Leave The Fileshare and join the Enterprise Content Revolution!


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Fileshares and folders have been the bread and butter for Enterprise Content Management for a very long time. They've served their purpose, and they were great at one time - but it's time to leave them for a better, smarter solution. Enterprise Content Management in SharePoint Server is here to stay - and simply migrating your fileshare data into a more robust and intelligent structure can help you better find and manage your enterprise data.

In this session, we'll look at an example of a fileshare and how we can very easily redefine our Enterprise Content Management strategy using SharePoint Server as the platform. Attendees will witness how easy it can be to add and categorize content using out-of-the-box SharePoint functionality - and how you can start to use Enterprise Content Management to better serve your business.

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Leave The Fileshare and join the Enterprise Content Revolution!

  1. 1. Together Realized Leave the Fileshare, and join the Enterprise Content Revolution! Ryan Dennis | Blue Chip Consulting Group Saturday, August 23, 2014
  2. 2. Together Realized 2014 SharePoint Saturday - Columbus 2 Thanks to our Conference Hosts GO BUCKS!
  3. 3. Together Realized 2014 SharePoint Saturday - Columbus 3 Thank You to our Fabulous Sponsors! PLATINUMGOLDSILVERBRONZE
  4. 4. Together Realized 2014 SharePoint Saturday - Columbus 4 Get Connected! •Open wireless access is available. •See something remarkable? Tweet (#SPSCBUS) and share it! •Facebook User? Post your comments to our User Group Facebook Group Page. Just look for BuckeyeSPUG.
  5. 5. Together Realized 2014 SharePoint Saturday - Columbus 5 Submit your Feedback! He was awesome! me@somewhere.com
  6. 6. Together Realized Ryan Dennis Senior Consultant | Blue Chip Consulting Group About Me www.bluechip-llc.com www.sharepointryan.com @SharePointRyan linkedin.com/in/SharePointRyan ryan.dennis@bluechip-llc.com SP Geek Father Drummer Husband
  7. 7. Together Realized Agenda •About AdventureWorks •The Current Fileshare Scenario •Redefining our ECM strategy •Categorizing Content in SharePoint •Leveraging Search with our ECM implementation •Q&A
  8. 8. Together Realized AdventureWorks Cycles is a large, multinational manufacturing company. The company manufactures and sells metal and composite bicycles to North American, European and Asian commercial markets. (Oh, and it’s a fictional company)
  9. 9. Together Realized The AW Fileshare Folders created for every Country Within each Country, folders are created for every Year 4 folder types in each Department folder Within each Year, folders created for every Department within the company
  10. 10. Together Realized A Sample AW Document Content Type Department Version Year Authors Created Date Document Status Modified Date Company Country Document Type
  11. 11. Together Realized Issues • Usability and user experience are poor • Documents buried n levels deep • File path is long and ugly • Example: FileshareAdventureWorksUSA2014CustServ ConfidentialCustServ_HandbookDoc_V4.docx • Limited visibility into security/permissions • Search does not work intuitively • No metadata/tagging functionality
  12. 12. Together Realized What is ECM? Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.
  13. 13. Together Realized Advantages of SharePoint ECM •Version control and version history •Workflow/approval/publishing •Tagging/Metadata •Search •Shared editing experience •Quotas •Auditing
  14. 14. Together Realized Managed Metadata • Key Features • Content Type Publishing – sharing across site collections. • Taxonomies – Creation and management of hierarchical collections of managed terms. • Key Concepts • Taxonomy – A hierarchical classification of words, labels or terms that are organized into groups based on similarities. • Folksonomy – A classification that results when users collaboratively apply words, labels or terms to content.
  15. 15. Together Realized Managed Metadata Term Store
  16. 16. Together Realized Key Concepts of Presentation • SharePoint Site Collection • Document Libraries & Views • Document Templates • Content Types & Metadata • Content Organizer • Document IDs • Workflow • Records Management • Search
  17. 17. Together Realized 2 Then, in the Office program – populate the metadata values in the Document Information Panel Custom Document Template Notice that the value displays in the document body, this is using a Quick Part 1 3 First, create a New Document In SharePoint, the metadata values are automatically applied without needing to set them manually
  18. 18. Together Realized Content Organizer 1. User creates a document and uploads it to the SharePoint site – specifies document properties (metadata) 2. Document is automatically moved to the Drop Off Library 3. Content Organizer Rules determine the appropriate destination based on document metadata 4. Document is automatically routed to the destination Document Library HR Docs IT Docs Legal Docs
  19. 19. Together Realized Search • Quickly and easily find documents using: • Text from document body • Text from ANY document metadata/column values • Preview the document right in the browser • Refine your search results using Search Refiners • Users only find what they have access to
  20. 20. Together Realized SharePoint ECM D E M O
  21. 21. Together Realized Demo Recap •Reviewed Document Center Site •Reviewed the AdventureWorks IT Library •Created a new Document based on the custom Document Template •Ran through a basic Approval Workflow •Performed a Search
  22. 22. Together Realized Q U E S T I O N S ?
  23. 23. Together Realized Ryan Dennis Senior Consultant | Blue Chip Consulting Group About Me www.bluechip-llc.com www.sharepointryan.com @SharePointRyan linkedin.com/in/SharePointRyan ryan.dennis@bluechip-llc.com SP Geek Father Drummer Husband
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