22. Foundational ECM
Document Human
Document Records Web Content Rich Media Email
Output Centric
Management Management Management Management Archiving
Management Workflow
Supplemental ECM
Embrace and Extend Workloads with Partners
Transactional
Physical Records Business Process Scanning and Archiving and
Content
Management Management Capture Library Services
Management
24. Host
Barry Jinks
President & CEO
Colligo Networks, Inc.
25. SharePoint 2010 for ECM
We love it!
SharePoint comes of age for ECM & RM applications
Scalability
Advanced metadata management features
Records Management features
SharePoint is now the dominant platform for ECM
“The uptake of SharePoint 2007 has been dramatic in the last 2 years, with
50% of organizations polled using or implementing SharePoint (up from 32%
last year) with a further 13% having plans to do so in the next 12-18 months.”
– AIIM (1)
“Sixty-three percent of survey respondents indicated that their organizations
source ECM from Microsoft, and the majority of this is SharePoint.”
– Forrester Research (2)
1) AIIM State of the ECM Industry Report 2009
2) “Collaboration, Search, And Compliance Drive 2010 ECM Investments” – Stephen Powers, Dec. 8, 2009
26. SharePoint 2010
ECM Goals
“As part of the 2010 release,
SharePoint Content expertly balances
user experience with policy and
process, ensuring that everyone
participates and all content is
managed” – Microsoft Website
Colligo Networks is passionate about helping
ECM customers to achieve those goals.
27. ECM Business Drivers
Forrester Research Study* – December 2009
72% plan to increase ECM use or deployment in 2010. Of
those, the most important drivers for investment in ECM are:
• 61% cited content sharing
• 51% cited compliance
• 45% cited improved search
• 44% cited Cost-effective automation
47% percent selected records management as a productivity
driver. “By making it easier to declare and organize records or
automating classification, ECM decision-makers hope to take
advantage of ever-improving RM capabilities.”
* “Collaboration, Search, And Compliance Drive 2010 ECM Investments” – Stephen Powers, Dec. 8, 2009
28. User Participation is
Key to Success
“Just because an ECM system is deployed doesn’t
ensure user participation – the system must be
convenient, useful, and able to integrate with daily
processes and tasks.”
– Microsoft White Paper: “The Business Value of Microsoft
SharePoint 2010”
“No records management program is ever going to be
successful if end users are unhappy or, worse,
unwilling to use your records system.”
– AIIM, Nov/Dec 2008
29. Adoption a Major Challenge
“Adoption rates for many ECM deployments are only 40 to
60 percent of original projections”
– Doculabs
“27% of ECM users are highly disappointed in
their ECM Implementations”
– Jupiter Research
30. Ease of Use is Most Often
Cited Satisfaction Factor
“Ease of use once again tops the list of satisfaction factors for ECM systems...”
- 2009 AIIM State of the ECM Industry Report
33. Capabilities of
SharePoint Client Software
• Interact with SharePoint through popular applications
• Use familiar desktop operations (i.e. drag n drop)
• Choose from several options to capture content
• Automate content capture and classification
• Unify folder structure on desktop
• Access SharePoint structure and content offline
• Manage and edit metadata effectively
• Find content quickly using local search
• Develop custom applications
• Remotely configure how and where content is stored
• Secure and encrypt SharePoint content on clients
34. Benefits of Deploying
SharePoint Client Software
• Increased user participation
• More relevant content captured
• Increased collaboration and content sharing
• Improved quality of classification and better searches
• Improved compliance
• Reduced training costs and duration
• More control over proliferation of SharePoint content
36. Microsoft Office 2010
System
Client Server
Create & Word File &
Edit Office Office metadata sync
File Document
Metadata Cache
Excel
Power-
Point
Create &
Edit List
Metadata List metadata
sync
SharePoint
Workspace 2010
37. Microsoft Office 2010
SharePoint Capabilities
Word, Excel and • Supports direct editing of SharePoint metadata
PowerPoint 2010
• Offline access to SharePoint doc libs and lists
SharePoint • Does not support entry or editing of doc metadata
Workspace 2010 • New features restricted to SharePoint 2010
• One way sync of doc libs (read-only)
Outlook 2010 • No support for metadata or content types
Other Applications • Documents synched through SharePoint
(Visio, PDF’s, Workspace
• Metadata must be added / edited through browser
CAD apps etc.)
38. Colligo Contributor
System
Client Server
Word Cached file, list
Create & & metadata sync
Edit Office Colligo
File Cache
Metadata
Excel
Power-
Point
Create & Edit
List and File Any
Metadata App Non-cached file
& metadata sync
Colligo Contributor
39. Colligo Contributor
Capabilities
Any Version of • Supports SharePoint 2003, 2007,
SharePoint and 2010 (upcoming)
Metadata
• Rich editor for metadata creation and editing
Creation & Editing • Automatic extraction of email metadata
on Any Document
• Standalone Client (offline)
Selection of • Microsoft Outlook Add-In (email management)
Interfaces • Windows Explorer (file share replacement)
• Limit SharePoint lists users can access
Extensive • SDK to develop custom SharePoint client
Configuration applications
41. Example Applications of
Colligo Contributor
Network File Mobile
Share Workforces
Replacement (offline)
Document Project / Matter
Management Management
Single
Exchange
Instancing
Public Folder
Email
Replacement
Attachments
Email
Management
42. Contributor Client
Application: Mobile Workers
• Rich standalone client
provides a consistent
interface both online and
offline
• Drag-and-drop files and
folders between SharePoint
sites or between Windows
and SharePoint
• Add or edit custom metadata
• Support for Office metadata
properties
• Auto extraction of email
metadata
• Supports mobile workforces
that need offline access to
SharePoint
43. Contributor File Manager
Application: Network File Shares
• Intelligent link between
SharePoint and the Windows
Explorer interface
• Open/save to SharePoint
from desktop applications
• Drag-and-drop files and
folders between SharePoint
sites or between Windows
and SharePoint
• Add or edit custom metadata
• Auto extraction of email
metadata
• Ideal for network file share
replacement
44. Email Management
in SharePoint
“55% of organizations still have “little or no confidence”
that important emails are recorded ... 27% consider
email attachments to be “very unmanaged”
“Only 19% have the facility to move important emails
into a document or records management system, or a
dedicated email management system, and 45% of
respondents are still filing their important emails in
personal Outlook folders”
“Whilst it would be easy to suggest most organizations
are only using SharePoint for collaboration or as a
portal, 64% are using it for document management at a
check-in/check-out level... only 13% have hooked in
emails to SharePoint”
– AIIM, 2009
45. Outlook Client for
SharePoint ECM
Why do you need an Outlook client for SharePoint ECM?
• Email is a critical component of enterprise content; it
needs to be managed
• 75% of documents generated by knowledge workers is stored and
sent in email (2)
• Outlook is the client application that people “live in”
• Knowledge workers spend 50% of their time using email (1)
• All competitive ECM platforms have an Outlook
interface
• Outlook client drives user adoption of SharePoint for
email management
1. Gartner Group 2007
2. META Group 2007
46. Contributor Outlook Add-In
Application: Email Management
“Colligo Contributor
Add-in for Outlook ...
has significantly
increased the number
of emails that our staff
are managing in
SharePoint...This has
been a huge benefit
for the firm.”
– Susan Nordfoss, CKO,
KPMG Denmark
Drag n drop emails to SharePoint folders
47. Automatic and Manual
Metadata Application
Exceptional support for metadata
• Leverage the full power of SharePoint
• Develop custom editors with SDK
Prompts for Content Type
Creates unique file name
Supports the addition of custom
metadata
Automatically extracts over 20
properties from emails
Built-in Metadata Editor
49. Contributor Outlook Add-In
Application: Attachment Management
Colligo Ribbon Group:
• Upload attachments to SharePoint
• Tag with metadata
• Attach files already in SharePoint
• Set custom rules
Replaces with link to SharePoint file
Custom Attachment Rules
• Attachment rules may be
customized
50. Colligo Contributor Supports
Email Mgmt Requirements
SharePoint Outlook 2010 SharePoint Colligo
Integration Workspace Contributor
2010 Add-In for
Outlook
Sync Document Libraries 1-way 2-way 2-way
Drag and drop emails to
SharePoint via Outlook Folders
Use Outlook rules to move emails
to SharePoint
Extract email Metadata
automatically
Select Content Type when
moving emails to SharePoint
Apply custom metadata to emails
Manage email attachments
Access SharePoint metadata,
and views offline in Outlook
51. Deployment & Configuration
Helps Reduce Data Proliferation
• Deployed using standard tools, such
as SMS
• Silent installation and activation
• Configuration options include: cache
location, encryption settings,
metadata behavior, sync
configuration, attachment rules etc.
• Scripting is supported for adding or
removing sites, folders and lists Example: Executive Dashboard
from Clients Built by a Global Professional
Services Firm using Colligo SDK
• Site Configuration File: Content
selection and default metadata • Contributor SDK supports
values can be defined in an XML file development of custom
on client. applications, metadata
editors, and attachment
rules
52. Case Study
Program Overview
RecordsExcellence is a global initiative designed to
foster standardization in the way Watson Wyatt’s
associates use, track, store, and dispose of e-mails, and
documents.
Required a client solution to provide:
• Drag-and-drop of emails and files within Outlook
• Offline access to SharePoint content
• Seamless interface for application of metadata
Solution
Colligo Contributor for Outlook
56. Benefits of Colligo
• Drag and drop e-mail and documents from multiple
locations (individual and bulk)
Outlook inbox
Public Folders
Network drives
Desktops
• Extensive offline capabilities to assist traveling
associates manage content
• File emails to SharePoint via Blackberries
• Allows Watson Wyatt to invoke a consistent, easy-to-
use metadata taxonomy that enables compliance
• Seamless record declaration
57. Results
• Drive adoption of RecordsExcellence among
associates by making it easy to use
• Streamline the processes of adding client & business
information (emails & documents) to SharePoint
• Build more structured business information with
automated metadata capture
• Deliver superior customer service by enabling
consistent client management
• Reduce risk and liability, improving regulatory
compliance and efficiency
58. Results
“Colligo Contributor makes SharePoint easy to use with
quick drag-and-drop capabilities, metadata capture,
and email management. It has helped our firm improve
enterprise records management, while making
regulatory compliance more efficient.”
- Nishan DeSilva, Global Director, Records & Content
Management, Watson Wyatt Worldwide
59. Conclusion
• New capabilities in SharePoint 2010 will further drive it’s
growth as an ECM platform
• User adoption is the key to successful ECM deployment
• Ease of use is the top measure of satisfaction with ECM
• Consider deploying a SharePoint client software
solution to ensure all users participate and all content is
managed
• Email forms a large part of content that needs to be
managed and shared. By linking SharePoint into
Outlook, email and attachments can become records
• Several SharePoint client alternatives are available.
Choosing the right one depends on the scenarios you
plan to support
60. Colligo Contributor
Supports Top ECM Goals
Content • Promotes high user participation
• Link to SharePoint through common applications
sharing • Several methods to capture content, online & offline
• All file types equally supported
Compliance • Users choose content type, declare records
• Move content automatically (Outlook rules)
Improved • More relevant metadata captured
• Automatic email metadata extraction
Search • Standard and custom metadata editors
Cost-Effective • Low cost (per seat license)
• Low training overhead
Automation • Easy to configure & deploy
61. Questions and Answers
www.colligo.com/Webinars/ECM
> Q and A session with Barry and Tricia
Barry Jinks
President & CEO
Colligo Networks
Tricia Bush
Director, SharePoint Enterprise
Business
Microsoft
62. Next Steps
www.colligo.com/Webinars/ECM
> Get 30-Day Free Trial – Contributor Pro
> Access Webinar Recording
> Download Webinar Reference Materials
> Contact Presenters
Barry Jinks Tricia Bush
President & CEO Director, SharePoint Enterprise Business
Colligo Networks Microsoft
bwjinks@colligo.com tbush@microsoft.com