One important factor for a lot of companies using SharePoint is Enterprise Content Management (“ECM”). First of all, let’s make this clear - ECM is a not a technology product, it is a set of practices that secure and consume content for many SharePoint businesses. SharePoint as a platform and a set of technologies, allows itself to be molded into an ECM solution.
SharePoint as an ECM system can be either stand-alone or it can be integrated with other enterprise systems including Line of Business applications (LOB), Human Resources Management Systems (HRMS), Customer Relationship Management systems such as Dynamics CRM, and Enterprise Resource Planning (ERP) systems.
If this content is not managed, it can be hard to find what you need or track what’s happening. HELUX provides expert guidance in utilizing SharePoint to organize and manage content throughout the content life cycle, from creation to archive. At HELUX we integrate SharePoint with our own products as well as our partner’s products along with the familiar tools of the Microsoft Office system to design and build Online and On-premise solutions that meet each organization’s specific business need.
The SharePoint ECM road has many pieces and components. It’s important for every organization to plan and organize a governance strategy and map our business objectives prior to implementing SharePoint. What we see far too often is that people simply move their file shares into SharePoint, neglecting to take advantage of the improved findability and content lifecycle advantages that SharePoint offers. With proper planning and governance, a successful rollout with broad user adoption is possible. (see our previous blog on Planning & Governance).
Some of the benefits you can expect from a properly implemented SharePoint ECM solution include:Consistency with your Information Management Policies
HELUX provides products and technologies to simplify the design and building of your Information Management and Information Architecture strategies. The proper development of your IM and IA strategies has a positive trickle-down effect on your entire SharePoint implementation – among many other benefits, it enforces your policies and governance, increases content findability, increases user adoption through sound UI/UX decisions, and helps manage your content lifecycle from creation to destruction.
- Migrate your current content to a centrally managed store
- Store content in a central repository that helps people find, share, and use the information. HELUX and our partners can give you a range of options for cleaning and moving content to SharePoint.
- Manage metadata globally
- Create term sets and groups that make it easier to organize and find content.
- Save time and reuse settings
- Content Types enable you to assign shared settings for a specific type of content, such as a manual or a specification.
- Control access to information
- Uniquely defined permissions give you a wealth of tools to control access to information at any level, from a single document up to the site itself.
- Streamline collaborative document processing
- Built-in document workflows let you start, track, and collaborate on document-oriented processes directly from Office desktop programs. Custom workflows provide even greater levels of integration into your business processes.
- Play media content directly
- Video and audio players are built in to SharePoint products. You can play video and audio directly from a portal, team, or publishing site, from a community-generated site, and from managed learning and training sites.
- Use optimized media libraries
- Media asset libraries in SharePoint Server are optimized for media content. All the helpful management features of a document library are available, such as metadata, content types, and unique IDs. In addition, media asset libraries offer thumbnail views of images and video, with built-in ability to play a preview of a video.
HELUX provides products and expertise in helping your organization define and realize the benefits of Physical and Electronic Records Management all within the SharePoint environment. In fact, we can manage records outside of SharePoint too! We’ll talk more on that in a future blog.
- Improve legal and regulatory compliance
- Implement policies for information retention, protection, and auditing to business records to guarantee that these records are appropriately retained. Audit trails provide proof to internal and external auditors that records were retained appropriately.
- Help secure business and important records
- A secure repository helps guarantee that records are stored in a locked, final state.
- Ensure easy litigation discovery
- Make sure that you can retrieve information that is required for legal discovery in a cost-effective manner. Place a special hold on specific records to prevent destruction.
- Create and publish content quickly and easily
- Use familiar tools to create and publish web content in a timely manner.
- Maintain a consistent look throughout your websites
- Create approved master pages and page layouts that enable branding and navigation of the site to be specified once and reused by content authors.
- Lower deployment and management costs for your websites
- Implement a single multitier infrastructure for publishing content to intranet, extranet, and Internet sites.