how microsoft sharepoint gives you a realistic approach to content management
DESCRIPTION
Managing your content ensures efficiency in your work and accuracy in your documentation.This session discusses managing content with SharePoint and demonstrates some of its features.TRANSCRIPT
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How Microsoft SharePoint Gives You a Realistic Approach to Content Management
Nicky BleielSenior Information DeveloperComponentOne
STC Rochester Spectrum Conference23 April, 2012
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What We Will Cover
• Why manage content?• Reasons to Adopt SharePoint• SharePoint’s Content Management
Features• Demonstration of SharePoint
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Biography — Nicky Bleiel• 17+ years of experience as a technical
communicator.• Director and VP-elect, Society for Technical
Communication.• Written and designed documentation for
software products in the documentation, media, industrial automation, simulation, and pharmaceutical industries.
• Speaker at STC, WritersUA, tcworld, LavaCon, and CIDM on a variety of topics.
• Articles published in STC Intercom, tcworld magazine, TechCom Manager, WritersUA website, and the Content Wrangler.
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Why Manage Content?
• Efficiency– Content stored in a single location– Findability (metadata)– Automation (workflows/alerts)– Track history
• Accuracy– Changes only need to be made once– Permissions/IRM– Consistency (templates)
• Important part of the content lifecycle
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Content Lifecycle
• Modeling/Typing• Repository• Metadata
• Transform• Syndicate• Evaluate
• Acquire • Author
• Requirements• Personas• Governance
Analyze Collect
ManagePublish
Courtesy Rahel Bailie
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Reasons to Adopt SharePoint
SharePoint is a solid solution that your company may already own.
– SharePoint is an Enterprise Content Management System
– SharePoint has 100 million estimated users– 68% of organizations surveyed use it to
manage documents– Tight integration with Microsoft Office– SharePoint is useful even if you do not need
to collaborate across the enterprise
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Content Management in SharePoint
Regulatory compliance/ Records management
Enterprise accessibility and search
Web Content Management (WCM)
Document Management
Enterprise Content Management
(ECM)
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SharePoint’s Core Document Management Features
Process Automation– Workflows– Alerts
Access – Library/Document Permissions
– Information Rights Management
Search – Metadata
– Content Types
Version History/Source Control
Translation Management
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The Document Library
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The Library and Documents Ribbons
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Demonstration
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Workflows
• Workflows automate business processes
• Several workflows included, but you must configure them:– Approval– Collect Feedback– Disposition Approval– Three State– Translation Management
• You can create custom workflows:– SharePoint Designer– Visio– Visual Studio
Not Started
In Process
Complete
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Content Types
“Categories” for content…• Built in Content Types, plus custom• Include metadata, workflows• Can be applied to more than one file type• Make it possible to aggregate files
efficiently
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Information Rights Management
IRM is more powerful than permissions…• Restrict printing (even copy/paste)• Require credentials at intervals• Auditing features
For confidential/sensitive content
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Translation Management
Translation Management Libraries:– Automatically create copies for each language– Assign translation tasks to translators– Start a translation workflow
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Translation Management
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In Conclusion
• SharePoint is installed at many organizations• SharePoint is easy to use, and has many
powerful features.• Implementing SharePoint for content
management has few risks.• SharePoint’s content management features are
useful even if you work alone.
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References/Further Reading
“How Many SharePoint Users? No One Knows for Sure” by Ann All http://www.itbusinessedge.com/cm/blogs/all/how-many-sharepoint-users-no-one-knows-for-sure/?cs=36875
“How are Businesses Using SharePoint in the Enterprise?” White Paper from Global 360: http://global360.com/xres/uploads/resource-center-documents/012811_WhitePaper_SharePoint_Survey_2011-B.pdf
Three-part blog series on managing Microsoft Word Document Reviews in SharePoint:• http://our.componentone.com/2011/07/11/managing-word-document
-reviews-in-microsoft-sharepoint/
Blog post with SharePoint installation instructions: • http
://our.componentone.com/2011/03/17/curious-about-sharepoint-it-is-easy-to-install/
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Learn MoreLinkedIn Groups (www.linkedin.com)• SharePoint 2010• SharePoint Users Group• SharePoint 2007 & 2010
Microsoft SharePoint Help and How-to: http://office.microsoft.com/en-us/sharepoint-server-help/
Microsoft’s “SharePoint 2010 Training at Your Desk” http://office.microsoft.com/en-us/sharepoint-server-help/take-sharepoint-server-2010-training-at-your-desk-HA101859255.aspx
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Questions?
Contact information:
Nicky BleielComponentOne
Pittsburgh, PA
www.doctohelp.com
www.nickybleiel.com
Twitter: @DocToHelp @nickybleiel