Managing your content ensures efficiency in your work and accuracy in your documentation.This session discusses managing content with SharePoint and demonstrates some of its features.
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
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
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
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