured content, and social computing in one flexible package. The current release of SharePoint does a decent job of this, but it has some shortcomings when it comes to its capabilities as a true Enterprise Content Management platform.
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Document Management | Enterprise Content Management (ECM) | Sharepoint and Office 365
Saving money is the most significant current driver. Compared to recent years, cost-saving has taken a clear lead over compliance as the primary business driver for investments in document and records management. Tracking the most significant business drivers over a number of years shows regulatory control and associated compliance risk peaking in 2007 with a fall back in the last two years to cost savings. This is obviously due to the economic downturn - which was in part caused by insufficient regulatory control. We feel that compliance and risk avoidance may rise again once the dust settles over the many regulatory lapses and forced mergers.
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