Datasheet

The problem with structured assets isn’t managing the assets; the problem
is managing access to the assets. What makes structured assets so easy to
manage also makes them difficult to access. It’s challenging to teach execu-
tives how to log into a system and run reports or to show a large group of
end users how to navigate menus and access a single process, such as enter-
ing a purchase order. SharePoint makes it possible to more finely control the
access to structured assets in the following ways:
 Customize access to structured applications: Instead of granting large
numbers of users access to enterprise applications when they only need
limited access, you can provide alternative access in SharePoint. For
example, if someone needs to look up lists of data, query the customer
database, or look up a part number, you can make that data available via
SharePoint.
 Supplement structured applications: You can supplement structured
applications by automating business processes. Oftentimes, an enter-
prise application encompasses only part of a business process, not the
whole thing. For example, most software has purchase order or expense
report processing. Oftentimes, the request is manual or in e-mail and
must be signed by a manager. You can initiate the process in SharePoint
and then queue the transactions in your primary system.
 Link structured data to unstructured data: Commonly, Word docu-
ments and spreadsheets support a business transaction. You can link
documents stored in a document repository to transactions in your
structured systems.
 Limit access: Create a data catalog in SharePoint to access data for the
purposes of querying and report building.
 Consolidate assets: Many times, you need to present an aggregated view
of structured data that comes from multiple sources. SharePoint makes it
possible to provide a consolidated view from multiple back-end sources.
Managing unstructured
assets with SharePoint
Unlike structured assets, less structured assets (such as Word documents)
usually aren’t stored in databases. They’re often stored on file servers and
removable media, such as CDs. Other less structured assets (such as e-mails
and blog posts) may be stored in databases, but the information conveyed by
the e-mail or blog post isn’t managed. Instead, the mail server acts like a file
server, and the e-mail acts like a file.
The problem with files is that they’re hard to manage and control. End
users can easily store them on thumb drives and send them as e-mail attach-
ments. Despite IT’s attempts to control files with policies and backups, files
are slippery.
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