#ASAE14 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
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
#ASAE14
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
#ASAE14
#ASAE14
Hunting for a document on file share
#ASAE14
Hunting for a document in an ECM solution
organized using Metadata and Taxonomies
#ASAE14
Agenda
• What is ECM?
• Is there anything wrong with folders?
• Metadata
• Can folders and Metadata live together?
• Taxonomy
• Folksonomy and social tagging
• Questions?
#ASAE14
Enterprise Content
Management
(ECM)
#ASAE14
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)
• ECM is about “unstructured” information
– Images, office documents, graphics, web pages, email,
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
Folders
#ASAE14
Is there anything wrong with folders?
#ASAE14
Why folders are bad?
• Rigid physical layout: put limits of physical objects