Social ECM - How Social Media impacts Enterprise Content Managemnet

Social ECMSocial ECM

Jeff ShueyDirector, Business DevelopmentEastman Kodak

Agenda

• Social Media and ECM• Why SharePoint for Social ECM• The Future of Social ECM

Where to Start?

• Why DO Social Media?

• What are the Risks?

• What are the Rewards?

Productivity Satisfaction

Engagement Retention

Why DO Social Media?

Social Media hasn’t changed ANYTHING

Social Media has changed EVERYTHING

Polling Slide

• Does your company have Social Media Policy and Usage Guidelines?– Yes– No– Under Development– Not Sure– Why should we

SharePoint 2010 Social ECM FeaturesFeatures that will help Social ECM Efforts:• Document ID:

– Generates a unique identifier for every document uploaded. Documents / Objects can be tracked even when moved.

• Metadata: – Organizes information with features such as tagging, ratings and keywords. A shift from the traditional

hierarchical file and folder structure.

• Records Management: – Allows users to declare a document as a record – Schedules can be defined to transfer these declared records to the Record Center. – Auditing metadata are such as expiration, author, hold, etc. are available.

• Social Computing: – Users define social relationships and relevance of information with My Sites – Tag posts, job activities, what they are working on, posting messages and notes and interact with

colleagues.– Taxonomy & Folksonomy

• Ease of Use: – Tight integration with Office 2010 allows content from an office document on the desktop to interact

with SharePoint 2010 making it very efficient for users. – Everyone is a content creator. Web publishing has been simplified with a rich and familiar authoring

experience. It has reduced clicks to publish content and it truly empowers everyone to be a content author.

Source: Dux Raymond Sy

Definitions

• Tags– Keywords that group and organize objects

• Taxonomy– Classification according to a pre-determined

system• Folksonomy– The spontaneous cooperation of a group of people

to organize information into categories; a user-generated taxonomy

Who gets to create content?

• What are the risks with content?– Regulated Industries– Internal Policies– Partnership Agreements– Intellectual Property Rights– Non-Disclosure Agreements

• Should we just leave it to the Professionals?

What is “Enterprise” Content?

• Traditional– Paper and Digital information

• New World Order– Mobile Data– LBS data– Paper Based Information– Call Center Information– Web Page Registrations– Event Attendees

• Anything that crosses your firewall?Examples: • Regulated Industries on Twitter• Whole Foods has 50 Twitter Accounts

Social ECM – Things your Lawyer will ask

• Why apply Tags, Notes, Taxonomy and a Folksonomy?

• The New Abilities– Find-ability– Put-ability– Discover-ability

Key Point:• You may not find it, but others will.

Some Common Questions

• Is this part of my job?• Will I get in trouble for posting this?• How much time should I spend on Social

Media sites?• Will it affect my performance review?• Who else is doing this?• Who will see this?

Content Creation in SharePoint

• Traditional– Word– PowerPoint– Excel– Outlook

• Increasingly Common– Video– Audio / Podcast– Blogs– Social Bookmarks– Notes (2010)– Tags (2010)

Source: Brian Solis and Jess3

The

Conv

ersa

tion

Pris

m

It’s all Metadata

Is Content King?

No … Curation is King

Using Social Media

Content Use in Action• Find Experts• Empower Employees – Taxonomy / Folksonomy

• Protect your Assets

The Power of Social ECMSocial ECM – It’s not about the Technology

Polling Slide

• How many of you regularly use:– Facebook– LinkedIn– Twitter

Polling Slide

• Have you ever seen compromising content posted (from an ECM / Records Management / Legal) perspective:– Yes– No– Not Sure– What does “compromising” mean?

The Future of Social ECM• Search – Traditional– Real-Time– Social

• Search and Act– Indexed Video– Indexed Audio– Location Based Services

• Location and Time Based

• Widgets & Web Apps• Digital Asset Management• LifeStream

Search by: • Word• Scene• Face• GPS Coordinates

Advanced Features:• Expert Search• Dynamic /

Intelligent Search

Tune your content for search

• Enable tagging• Ratings (reputation management)• Search facets

• Empower the user– Let the user tag THEIR WAY • Folksonomy • Folksonomy may become Taxonomy

SharePoint has Notes

What are they?• New to SharePoint 2010• Allows for the propagation of Notes across SharePoint

site• Best Use: Use for Social Stream & News Feeds– What are the pros?

• Easy to use• Easy to share across sites

– What are the cons?• EVERYONE gets notified when a note changes.• Even if this information is confidential

Could Notes become Social Bookmarking for SharePoint?

Polling Slide

Would the ability to have notes within SharePoint that can be tied to a specific object be useful?• I need it now• I’m not sure I know what this means• Who gets to see the notes

Microsoft & Partners

A Few Experts

• Mike Gannotti – Michael on the Go!!!• Paolo Tosolini– Podcast and Academy Mobile

Next Steps• Find your Socialista’s• The Role(s) of Content Creators• The Role of Curator• The Impact on ECM– Productivity– Satisfaction– Engagement– Retention

Wrap Up

• You are already DOING Social Media– Whether you are tracking it and accounting for Social

Media activity is a different issue• SharePoint 2010 is a great place to start• SharePoint 2010 has core capabilities that are often

good enough, but …– Partners have offerings that augment and also fill gaps

that Microsoft cannot fill • SharePoint will continue to expand beyond the

platform and become a Business Operating System --- which will include Social ECM and more

QUESTIONS

Rutherford [email protected]: @Atalasoft Web: Atalasoft.com

Jeff [email protected]: +1 425 922 8056Twitter: @jshueyWeb: kodak.com/go/sharepoint