How Microsoft SharePoint Gives You a Realistic Approach to Content Management
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The document discusses the management of content using SharePoint, highlighting its features and benefits such as efficiency, accuracy, and process automation. Nicky Bleiel, an experienced technical communicator, emphasizes that SharePoint is widely used for document management and regulatory compliance within organizations. The presentation also includes details about SharePoint's capabilities in workflows, information rights management, and translation management.
How Microsoft SharePoint Gives You a Realistic Approach to Content Management
- 1. Nicky Bleiel Senior Information Developer ComponentOne STC Rochester Spectrum Conference 23 April, 2012
- 2. What We Will Cover • Why manage content? • Reasons to Adopt SharePoint • SharePoint’s Content Management Features • Demonstration of SharePoint
- 3. 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.
- 4. 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
- 5. Content Lifecycle • Requirements • Acquire • Personas • Author • Governance Analyze Collect Publish Manage • Transform • Modeling/Typing • Syndicate • Repository • Evaluate • Metadata Courtesy Rahel Bailie
- 6. 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
- 7. Content Management in SharePoint Regulatory compliance/ Records Enterprise accessibility and management search Enterprise Content Management (ECM) Web Content Management Document Management (WCM)
- 8. 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
- 10. The Library and Documents Ribbons
- 11. Demonstration
- 12. Workflows • Workflows automate business processes • Several workflows included, Not Started but you must configure them: – Approval – Collect Feedback In Process – Disposition Approval – Three State – Translation Management Complete • You can create custom workflows: – SharePoint Designer – Visio – Visual Studio
- 13. 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
- 14. Information Rights Management IRM is more powerful than permissions… • Restrict printing (even copy/paste) • Require credentials at intervals • Auditing features For confidential/sensitive content
- 15. Translation Management Translation Management Libraries: – Automatically create copies for each language – Assign translation tasks to translators – Start a translation workflow
- 17. 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.
- 18. 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/
- 19. Learn More LinkedIn 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
- 20. Questions? Contact information: Nicky Bleiel ComponentOne Pittsburgh, PA nickyb@componentone.com www.doctohelp.com www.nickybleiel.com Twitter: @DocToHelp @nickybleiel