Instant ECM with SharePoint 2010 - SPTechCon Boston 2011

Instant ECM with SharePoint 2010
Corey Roth
@coreyroth
Blog: www.dotnetmafia.com

Corey Roth
SharePoint Solutions Architect for Stonebridge
Microsoft SharePoint MVP
Specializing in ECM and Search
Passed all SharePoint 2010 certification exams
E-mail: coreyroth@gmail.com
Twitter: @coreyroth
Laptop: Dell E6510 i5 2.4 GHz 8GB
Oracle VirtualBox 3.2.8 – 4GB on VM

Do your document libraries look like this?

We can do better…

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

How does SharePoint Help?
Versioning
Content Types
Ratings
Enterprise Keywords
Managed Metadata
Document Id Service
Metadata Navigation
Default Values
Content Organizer
Auditing / In Place Records Management
Content Type Hub
Document Sets

Versioning
Keeps a running history of each document
Turned off by default
Can be configured with both major and minor versions
Version limits help reduce amount of copies stored
Entire document is stored each time (not just changes)
Enabled under Library Settings -> Versioning Settings

Ratings
Like iTunes but for documents and list items
Allows users to rate documents with 0 – 5 stars
Timer job runs periodically to calculate average ratings
Use to sort or filter documents
Enabled under Library Settings -> Ratings Settings.

Managed Metadata Service
Provides the Term Store and Content Hub functionality
Term Store
Allows user to classify document with structured and unstructured terms
Structured terms: administrator defined hierarchy of well known terms in the organization (i.e.: product types, divisions, states, cities, etc.)
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).
Provides a quick and easy way to get basic classification on documents
User can pick existing terms or create new ones
Administrator can promote a keyword into a structured term set
Displayed in search results and allows refinement
Populates the tag cloud
Only available with Office 2010

Enterprise Keywords
Enabled under Library Settings -> Enterprise Metadata and Keywords Settings

Document Id Service
Service that assigns a unique identifier to any document uploaded
Document Id stays the same even if document is moved to another location in site collection
Not a GUID
Administrator can define a prefix for Document Id
Must enable Document ID Service site collection feature
Configured in Site Settings -> Document ID Settings

Site Columns
Attributes about your list items or documents
Supports various data types: text, number, currency, choice, lookup list, Managed Metadata, etc
Can be applied directly to lists or content types

Content Types
The proper way to do ECM
Defined by one or more site columns (fields) that describe the list item
Inherits from a parent type (i.e.: Item, Document)
Can be associated with custom forms, workflows, auditing, and retention policies
Built using the UI, SharePoint Designer, code, or via CAML
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
Requires Metadata Navigation and Filtering feature to be activated
Enabled under Library Settings -> Metadata navigation settings

Default Column Values
Built-in way to do metadata inheritance
Specify a default value on a custom folder content type
When document is uploaded into folder, value is copied into matching site columns
Enabled under Library Settings -> Column Default Value Settings

Content Organizer
Configurable rules engine for routing documents to a new location when uploaded
Can help prevent folders from containing too many items
Create rules based on content type and metadata
New folders created automatically based upon metadata names
Optionally append characters new duplicate filenames

Questions?
Thanks!
Corey Roth
@coreyroth

Instant ECM with SharePoint 2010 - SPTechCon Boston 2011

by Corey Roth on Jun 20, 2011

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Instant ECM with SharePoint 2010 - SPTechCon Boston 2011 Presentation Transcript