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Instant ECM with SharePoint 2010<br />Corey Roth<br />@coreyroth<br />Blog: www.dotnetmafia.com<br />
Corey Roth<br /><ul><li>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
Blog: www.dotnetmafia.com
Laptop: Dell E6510 i5 2.4 GHz 8GB
Oracle VirtualBox 3.2.8 – 4GB on VM</li></li></ul><li>Do your document libraries look like this?<br />
We can do better…<br />
ECM Challenges<br />Not enough time<br />Cost<br />Don’t know how to define an ECM Plan<br />No technical resources<br />L...
How does SharePoint Help?<br /><ul><li>Versioning
Content Types
Ratings
Enterprise Keywords
Managed Metadata</li></ul>Document Id Service<br /><ul><li>Metadata Navigation
Default Values
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Instant ECM with SharePoint 2010 - SPTechCon Boston 2011

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Slides from my Instant ECM with SharePoint 2010 talk presented at SPTechCon Boston 2011

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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 -&gt; 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/DocumentCenterhttp://sp2010/sites/ecmsource
  • Transcript of "Instant ECM with SharePoint 2010 - SPTechCon Boston 2011"

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