The document discusses modernizing content management with Microsoft Content Services. It describes how traditional enterprise content management (ECM) systems focused on archiving and storage, whereas content services support broader business functions like collaboration. Content services provide a more dynamic lifecycle for content creation, coordination, protection and reuse. Microsoft and its partner HELUX provide tools like Microsoft Search, SharePoint, OneDrive and Azure to help organizations manage increasing volumes of content and meet compliance requirements.

1. Joel Oleson
Modern Workplace Architect
MVP & Regional Director
Joel365
@joeloleson
From Traditional ECM to Content Services:
Modernizing Content Management with
Microsoft Content Services
John E Brown
HELUX
@HeluxSystems
http://www.heluxsystems.com

3. • Microsoft Gold Partner in
Collaboration & Content and
Application Development
• Microsoft Preferred Partner in
Content Services

5. Traditional ECM
• Enterprise Content Management
no longer reflects market dynamics
or business requirements.
• Content Services reflect broader
business content functions such as
applications, platforms, and
components.
This Photo by Unknown Author is licensed under CC BY-ND

6. The Challenge
is growing
The volume of unstructured content
like documents, videos, and images
is doubling every two years.
According to the International Data
Corporation (IDC), there will be over
44 zettabytes (over 44 billion
terabytes) of content within
organizations by 2020.
Source: “Content Bloat Drains Productivity by 8 Percent,” Nucleus Research,
https://nucleusresearch.com/research/single/content-bloat-drains-productivity-8-percent/ (June 2016). 2 Source: IDC.
Digital Universe study sponsored by EMC, https://www.emc.com/leadership/digital-universe/index.htm

7. Content Velocity
requires documents to be managed from the moment
they’re created.
• ECM focused primarily on
archiving, warehousing, and
eventually destroying
content. It provides control
throughout the capture,
store, manage, deliver, and
archive based on “Systems of
Record” as defined by AIIM.
• *ECM wasn’t designed for
people who work with
content daily*

9. Leader and highest ability to execute on both
Collab and Content Services
Content Collaboration Platforms Content Services Platform

10. Content services lifecycle
With Content Services, you’re able to find the information you
need within dynamic documents that are created and then
updated many times within their lifespan.
The content services lifecycle is an evergreen cycle of authoring,
collaboration, control, and reuse.
The Content Services Lifecycle is comprised of FOUR phases:

11. Introduction

13. Digital Experiences -> Content Experiences

14. Harvest
Constant relevant use as information and
inspiration for future content. This makes every
document into a vital document
Search, Analyze, Collect, Reuse, Recycle, Why start
from scratch?

15. “This has been the best ‘One
Microsoft Project’ I’ve been
associated with in my career at
Microsoft”
-Jeff Teper
Corporate Vice President
Office 365, SharePoint, OneDrive, Stream

16. Microsoft Search
in Bing
in Office.com
in SharePoint
in Edge
in Windows
in PowerPoint
in Outlook
in Excel
in Yammer
in Word
in Sway
in Teams
in OneNote
Microsoft Graph + Bing technology

17. PLAN: Microsoft Search Powered by Graph and Bing
Microsoft
Search
Bookmarks
People
Q&A
Files
Groups
Locations
Conversations
Sites

19. Stream
• Start live enterprise
video streams from
your device!
• Information
becomes not just
captured, but
searchable…

23. Link to this slide

24. Create
It also means taking advantage of AI to
automatically create content. Use AI to
power your content creation by connecting
your libraries and lists to cognitive services
using Flow and PowerApps.

25. Demo… Content Creation &
Extraction
Design ideas, Alt Text, Location

26. Annotation
• Updated annotation options when marking up
PDFs [roadmap: 49084]
• With PDFs, either as a native PDF file uploaded into OneDrive or
when you scan an item like a whiteboard, receipt or business
card, you can annotate the PDF to circle items or add notes for
you and others. We are updating the user interface when you go
to add your annotations, to give you more options and for it to
be more user friendly. Mobile markup made easy.

27. Azure Cognitive Services in Flow and Power Apps

28. Rich List Formatting

29. Content Services Experiences
• Office Lens. With Office Lens, your teams can digitize notes from whiteboards, capture
documents and business cards, and enhance images to make them readable. You can
also save images to OneDrive and OneNote, or convert them to PDF, Word, and
PowerPoint.
• SharePoint mobile. The SharePoint app enables you to access your team site activity and
lists, view profiles, search, and create team news—all on the go.
• OneDrive on desktop. OneDrive syncs your content to your Windows PC and Mac. Edits
you make offline are automatically uploaded next time you connect. This includes your
personal files and files shared with you from OneDrive and SharePoint team sites.
Additionally, with OneDrive Files On-Demand for Windows 10, you can view all of your
content in the cloud without taking up storage on your device.
• OneDrive mobile. The OneDrive app gives you anywhere access to your content while on
the go, even when you’re offline. Additionally, you can take advantage of features unique
to mobile devices, such as high-fidelity cameras to scan documents

30. Coordinate
‘Coordinate’ where Metadata is consolidated into organized systems
that allow easy management and direction of content through tools
such as Microsoft Flow and PowerApps, limiting the amount of clicks
needed through their tagging and library search tools.

31. Flow and Power Apps for
Coordination and Connections
• PowerApps custom forms for document
libraries
• Transform Work with Flow and Cognitive
Services
• Save as "Organization templates"

32. Request Files

33. Integration

34. Compliance
and Records
Management
Compliance
workspaces
Bulk approvals
Azure
Information
Protection
encryption on
document
upload
Guidelines for
GxP compliance
blueprint FDA
21 CFR Part 11

35. OneDrive and
SharePoint
File sharing
Comments on all file types
Simplified Sharing and Permissions
Differential Sync
Request Files
Easy-to-read links
Popular around me
Frequent shared libraries

36. Office 365 Admin Experience

37. Protect
‘Protect.‘ Microsoft provides the ability to
set up “information architecture, auditing,
rights management, records and retention
labels, and eDiscovery”

38. Create and Sensitivity & Retention Labels

39. Why Use Sensitivity Labels:
• Enforce protection settings such as encryption or watermarks on labeled content. For example, your users can
apply a Confidential label to a document or email, and that label can encrypt the content and apply a Confidential
watermark.
• Prevent sensitive content from leaving your organization on devices running Windows, by using endpoint
protection in Microsoft Intune. After a sensitivity label has been applied to content that resides on a Windows
device, endpoint protection can prevent that content from being copied to a third-party app, such as Twitter or
Gmail, or being copied to removable storage, such as a USB drive.
• Classify content without using any protection settings. You can also simply assign a classification to content (like a
sticker) that persists and roams with the content as it's used and shared. You can use this classification to generate
usage reports and see activity data for your sensitive content. Based on this information, you can always choose at
a later time to apply protection settings. Sensitivity labels in Office 365 can help you take the right actions on the
right content. With sensitivity labels, you can classify data across your organization and enforce protection settings
based on that classification.

41. Phase 3: Create and Apply DLP Policies to
Block and Warn Users

43. Data Loss Prevention in SharePoint
Warn or Block Users

45. Policies result in Enforcement: Notifications,
Warnings or Blocks

47. About HELUX
A Microsoft Charter Member in Content
Services specializing in SharePoint, O365,
and Cloud technologies
Our THEMIS products re-imagine the way
we do information architecture and
records management
www.heluxsystems.com

48. What if……
• We delivered a great experience for the
users and superior ROI for the business?
• Users could instantly understand what
we need from them without IA jargon?
• We provided users with instant
feedback and Rapid Deployment?
• SharePoint sites can be provisioned in
half the time with double the impact on
findability!

49. THEMIS CS Delivers
Content Services
“A great Information Architecture helps identify
content sources and guides users to the information
they need when they need it.”

50. Case Study
A large public sector organization
embarked on an information
management upgrade using Office 365
and SharePoint Online.
Using the “old methods” of information
architecture, would have meant years of
requirements gathering and entering
information in Excel spreadsheets where
it’s difficult to manage and understand.
And then, of course, we need to get a
developer to actually get the information
architecture into SharePoint.

51. Case Study
The original estimate was that it would
take 4 years to complete the SharePoint
Online project and get 50 business units
and all their sites up and running.
With THEMIS, we were able to do it in 6
months by streamlining the design
process and providing the ability to
publish the information architecture
directly to SharePoint.

52. THEMIS CS Benefits
THEMIS IA
• Involve users in the design and show them
results in minutes!
• Build your entire information architecture
in one place - Fast. Simple.
• Deploy your information architecture
directly to SharePoint – no IT needed
• Reduce costs by 70%
THEMIS RM
• Works with Office 365 to give a complete
governance and compliance framework
• Records in-place means users always have
access to the information they need when
they need it
• Meets your organization’s regulatory
compliance, legal, and business requirements

53. Thank you?
Questions?
Connect with Joel…
• Slides: Slideshare.net/joeloleson
• https://linkedin.com/in/joeloleson/
• Twitter.com/joeloleson
• Youtube.com/joeloleson
• Blogs: travelingepic.com collabshow.com
Call to action…
Get Started Today – call us for an assessment of your current
Content Services program and let us help you get on the path to
better information management
Connect with Helux…
• www.heluxsystems.com
• sales@heluxsystems.com
• 613.291.2683