Enterprise Content Management (ECM) in the Cloud
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The document discusses moving from traditional file folders to using tags, taxonomies, and metadata for organizing documents and information. It highlights that folders can limit findability and usability, while metadata and taxonomies allow documents to be organized and navigated in more flexible ways. The document provides examples of using SharePoint to manage content with features like managed metadata, social tagging, and location-based auto-tagging. It emphasizes that effective use of these tools requires governance, user training, and an initial focus on developing high-quality taxonomies and metadata.
Enterprise Content Management (ECM) in the Cloud
- 1. Moving from Files and Folders to Tags, Taxonomies, and Meta-Data for Managing Documents, Data, and Information Christopher Coogan (Deputy Director and Chief of Staff) Kashif Imran (Chief Information Officer) Association for Institutional Research #ASAE14
- 2. #ASAE14
- 3. #ASAE14
- 4. #ASAE14 Hunting for a document on file share
- 5. #ASAE14 Hunting for a document in an ECM solution organized using Metadata and Taxonomies
- 6. #ASAE14 Agenda • What is ECM? • Is there anything wrong with folders? • Metadata • Can folders and Metadata live together? • Taxonomy • Folksonomy and social tagging • Questions?
- 7. Enterprise Content #ASAE14 Management (ECM)
- 8. Enterprise Content Management (ECM) • Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists. (Aiim.org) #ASAE14 • ECM is about “unstructured” information – Images, office documents, graphics, web pages, email, video, rich media
- 9. Biggest single factor that triggered ECM implementation now http://www.aiim.org/pdfdocuments/IW_ECM_State-of-Industry_2011.pdf #ASAE14
- 10. SharePoint as ECM Solution for Demos • Featurization of ECM features in SharePoint, part of Office 365, simple licensing, single source for information, extensible, non profit offerings • Document Libraries, Alerts • Content Types • Document Information Panels • Folders • Document IDs: ID follows document • Document Sets: “Collection” of documents treated as a single entity • Content Organizer: Rule based submission, Drop off library • Document Center • Site mailbox Managed Metadata: Taxonomy, Folksonomy, Metadata Validation, Metadata Navigation, Tagging, Location based Metadata • Records Management, Record Declaration (In Place, Records Center) • eDiscovery and Hold (In Place, Records Center) • Information Rights Management: Encrypted documents • Multi-stage Retention Policies • Search • Workflows #ASAE14
- 11. #ASAE14 Folders
- 12. #ASAE14 Is there anything wrong with folders?
- 13. Why folders are bad? • Rigid physical layout: put limits of physical objects #ASAE14 on items that are not physical • Usability: Nested folders structure hides content • Moving files across folders breaks links • Sorting and filtering (across nested folders) • Putability (Just create a new folder. “I’ll remember where I saved it.”) • Duplication to help findability (quality of being locatable or navigable) • Navigation • The “F” word of Content Management
- 14. #ASAE14 A Folder Structure that Works
- 15. #ASAE14 Boss walk in your office at 4:50 PM • I need all the contracts for more than $200,000 dollars.
- 16. #ASAE14
- 17. #ASAE14 Metadata
- 18. #ASAE14
- 19. #ASAE14 Metadata • Data about data • Collection of structured information about a document or a piece of content (Patrick Lambe) • Examples: – Contract (Amount, Client, Contract Start and End Date) – Invoice (Customer, Amount, Invoice Date) – Project (Start Date, End Date, Title) – Car (Company, Model, Year, Mileage, Color)
- 20. #ASAE14 Metadata on Amazon
- 21. #ASAE14 Metadata on cars.com
- 22. #ASAE14 Metadata on File Share
- 23. #ASAE14 Photo tagging and Metadata
- 24. #ASAE14 Google Docs and SharePoint
- 25. #ASAE14 Metadata in SharePoint Documents
- 26. What is metadata used for • Information Management • Organize data by tags, alternative to folders: Findability • Policy: records management polices act on metadata values • Process: track state or status of business process, route #ASAE14 documents using content organizer • Search • Social capabilities
- 27. #ASAE14 Demo Metadata in SharePoint Documents
- 28. #ASAE14 Rules Based Submission
- 29. #ASAE14 Demo Rule Based Submission
- 30. #ASAE14
- 31. #ASAE14 Using Folders and Metadata Together
- 32. #ASAE14 Demo Using Folders and Metadata together
- 33. #ASAE14 Taxonomy
- 34. #ASAE14 Taxonomy • Collection of concepts for a given subject domain organized into hierarchical tree structure • The hierarchy visually represents the nature of the relationships between the categories and sub-categories. • Rigid, Controlled, Centralized, Carefully planned • Help with Indexing, Retrieval, Organization and navigation of Information • Folksonomy: loosely structured collection of terms (Community-driven - Twitter)
- 35. #ASAE14
- 36. #ASAE14 Metadata Based Navigation
- 37. #ASAE14 Metadata and Search Refiners
- 38. #ASAE14 Demo Metadata based Navigation Metadata and Search
- 39. #ASAE14 Taxonomy VS File Share
- 40. #ASAE14 Managed Metadata Challenges • Creating right taxonomies – http://www.taxonomywarehouse.com – http://www.wandinc.com/wand-general-business-taxonomy.aspx • How much metadata? • Ongoing governance • Making users tag documents properly – Manual Tagging: • Compliance, consistency, correctness – Automatic • Fast, flexible, scalable, no user interaction, • http://www.metavistech.com • Wand Inc.
- 41. #ASAE14 Location based Auto Tagging
- 42. #ASAE14 Demo Location-based Auto Tagging/ metadata defaults
- 43. #ASAE14 Folksonomy/Social Tagging • Informal list of ad-hoc tags or terms, usually built over time through user defined keywords(Thomas Vanderwal: people’s taxonomy) • Loosely structured collection of terms • No hierarchy, flat set of terms/tags • Community-driven (Twitter, #asae14) • Issues: Misspellings, inconsistent use, maintenance, require cleanup over time • Can be first step towards Taxonomy: Promote keywords to taxonomy later
- 44. #ASAE14 Demo Social Tagging Documents
- 45. Summary • Do not create folders unless you really need to • Use taxonomy and metadata to organize information and improve findability and putability • Have a governance plan in place to evolve taxonomy • Train users to get quality metadata tagged to the content #ASAE14
- 47. #ASAE14 Contact us Christopher Coogan Chief of Staff Association for Institutional Research ccoonga@airweb.org 850-385-4155 x124 Kashif Imran Chief Information Officer Association for Institutional Research Kashif@airweb.org 850-385-4155 x117
Editor's Notes
- #3: Top reasons not to get organized Preserving our past, providing access to our future Hunting for important documents adds excitement to a boring schedule
- #20: Descriptive metadata
- #28: Show site with folders Show site without folders All documents View with Metadata Add New from Ribbon (Show DIP) Upload new document from ribbon Upload new document drag n drop and then Edit Properties Filter using Column Headers Contracts View Invoices View Group by Document View Group by Customer View Large Contracts Show Modify View and subset of columns Show datasheet view
- #30: Orderly document storage and library organization Automatic document routing Scalability Content Organizer site feature Content Organizer settings Content Organizer Rules: Look at things like metadata, content type etc. and route the document => Destination library Folder Partitioning: Threshold is configurable Associated with Document content type Cant use these with lists, these are for document libraries only Apply conditions on column data or metadata Destination library Priority: if there is a tie, rule with high priority will take precedence, if there is still tie, first one will win Force users to Drop Off Library (optionally block users from being able to upload documents directly to destination libraries and they have to use Drop off library. Failure to match a rule: users and site owner notified about issue and document will stay in drop off library
- #32: Use folders with producers Views for consumers Number-one rule for folders is never, ever, use them Security Ease of use: automatically assign metadata to a document based on the folder it is saved to. Dividing a large dataset: 5000 item limit by view Use different View with and without folders to show content for different audiences
- #35: Greek words (taxis: arrangement or order) and (nomos: law or science) Means of organizing concepts of knowledge, Knowledge organization system/structure Vocabularies represent potential metadata values Well defined collection of terms or tags A particular type of controlled vocabulary (Not all controlled vocabularies are taxonomies) Data model for unstructured text Each term is connected to a designated broader term and one or more narrower term. Eg: Broader Term: (Human Resources), Narrower Term (Retirement Plans)
- #39: Show Term Store, then tag documents, then show metadata based navigation Term Store (Database that contains taxonomies information) Term Groups (Security boundary for term set admins) Term Sets (Containers to organize terms) Terms: Predefined values that represent taxonomy objects. May contain other terms (up to seven levels deep) Term attributes: available for tagging, language, description, default label, other labels Security All Users: Read terms, add terms for open submission (folksonomy) Contributor: Read, create, update or delete terms and term sets Group manager: all contributor settings plus Import terms sets and manage contributors Term Store Administrator: All earlier plus create manage term groups and control language workings Farm administrator: create, delete and connect to Term stores Ad term store administrators Maintaining Metadata Term Deprecation: Reversible Obsolete VS Delete Synonym: Alternate phrase or label for term, replace deprecated term Copy term, reuse term Navigation aid for document library Navigation hierarchy control Key Filters control Enable Metadata Navigation and Filtering feature in Site Settings
- #41: updating taxonomies with the evolving working worlds of the organization
- #44: Tags = Keywords in this case in SharePoint
- #45: Orderly document storage and library organization Automatic document routing Scalability Content Organizer site feature Content Organizer settings Content Organizer Rules: Look at things like metadata, content type etc. and route the document => Destination library Folder Partitioning: Threshold is configurable Associated with Document content type Cant use these with lists, these are for document libraries only Apply conditions on column data or metadata Destination library Priority: if there is a tie, rule with high priority will take precedence, if there is still tie, first one will win Force users to Drop Off Library (optionally block users from being able to upload documents directly to destination libraries and they have to use Drop off library. Failure to match a rule: users and site owner notified about issue and document will stay in drop off library
- #46: Tags = Keywords in this case in SharePoint