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Instant ECM with SharePoint 2010

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Slides of my SharePoint 2010 ECM talk at Tulsa TechFest 2010.

Slides of my SharePoint 2010 ECM talk at Tulsa TechFest 2010.

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  • http://sp2010/InstantECM/Working%20Library/Forms/AllItems.aspx
  • http://sp2010/InstantECM/Working%20Library/Forms/AllItems.aspx
  • http://sp2010/InstantECM/Working%20Library/Forms/AllItems.aspx
  • http://sp2010/ECM/Design%20Documents/Forms/AllItems.aspxhttp://sp2010/_layouts/settings.aspx -> Document Id Service
  • http://sp2010/InstantECM/Content%20Type%20Library/Forms/AllItems.aspx
  • http://sp2010/InstantECM/Content%20Type%20Library/Forms/AllItems.aspxhttp://sp2010/ECM/Company%20Documents/Forms/AllItems.aspx
  • http://sp2010/InstantECM/Content%20Type%20Library/Forms/AllItems.aspx
  • http://sp2010/sites/ecmsource

Transcript

  • 1. Instant ECM in SharePoint 2010
    Corey Roth
    Stonebridge
    Twitter: @coreyroth
    Blog: www.dotnetmafia.com
    Tulsa TechFest 2010 | Fri, Nov 12th, 2010 | OSU - Tulsa | 60+ Speakers & 24 Tracks
  • 2. Please Be Courteous!
    Tulsa TechFest 2010 | Fri, Nov 12th, 2010 | OSU - Tulsa | 60+ Speakers & 24 Tracks
  • 3. Corey Roth
    • SharePoint Solutions Architect for Stonebridge
    • 4. Microsoft SharePoint MVP
    • 5. Specializing in ECM and Search
    • 6. Passed all SharePoint 2010 certification exams
    • 7. Microsoft Solutions Advocate
    • 8. E-mail: coreyroth@gmail.com
    • 9. Twitter: @coreyroth
    • 10. Blog: www.dotnetmafia.com
    • 11. Laptop: Dell E6510 i5 2.4 GHz 8GB
    • 12. Oracle VirtualBox 3.2.8 – 4GB on VM
  • Do your document libraries look like this?
  • 13. We can do better…
  • 14. ECM Challenges
    Not enough time
    Cost
    Don’t know how to define an ECM Plan
    No technical resources
    Lack of business or IT buy-in
    Lack of agreement among business units
  • 15. How does SharePoint Help?
    Document Id Service
    • Metadata Navigation
    • 20. Default Values
    • 21. Content Organizer
    Auditing / In Place Records Management
    • Content Type Hub
    • 22. Document Sets
  • Versioning
    • Keeps a running history of each document
    • 23. Turned off by default
    • 24. Can be configured with both major and minor versions
    • 25. Version limits help reduce amount of copies stored
    • 26. Entire document is stored each time (not just changes)
    • 27. Enabled under Library Settings -> Versioning Settings
  • Ratings
    • Like iTunes but for documents and list items
    • 28. Allows users to rate documents with 0 – 5 stars
    • 29. Timer job runs periodically to calculate average ratings
    • 30. Use to sort or filter documents
    • 31. Enabled under Library Settings -> Ratings Settings.
  • Managed Metadata Service
    • Provides the Term Store and Content Hub functionality
    • 32. Term Store
    • 33. Allows user to classify document with structured and unstructured terms
    • 34. Structured terms: administrator defined hierarchy of well known terms in the organization (i.e.: product types, divisions, states, cities, etc.)
    • 35. Unstructured terms: tagging (Enterprise Keywords)
    Content Type Hub
    • Synchronizes content types across site collections
  • Enterprise Keywords
    • Allows end users to tag documents with relevant information (i.e.: Budget, 2011, Important, I like it, Contract, etc).
    • 36. Provides a quick and easy way to get basic classification on documents
    • 37. User can pick existing terms or create new ones
    • 38. Administrator can promote a keyword into a structured term set
    • 39. Displayed in search results and allows refinement
    • 40. Populates the tag cloud
  • Enterprise Keywords
    • Enabled under Library Settings -> Enterprise Metadata and Keywords Settings
  • Document Id Service
    • Service that assigns a unique identifier to any document uploaded
    • 41. Document Id stays the same even if document is moved to another location in site collection
    • 42. Not a GUID
    • 43. Administrator can define a prefix for Document Id
    • 44. Must enable Document ID Service site collection feature
    • 45. Configured in Site Settings -> Document ID Settings
  • Content Types
    • The proper way to do ECM
    • 46. Defined by one or more site columns (fields) that describe the list item
    • 47. Inherits from a parent type (i.e.: Item, Document)
    • 48. Can be associated with custom forms, workflows, auditing, and retention policies
    • 49. Built using the UI, SharePoint Designer, code, or via CAML
    • 50. Content Type Hub can publish specified content types to other site collections
  • Metadata Navigation
    • Allows the user to view document libraries by site column or content type
    • 51. Requires Metadata Navigation and Filtering feature to be activated
    • 52. Enabled under Library Settings -> Metadata navigation settings
  • Default Column Values
    • Built-in way to do metadata inheritance
    • 53. Specify a default value on a custom folder content type
    • 54. When document is uploaded into folder, value is copied into matching site columns
    • 55. Enabled under Library Settings -> Column Default Value Settings
  • Content Organizer
    • Configurable rules engine for routing documents to a new location when uploaded
    • 56. Can help prevent folders from containing too many items
    • 57. Create rules based on content type and metadata
    • 58. New folders created automatically based upon metadata names
    • 59. Optionally append characters new duplicate filenames
  • Please Complete An Evaluation FormYour input is important!
    Multiple ways to access Evaluation Forms:
    Registration stations
    From any wired or wireless connection to:http://TulsaTechFest.com
    1.
    2.
    Tulsa TechFest 2010 | Fri, Nov 12th, 2010 | OSU - Tulsa | 60+ Speakers & 24 Tracks
  • 60. Help usThank ourSponsors:
    Tulsa TechFest 2010 | Fri, Nov 12th, 2010 | OSU - Tulsa | 60+ Speakers & 24 Tracks