By Alan Weintraub
These questions are from the AIIM Wednesday
Webinar, Combining SharePoint, Imaging, Document Management, and Workflow
(Craig Le Clair of Forrester was that events featured speaker).
Alan has also written two columns focused on SharePoint:
Onto the questions.
Q: What is RIA?
Weintraub: RIA is an Internet application that does not
require any desktop software to deliver the application functionality
Q: Is there a best practice you suggest in dividing what
content should go into Sharepoint's Doc Mgmt versus a pre SharePoint existing
ECM (that has robust document mgmt. system)? Divide wheat from chaff?
Weintraub: SharePoint is typically used to manage
content during its collaborative lifecycle. Once content is approved it is moved
into an ECM solution for management and distribution. Microsoft SharePoint and
an ECM solution can co exist in an organization’s computing environment. While
it might first appear that the two systems share some of the same functionality,
they can actually complement each other. The SharePoint architecture design
limits the number of documents that can be stored in a single folder or document
repository. This limitation may require a repository design that includes a
deep, nested folding structure to accommodate all of the organization’s
documents. This compares to the ECM solution design that accommodates millions
of documents in a single folder. Another difference is in the records management
functionality. This version of SharePoint’s Records Management capability was
designed for organizations that require the ability to implement a uniform,
non-segmented file plan. ECM Records Management solutions are designed for those
organizations that require DOD 5015.2 Chapter 4 compliance. In each case, the
ECM solutions provide a capability that surpasses the SharePoint functionality.
.
Q: Any advice on how to build a strong business case for
using Sharepoint (replacing intranet)?
Weintraub: A key element to the successful SharePoint
implementation is the creation of a SharePoint Roadmap that helps set a vision
for a SharePoint project and define how that vision will be achieved. The goals
of the roadmap are to help the business users understand their needs and how
SharePoint will help achieve their goals. Full a better understanding on the
steps to creating a SharePoint Roadmap, see the Infonomics article; http://www.aiim.org/infonomics/roadmap-to-sharepoint-success.aspx
Q: What suggestions do you have to start with document
management practices on SharePoint?
Weintraub: I would point to 3 critical aspects when
developing document management for SharePoint
- Create taxonomy, first
describing the high-level content type and associated attributes that the other
content types can inherit from
- Define the Information Architecture;
this is the layouts for the sites, document libraries, and document folders.
This is critical as SharePoint has some performance limitations that need to be
considered during the design phase
- Develop a governance plan that
addresses content ownership, process, and security rights
Q: I see sharepoint as the collaborative environment and a
system like OnBase as the place to store the document once it is
finalized...even if there is further workflow but no more changes to the doc
other than possible signatures...would you agree?
Weintraub: This is a correct assessment. See the article for
a better understanding in creating a combined strategy; http://www.aiim.org/infonomics/sharepoint-ecm-better-together.aspx
Q: If an agency has not deployed SharePoint or an ECM, what
is the best path moving forward? SharePoint and ECM together, or ECM alone?
Weintraub: First develop an ECM roadmap that defines the
overall ECM requirements for your organization and then map those requirements
to either SharePoint or ECM. See the Infonomics article for a better
understanding in creating a combined strategy; http://www.aiim.org/infonomics/sharepoint-ecm-better-together.aspx.
Alan Weintraub (alan.weintraub@perficient.com)
is a Principal, ECM Solutions for Perficient (www.perficient.com). Alan has
extensive experience in all phases of Enterprise Content Management solution
implementations. He has worked as a Research Director at Gartner, focusing on
the Content and Document Management markets and a consultant where he designed
and implemented document management systems. Prior to his consulting experience
Alan engaged in technology management for major pharmaceutical companies. He has
over twenty five years of experience in the information systems
profession.
