Enterprise Content Management In Microsoft Office SharePoint Server 2007 Lionel Moyal Intervate Solutions

Agenda ECM? Business drivers for ECM solutions Microsoft’s ECM vision Document management capabilities Records management capabilities Web content management capabilities

What is ECM? Enterprise Content Management (ECM) is the technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. Definition from AIIM.org

Elements of ECM? Imaging Document Management Web Content Management Collaboration Workflow Records Management

What Drives the Need for ECM? ECM Reusing information is difficult Inability to protect sensitive information Efficiency in collaborative authoring Risk of non-compliance with regulations Risk from improperly retaining content Retaining records for business continuity Webmasters are a content bottleneck Multiple site types increase mgmt. costs Brand assets are improperly used Automation of high volume processes Integration of content and processes Process Efficiencies Multiple Publishing Channels Content Chaos Regulatory Climate

ECM Is The Solution …but challenges remain Implementations are constrained to specialized departments User adoption is low IT deployment/maintenance costs are high Return on investment takes a long time

Microsoft’s ECM Vision Pervasive ECM throughout the organization Deeply integrated componentsInteroperable and Extensible Enable a wide range of uses cases, out of the box

Interoperable And Extensible SalesEmployment Claims Asia Pacific Contracts Object Model/Web Part Framework Web Services SMTPSMTP Repository API Systems ERP Systems Content Repositories UI Customizations Custom workflow & policies sox Vertical/ Compliance biz logic

Document Management DEMO

Document Repository Sales Asia Pacific Region Employment Claims Protect Information Assets Contracts Recycle bin Role based Security on individual items Auditing policies to log usage Server side IRM Document Management

Document Repository SalesEmployment Claims Automate Business Processes Asia Pacific Region Contracts Workflow engine and tools Content/ Process integration thru repository Forms Office SharePoint Designer Document Management

Records Management SOX

Physical Records Management Process

Legislation in SA The Electronic Communication Technology (ECT) Act Sections 141 & 195(1)(f) of the Constitution of South Africa, 1996 The King II Report on Corporate Governance The Promotion of Access to Information Act (PAIA) Government – National Archives Act Government – National Archives and Records Services Various process/industry specific acts

Standards (ISO) Records Management Standard The Information Communication Technology (ICT) Act US DoD Design Criteria Standard for Electronic Records Management Applications UK Public Records Offices' Functional Requirements for Electronic Records Management Systems National Archives Policies and Procedures

Implications: Technology Technology focused   Viewable in its native or prescribed format   Available to all authorised parties   Single, centralised data source   Reference single items of information   Security   Encryption capabilities   Scalability   Structured and defined storage   Privacy and confidentiality

Implications: Business Business focused   Ease of use   Must meet all compliancy requirements   Companies must prove compliancy   Must provide an end to end solution   Solution components must seamlessly integrate

Records Management DEMO

Upcoming enhancements to MOSS 2007 Records Center Partner Add-on – Mid 2007? File Plan builder Meta Data on folders & categories Meta Data inheritance / propagation model Access control based on and based on Meta Data “Closed” folders, Holds on folders Need more? Best-of-breed records management systems integrated with Sharepoint – E.g. Meridio

Web Content Management Intranet Internet Extranet DEMO

Web Content Repository Author Web Content Library Functions, Policies, Search In-context editing Office Word Reusable HTML fragments PR Manager WYSIWYG Web editor Web content Management Authoring Capabilities

In Place Authoring And Approval Editable fields Approval Workflow

WYSIWYG DHTML Editor

Server Side Conversion

PR Director Built in review/approval workflow Publish Web Content Content Template Press Release Separation of content and presentation Production Server Internet Site Site variations Web content Management PR Manager

Why ECM From Microsoft? Ease of use and tight integration with MS Office ensures wide adoption Deeply integrated components reduce IT deployment and management costs Ready to use out of box functionality reduces time to value

Thank you to our Partners for their support of TechDays 2007