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Instant ECM with SharePoint 2010 - SPTechCon Boston 2011
 

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

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 -> 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

Instant ECM with SharePoint 2010 - SPTechCon Boston 2011 Instant ECM with SharePoint 2010 - SPTechCon Boston 2011 Presentation Transcript

  • 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
    • Blog: www.dotnetmafia.com
    • 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
    Blog: www.dotnetmafia.com