This is a simple guide to ECM usage patterns and solution options to get you started in planning and rolling out ECM. And here in this post I've pulled together a few more resources on usage patterns. Some are more complex than the simple guide
Different industries have their own typical set of ECM “usage patterns” for ECM. This post outlines the most common and important ECM usage patterns in life sciences companies
We typically recommend that companies start by segmenting their usage patterns and portfolio into four basic types: Basic ECM , Standard ECM , Collaborative ECM , and Specialized ECM
It is a broad, inter-disciplinary analysis of usage patterns that spans sociology, anthropology, psychology, technology, and business
(Note: SharePoint is not meant to change company policy but to improve the user and company experience on those policies) Design Work Sessions Building Organizational Diagrams Build Proposed Model Define Information Management Define Organizational Structure Governance Document Draft Construct SharePoint Services Documentation Construct Equipment for Environment Documentation Construct Software Documentation Construct Information Management Documentation Construct Organization Documentation Construct Policies Documentation Review Draft Governance Documentation with Client Governance Document Final Construct SharePoint Services Documentation Construct Equipment for Environment Documentation Construct Software Documentation Construct Information Management Documentation Construct Organization Documentation Construct Policies Documentation Review Draft Governance Documentation with Client Obtain Governance Document Client Sign off SharePoint Roadmap Develop Roadmap Document Review Roadmap Document Obtain Roadmap Document Client Sign Off EPC Group - Begins Design Portion of the Initiative Design Process Overview Meeting Server Configuration Identify document management approach Identify existing content sources content audit or inventory Determine content migration methodology Review server software requirements Plan Recycle Bin use and Site recovery Determine site provisioning model and user experience Determine Roles and Usage Patterns of Users Identify number and anticipated usage patterns of users of the Web front end Identify number and anticipated usage patterns of document management users Identify number and anticipated usage patterns of search users Plan Capacity Determine normal load from roles and usage patterns Determine number of documents stored and document store size Estimate index size Determine needs for growth Determine peak load factor My Next 3 Articles Detailing EPC Group’s Decade of SharePoint Success Will Entail: Security Best Practices and Consulting Methodologies Performance Best Practices and Consulting Methodologies Failover and Disaster Recovery Best Practices Reviewing and Selecting 3 rd Party SharePoint ISV’s and Tools Localization Best Practices Long-term Maintenance Best Practices Content Navigation and Its Structure ECM \ Metadata \ Content Type Design Retention Schedule \ ECM \ ERM Workflow Development Meeting Expiration Basis Data of Related Metadata Detailed Training Overview Best Practices – With an Emphasis on “Real World” Training and not “Canned” Out-of-the-box Training Testing \ Break-fix, etc
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The monitoring of processes allows a financial firm to identify changes and inefficiencies through workflow usage patterns. Usage patterns that may indicate the need for changes are bottlenecks or increasing lengths of time for workflow steps, workflow usage reductions or even large increases in workflow usage
It’s a best practice to bucket them into a few well defined usage patterns. So start with the following typical DM usage patterns that can be extended with mobile: Basic DM and Access: This provides minimal capabilities to allow users to create, edit (with minimal version control and check-in/out), classify, store, and retrieve documents
The shift in social informatics is fascinating -- it's the study of information and communication tools in cultural and institutional contexts, looking at usage patterns from a variety of lenses, including sociological, anthropological, psychological, and technological perspectives
That said, these can be valuable measures early on in an ECM program to identify usage patterns and focus your training and support efforts where users appear to be struggling
Videotaping employees as they use the application in their normal day-to-day activities leads to great insight on usage patterns. Asking employees to complete a set of core scenarios watching for patterns including roadblocks, emotional reaction (i.e. confusion, satisfaction, frustration), ease of use, time to complete, desired result, etc. will aid in providing the best solution moving forward