TIG sharepoint for Knowledge managment
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This document summarizes how SharePoint can help legal services organizations meet their information management goals of better findability, reducing reinvention of content, and improving information sharing. It outlines how SharePoint allows for universal search across multiple sources, managed metadata for improved navigation and filtering of search results, content types and templates for reuse of content, and easy sharing of content through profiles and activity feeds. While SharePoint could provide these benefits either in the cloud or on-premises, the document also notes some challenges to implementation, such as an initial steep learning curve and lack of predefined templates for legal organizations.
TIG sharepoint for Knowledge managment
- 1. SharePoint 2010 for Legal Services
- 2. Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion Information Management Goals • Better findability • Less reinventing the wheel • Better information sharing • Flexible searching and browsing Image Credit: http://www.flickr.com/photos/punkjr/2438172247/in/photostream/ via CC BY-NC-ND 2.0
- 3. Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion SharePoint Overview Advocate Goal How SharePoint Helps Find things easily • Good, filterable results • Universal search (includes network drives, SharePoint, and Outlook) • Managed metadata to avoid noise Avoid reinventing the wheel whenever • Content types = templates possible • Granular management of boilerplate snippets • Easily point others to your own most frequently-requested docs Share information with little effort • Colligo allows upload to SharePoint from within Outlook • Existing network drives sync with SharePoint document libraries • Profiles / social networking
- 4. Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion Managed Metadata • Get more powerful navigation (left) • Prevent clutter/noise in metadata by using approved terms (right) • …but note: you can still provide a place to Tagging suggestions accept user-generated tags for later inclusion in the taxonomy Faceted browsing
- 5. Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion Search Result Filters Early tests on the search results seem good. We’ll SharePoint see what happens automatically at scale. provides filters, which can be customized if needed.
- 6. Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion Search Everywhere at Once Exchange Network SharePoint Public Drives Document Folders Libraries One search
- 7. Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion Content Types • As granular or as general as you choose • Both unique attributes and common ones • Associate each content type with a specific Word template, then fill in data automatically for each case using Business Connectivity Services and your Case Management System* *Long-term goal!! Additional assembly required
- 8. Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion Granular Management of Boilerplate • Always pasting that one RLTA citation into every letter? Store and manage it in a central location • Quickly share boilerplate snippets with others • Use these snippets from within your Word document without switching to SharePoint
- 9. Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion Share Your Commonly-Requested Docs • Are you famous for your frequently-updated and indespensible Housing brief? Give it a special home. • Others can find it without asking, with assurance that it is the latest version
- 10. Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion Colligo • Lawyers love Outlook, so make it easy to publish information to SharePoint from there • There will be additional costs for this, though http://www.colligo.com/products/sharepoint/co lligo-contributor-add-in-for-outlook/
- 11. Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion Easy Network Drive Integration Identical Have the benefit of SharePoint searching and browsing without giving up the file structure experience people are used to (at least at first)
- 12. Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion Better Information Sharing: Profile • Ask Me About lets people know what kinds of cases you are knowledgeable about • Recent Activities shows people your recently-shared docs • Highly customizable; don’t get carried away
- 13. Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion Cloud vs. Local SharePoint Online in Office 365 (Cloud) SharePoint Server 2010 (Local) Currently, no possibility of sharing data Can connect with your CMS through with your case management software* Business Connectivity Services Can’t bring case data into Word and other Can import case data into Word Office products* Fewer resources required Need at least 1 local server Accessible equally from all offices Branch offices must use VPN Limited bells and whistles related to Full search: tunable relevance, deep search refinement, federated results, “Did You Mean?”, query suggestions, related queries In most other important respects they are the same Full feature-by-feature comparison on page 35 of the official SharePoint Online Services Description at http://bit.ly/rQFUcy *As of Nov 2011, Microsoft began adding this functionality to the online version. Currently only supports (surprise) Microsoft Azure external systems
- 14. Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion Challenges • It’s not intuitive. Period. Full stop. – Building a SharePoint site means learning Microsoft- ese vocab words: sites, libraries, columns, farms, etc – Learning curve is fairly steep • No common template yet exists for legal services orgs • Choice can be crippling – You can do almost anything you can think of, therefor you have to work extra hard to define goals and constraints
- 15. Intro | Findability | Reuse | Sharing | Cloud v Local | Challenges | Conclusion Thanks! • Questions?