SharePoint 2010 ECM: The Best Practices of Organizing and Finding Information in the Enterprise

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In this session we will discuss the best approach, leveraging the various SharePoint content management features, to efficiently organize and easily find content through-out an organization’s …

In this session we will discuss the best approach, leveraging the various SharePoint content management features, to efficiently organize and easily find content through-out an organization’s enterprise. This presentation emphasizes the importance of establishing consistency on how users classify, describe and find information.

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  • This presentation is based largely on the concept of the Microsoft ® SharePoint ® customer journey. Customers who view this presentation have probably deployed SharePoint in their organizations. This presentation is designed to create a foundation for what customers need to do to increase their return on investment. That is, you should describe SharePoint as a strategic platform that increases organizational knowledge through highly secure and compliant collaboration and information-sharing.
  • This should be your final slide!!
  • SharePoint 2010 Content Intelligence Webinar: Best Practices for Organizing & Finding Information in the Enterprise 06/09/12 23:19 © 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • Main Point: consolidates all these solutions into a single, scalable business platform using SharePoint In recent years, many organizations have invested heavily in enterprise solutions that manage the flow of information. These enterprise solutions are typically geared around key areas such as enterprise content management, collaboration, search, portal solutions, business process integration, and business intelligence. Such solutions are often supplied by different vendors, built on a variety of technologies, and place additional requirements on your infrastructure and in-house expertise. The solutions are deployed as individual, isolated applications, or require significant integration effort to provide the business information that your information workers require. You may also want to consider the benefits and issues of your enterprise solutions from the perspective of your end users : How many different systems do your employees have to use to do their jobs? How much time does it take an employee to learn to use each system effectively? How easily can an employee find information, share information, or aggregate information from different sources? Office SharePoint Server 2007 consolidates all these solutions into a single, scalable business platform . The initial benefits are clear. Your organization can: Plan and deploy infrastructure for a single solution, rather than several. License a single solution, rather than several. Service and support a single solution, rather than several. How we do it? MOSS 2007 has been architected to leverage a common set of services to provide a common framework for document management and collaboration. Additionally, SharePoint provides a single repository for storing documents of all types, including Web pages and forms. These components are designed to work together, to be flexible, and to interoperate with other services (such as collaboration, business intelligence, search) and technologies (such as LOB systems).
  • Tag Content – Browse Terms Hierarchically; Keywords are Suggested While Typing. Modify properties in Office Backstage or Using the Document Information Panel. Save to SharePoint directly from Office Backstage View. SharePoint locations by Current, Recent, or Saved Version History Document and Record Properties – declare content as a record, workflow, set retention policy, set expiration The tagging of content with metadata makes it easy to track. Example – An investment bank creates proposals for structured finance deals. Before the docs would reside on file shares, email, and there was no structure to what happens if the deals gets subjected to regulatory review. With the Office and SharePoint solution, proposals are saved in the proper place in SharePoint workspaces, can be searched on, marked confidential. This saves time going through the compliance process with regulatory reviewers.
  • Tag Content – Browse Terms Hierarchically; Keywords are Suggested While Typing. Modify properties in Office Backstage or Using the Document Information Panel. Save to SharePoint directly from Office Backstage View. SharePoint locations by Current, Recent, or Saved Version History Document and Record Properties – declare content as a record, workflow, set retention policy, set expiration The tagging of content with metadata makes it easy to track. Example – An investment bank creates proposals for structured finance deals. Before the docs would reside on file shares, email, and there was no structure to what happens if the deals gets subjected to regulatory review. With the Office and SharePoint solution, proposals are saved in the proper place in SharePoint workspaces, can be searched on, marked confidential. This saves time going through the compliance process with regulatory reviewers.
  • SharePoint 2010 & KnowledgeLake as an ECM Platform SharePoint 2010 provides an information-sharing platform, document management platform, workflow platform, business process management framework, and development foundation on which information worker solutions can be created. Comprehensive business solutions can be easily assembled / configured to support a company's information management and business needs.
  • Standardizing metadata definitions across the enterprise can be helped by adopting industry standards. The Dublin Core Metadata Initiative is a standards group engaged in the development of metadata standards that support a broad range of purposes such as content libraries. Organizations should carefully select which metadata elements are appropriate and not just include all of them without consideration. The United States Department of Defense Record Management Application design criteria standard lists metadata necessary or useful for a records management system. An organization can also develop their own standard set, normally between 5 and 15 metadata columns, that make most sense for their environment. There are specific disciplines within the organization that might also have unique standards that they wish to enforce, such as for compliance, security, human resources, or risk management.
  • Groups objects according to a predefined relationship or set of characteristics Taxonomy built using content types, metadata, and containers (sites, libraries and folders) Describe content within the context of your taxonomy Metadata required should be kept to a minimum Metadata usage must support the following: Identification of all content Control of business processes Security of all content Support of compliance requirements Support of relevant search results Minimize manual metadata entry Leverage SharePoint 2010 related features Column types used to restrict captured descriptions / metadata Associate default values with Libraries (Document Sets) and folders Validate captured descriptions within the library container Leverage the Managed Metadata Services to enforce controlled terms across the entire SharePoint platform
  • Organize content by topic-specific folders Assign specific metadata or properties to the content Target data based on the taxonomy / categories Target content based on the metadata / attributes Avoid using one approach to organize content Understand your content and Your use cases before selecting and implementing a content management, records management and search system
  • As advertised we’re going to spend some time today talking about ECM features in SharePoint 2010 and related 2010 products. While there’s enough features that rock to spend an entire day talking about we’re going focus on the features that we’ve already used at KnowledgeLake or plan on using to build out 2010 ECM solution. Taxonomy and metadata management is a major ECM focus in SharePoint® 2010, making it even easier to find content. 1. Metadata-driven Navigation: Intuitive search and dynamic navigation makes it easier to discover content through large lists and libraries 2. Shared Term Store: Provide multiple taxonomies and folksonomies from a central, shared service 3. Tagging Incentives: Pre-emptive suggestions of appropriate metadata based on location and context, and embedded metadata fields in documents (Quick Parts) Metadata are the properties associated with a document. These may be as simple as the creation date or as complex as a user-defined content type. You can use metadata to provide real usability benefit for features such as search, but this comes at a cost, in terms of content capacity. This is because the search database is affected by the size and amount of metadata. Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • Managed metadata is a hierarchical collection of centrally managed terms that you can define and use as attributes for items in SharePoint 2010. The Managed Metadata Service is a service application that enables the use of managed metadata and allows you to share content types across site collections and across Web applications. The service publishes a term store and content types, and the metadata is consumed via the managed metadata connection. A Managed Metadata Service and connection are created when you create the metadata service application. Creation of the service application requires the administrator to specify the database to be used as the term store. When you create new managed terms, or when users add managed keywords, these are stored in the database. Like other service applications, the Managed Metadata Service can be published to provide access to other Web applications. When you publish a service application, a URL to the service is created. The administrator of another Web application can create a connection to your service by using this URL. In addition to sharing metadata, you can also use the Managed Metadata Service to share content types. By creating a new managed metadata service, and specifying a site collection as the content type hub, you can share all content types in a site collection content type gallery. You can create multiple Managed Metadata Service applications. This provides the capability to share multiple term stores and content types from multiple site collections. Each service must specify a different term store during the creation process, and a new database is created if one does not exist. The Managed Metadata Service connection provides access to the service. When you create a Managed Metadata Service, a connection to the service is automatically created in the same Web application as the service. Web applications can have connections to multiple services. Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • As advertised we’re going to spend some time today talking about ECM features in SharePoint 2010 and related 2010 products. While there’s enough features that rock to spend an entire day talking about we’re going focus on the features that we’ve already used at KnowledgeLake or plan on using to build out 2010 ECM solution. Taxonomy and metadata management is a major ECM focus in SharePoint® 2010, making it even easier to find content. 1. Metadata-driven Navigation: Intuitive search and dynamic navigation makes it easier to discover content through large lists and libraries 2. Shared Term Store: Provide multiple taxonomies and folksonomies from a central, shared service 3. Tagging Incentives: Pre-emptive suggestions of appropriate metadata based on location and context, and embedded metadata fields in documents (Quick Parts) Metadata are the properties associated with a document. These may be as simple as the creation date or as complex as a user-defined content type. You can use metadata to provide real usability benefit for features such as search, but this comes at a cost, in terms of content capacity. This is because the search database is affected by the size and amount of metadata. Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • As advertised we’re going to spend some time today talking about ECM features in SharePoint 2010 and related 2010 products. While there’s enough features that rock to spend an entire day talking about we’re going focus on the features that we’ve already used at KnowledgeLake or plan on using to build out 2010 ECM solution. Taxonomy and metadata management is a major ECM focus in SharePoint® 2010, making it even easier to find content. 1. Metadata-driven Navigation: Intuitive search and dynamic navigation makes it easier to discover content through large lists and libraries 2. Shared Term Store: Provide multiple taxonomies and folksonomies from a central, shared service 3. Tagging Incentives: Pre-emptive suggestions of appropriate metadata based on location and context, and embedded metadata fields in documents (Quick Parts) Metadata are the properties associated with a document. These may be as simple as the creation date or as complex as a user-defined content type. You can use metadata to provide real usability benefit for features such as search, but this comes at a cost, in terms of content capacity. This is because the search database is affected by the size and amount of metadata. Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • Managed metadata is a hierarchical collection of centrally managed terms that you can define and use as attributes for items in SharePoint 2010. The Managed Metadata Service is a service application that enables the use of managed metadata and allows you to share content types across site collections and across Web applications. The service publishes a term store and content types, and the metadata is consumed via the managed metadata connection. A Managed Metadata Service and connection are created when you create the metadata service application. Creation of the service application requires the administrator to specify the database to be used as the term store. When you create new managed terms, or when users add managed keywords, these are stored in the database. Like other service applications, the Managed Metadata Service can be published to provide access to other Web applications. When you publish a service application, a URL to the service is created. The administrator of another Web application can create a connection to your service by using this URL. In addition to sharing metadata, you can also use the Managed Metadata Service to share content types. By creating a new managed metadata service, and specifying a site collection as the content type hub, you can share all content types in a site collection content type gallery. You can create multiple Managed Metadata Service applications. This provides the capability to share multiple term stores and content types from multiple site collections. Each service must specify a different term store during the creation process, and a new database is created if one does not exist. The Managed Metadata Service connection provides access to the service. When you create a Managed Metadata Service, a connection to the service is automatically created in the same Web application as the service. Web applications can have connections to multiple services. Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • Key Message Presenter Notes Presenter Guidance A managed metadata service publishes a term store and, optionally, content types; a managed metadata connection consumes these. A term is a word or a phrase that can be associated with an item in SharePoint Server 2010. A term set is a collection of related terms. You can specify that a Microsoft SharePoint Server column must contain a term from a specific term set. Managed metadata is a way of referring to the fact that terms and term sets can be created and managed independently from the columns themselves. Managed terms, enterprise keywords, and the term store Terms can be divided into two types: Managed terms , which are usually pre-defined, can only be created by users with the appropriate permissions, and are often organized into a hierarchy. Enterprise keywords , which are simply words or phrases that have been added to SharePoint Server 2010 items. All enterprise keywords are part of a single, non-hierarchical term set called the keyword set . Managed terms and enterprise keywords are used differently. SharePoint Server 2010 introduces a new column type called managed metadata . When you create a managed metadata column, you specify the term set from which the column's value must come. When you want users to provide information for list items (including documents), and the valid values for the information are contained in a term set, use a managed metadata column. Create a new content type or modify an existing content type, and add the managed metadata column to the content type. For more information go to http://technet.microsoft.com/en-us/library/ee424403(office.14).aspx. Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • As advertised we’re going to spend some time today talking about ECM features in SharePoint 2010 and related 2010 products. While there’s enough features that rock to spend an entire day talking about we’re going focus on the features that we’ve already used at KnowledgeLake or plan on using to build out 2010 ECM solution. Taxonomy and metadata management is a major ECM focus in SharePoint® 2010, making it even easier to find content. 1. Metadata-driven Navigation: Intuitive search and dynamic navigation makes it easier to discover content through large lists and libraries 2. Shared Term Store: Provide multiple taxonomies and folksonomies from a central, shared service 3. Tagging Incentives: Pre-emptive suggestions of appropriate metadata based on location and context, and embedded metadata fields in documents (Quick Parts) Metadata are the properties associated with a document. These may be as simple as the creation date or as complex as a user-defined content type. You can use metadata to provide real usability benefit for features such as search, but this comes at a cost, in terms of content capacity. This is because the search database is affected by the size and amount of metadata. Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • Presenter Guidance Throughout an organization there are specific types of content, referred to as Content Types in SharePoint 2010. Content types allow people to specify the content fields, policies, workflows and other rules for a specific kind of content such as a press release. Content types are also extendable in that one content type inherits from another; for example, an organization could have a Press Release content type and another one for Product Division Press Release. The latter content type shares some characteristics of the Press Release content type but adds additional fields or workflows specific to the product division. New in SharePoint 2010 is the ability to define content types in one site collection and reuse them across SharePoint sites within a farm or across farms as Enterprise Content Types. The EMM service empowers administrators to publish enterprise content types throughout or across SharePoint farms using the new service architecture. Once an enterprise content type is published to a site collection, it cannot be changed within the site collection but site owners are free to extend it by creating a new content type that inherits from the enterprise content type. Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • Document Management SharePoint 2010 takes these concepts to a new level to improve the document management experience even more. Enterprise Content Types: Synchronized content types and information management policies throughout the enterprise Document Sets: Manage related work items as a single entity with shared metadata, version history and workflow Client Integration: Quickly discover and connect SharePoint Document Libraries and templates to Microsoft Office Microsoft SharePoint 2010 includes document management features that you can use to control the life cycle of documents in your organization—how they are created, reviewed, and published, and how they are ultimately disposed of or retained. Although the term management implies control of information from the top of the organization, an effective document management system should reflect the culture of the organization that is using it. The tools you use for document management should be flexible enough to allow you to tightly control the document life cycle, if that fits the organizational culture and goals, but also to let you implement a more loosely structured system, if that better suits your enterprise.   The following list highlights some of the general questions you should ask your customer: What types of documents does the customer expect to be created or stored in the SharePoint 2010 deployment? Which the templates are these documents based on? What is the required metadata that will assist in classification? What is the lifecycle of these documents; who is involved in the creation, review, approval, and disposition. What audit or policies need to be applied to these documents? Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • After this slide show go straight to the user interface and show features from there Be sure and talk about the timer service that is used for Drop Off Libraries. 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION. Microsoft SharePoint Conference 2009
  • Key Message Presenter Notes Presenter Guidance People participating in ECM solutions usually face a common challenge: where should new content be saved? SharePoint 2010 addresses this challenge with advanced and configurable routing. Site owners can configure advanced routing by using the document’s metadata to determine where the content should be saved within the site, such as which document library as well as which folder within the library. Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • Decided it would be much better just to get right into the SharePoint interface and show these features. 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION. Microsoft SharePoint Conference 2009
  • 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION. Microsoft SharePoint Conference 2009
  • The routing engine used throughout, such as, Records Center, Content Management and Document Management Allows routing of content throughout the repository Can be used to support various use cases, such as, the maximum number of items per folder is limited to 3000 Routed content based on the value of a field, such as, metadata or attributes Can build a content structure based upon attribute / metadata values Available across sites Certain metadata fields can be required to receive user input when new assets are added Restricted to the content types derived from the document content type (no list management)   NOTE: There is also a SendTo Function available on documents and list items Copy, move or Move + Leave a Link 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION. Microsoft SharePoint Conference 2009
  • Is a set of rules for a type of content Enables controlled access information Controls what can be done Controls how long the information is retained Policies can be associated with a list or content type Integrates with Office applications Sets rules (retentions/deletions) rules for Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • compelling problems many organizations face when attempting to implement SharePoint 2010 as an Enterprise Content Management (ECM), Records Management (RM), Document Management (DM) or Workflow Management platform Classification System is ineffective due to a lack of consistency or it is incomplete. That is, the users are not describing the content using a consistent vocabulary or not at all.
  • Main Point: In addition to hard drives there are many other “bad” repositories Multiple repositories and solutions Personal archives Outlook File system and network file shares SharePoint libraries 3 rd Party ECM system Related content disconnected unless all repositories are maintained and updated for consistency SP value is proportional to content absorbed
  • Digital content is expanding at an alarming rate, at least, 30% yearly. Content is unmanageable Access to relevant information is a huge challenge Many systems are not usable Information is represented in different ways Content model is not consistent People don't access information in the same way Content doesn't have one way of being classified
  • Here are some examples of a business leaders perspective of ECM challenges. Business Leaders "Due to security, our important content is impossible for people to get to, even when they need to access it as part of their job." "We have legal exposure from unsecure documents. We need a way to secure these docs and control access without hampering productivity." "Our content is hard for users to reuse, because they can't reliably find the content on our current system." complying with regulations should be viewed as an opportunity to improve common business processes Ensuring that the proper business practices are followed and that content is properly captured, stored, managed, and disposed of at the appropriate and legal time in its lifecycle. While compliance is not always a technology problem, information technology, and the massive growth of unstructured content, contributes to corporate exposure. Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • Here are some examples of IT professional perspective of ECM challenges. IT Professionals "Content management systems are expensive to implement. I don't know if our budget will allow us to implement a system." "We have too many disparate systems already. I don't want to add another system into the mix." "I hear that most content management system installations are often unsuccessful due to the complexity of implementation and the resistance users have to the systems." Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • Here are some examples of IW’s perspective of ECM challenges. Information Workers "Our content management system is a burden to use. It's too hard to manage documents and access the files I need." "Our system makes me enter all this data every time I save a file. I don't like using the system because it takes so much time." "It's too hard to find documents in our content management system." Microsoft SharePoint Conference 2009 06/09/12 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • How to ensure greater user adoption of a SharePoint 2010 ECM platform? Information Workers: "Benefit from User-Centric Content Management" Familiar, modern, and intuitive user experience across devices and browsers reduces complexity of content management, discovery and reuse. Automated classification and categorization simplifies IW experience, ensure better metadata and accurate classification. Policy and process enforcement can be visible or transparent to address compliance requirements, user sophistication. IT Professionals: "Take the Cost Out of Enterprise-Wide Content Management" Deliver a single, feature rich, low cost platform to manage wide range of content. Easy to customize or extend using .NET development or rich Partner Ecosystem. Integration components for all major ECM systems, and rich object model and Web Services API for custom integration. Business Leaders Single platform to store all unstructured content. Consistently apply policy, process, and metadata capture to a broad range of content of content including documents, blogs, etc. Provides compliance and security while ensuring that right content is findable and useable by right people. 06/09/12 © 2010 KnowledgeLake. All rights reserved. Microsoft, Windows, Windows 7 and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Corro'll Driskell as of the date of this presentation. Because KnowledgeLake and Corro'll Driskell must respond to changing market conditions, it should not be interpreted to be a commitment on the part of KnowledgeLake and Corro'll Driskell, and KnowledgeLake cannot guarantee the accuracy of any information provided after the date of this presentation. KnowledgeLake and Corro'll Driskell MAKES NO WARRANTIES, EXPRESS, KnowledgeLake & SharePoint 2010 User Adoption
  • This should be your final slide!!

Transcript

  • 1. | Copyright© 2011 MicrosoftCorporation
  • 2. O g n in & raiz gFd gin inIom t nn ra f ioSae o t 00 C : Te et hrP in 21 E M h B sPate o O g n in adF d g rc s f raiz g n in in icIom t n te nepisn r a in h Et re f io rCORRO’LL (COREL) DRISKELL(404) 425-9597CORROLL.DRISKELL@KNOWLEDGELAKE.COMTWITTER: CDRISKELL
  • 3. IMPORTANT INFORMATION Corroll.Driskell@KnowledgeLake.c omMention me on Twitter using the hashtag #CDRISKELL & #KNOWLEDGELAKELINKEDIN: linkedin.com/in/cdriskell
  • 4. Today’s messageThe Ideal SolutionBest PracticesContent IntelligenceCommon ChallengesSuccess
  • 5. It seems like all organizations using Microsoft products will over the nextfew years implement SharePoint in some fashionRecent AIIM surveys have indicated adoption rates of over 65% acrossmultiple geographical regions and different verticalsIn many ways, "SharePoint" has become somewhat of a noun in the ECMspace (like "Kleenex" for tissues)
  • 6. CollaborationBusiness Inteligence Portal Business Process Search and Forms Enterprise Content Management
  • 7. Capture Workflow Search Retrieve Unified IndexingSources Processes & View Repository LOB or SharePoint Electronic Documents Electronic Documents Tasks Paper Paper Notifications View DocumentMFD/MFP Routing Fax Monitoring Classify SharePointFAXES Documents
  • 8. Step 2. Define & Index theStep 1. Scan Physical Content PERFECT Documents FOR • Advisors Step 4. Search & Retrieve • Investment researchers • Bankers • Traders • Insurance brokers • Risk managers • Executive management Step 3. Classify in SharePoint
  • 9. Step 4. combine paper and Step 2. Define electronic & Index theStep 1. Scan Physical Content PERFECT documents Documents FOR • Advisors • Investment researchers • Bankers • Traders • Insurance brokers Step 5. Search & • Risk Retrieve managers • Executive management Step 3. Classify in SharePoint
  • 10. Ease-of-useSimple and intuitive tagging,standardized metadata(controlled vocabularies)Minimize the user’s requiredknowledge of the system(location)Complexity of the system isreduced to simple terms(application, invoice,…)Integration into hosted businessprocesses (workflows )Integration into where peoplework
  • 11. IDEAL END RESULTSWhat are the expected results?
  • 12. Security Security e-discovery e-discovery Records Management Records Management Governance and Compliance Governance and Compliance Taxonomy Taxonomy Content Repository Content Rights Repository Rights Management ManagementCONTENT MANAGEMENTINFRASTRUCTURE AS INFRASTRUCTURECONTENT MANAGEMENT AS
  • 13. Security Social Security e-discovery Tools Social e-discovery Records Tools Management Records Search Management Governance and Compliance Search Governance and Compliance Taxonomy Collaboration Collaboration Taxonomy Tools Tools Content Content Repository Rights Rights Repository Management ManagementCONTENT MANAGEMENTINFRASTRUCTURECONTENT MANAGEMENT AS AS INFRASTRUCTURE USER EXPERIENCE USER EXPERIENCE
  • 14. Composite Applications Workflow eForms Security Social e-discovery Tools Records Management Search Governance and Compliance LOB Systems Collaboration Taxonomy Tools Content Repository Rights ManagementCONTENT MANAGEMENT AS INFRASTRUCTURE USER EXPERIENCE
  • 15. Composite Applications Workflow eForms Security Social e-discovery Tools Records Management Search Governance and Compliance LOB Systems Collaboration Taxonomy Tools Content Repository Rights ManagementCONTENT MANAGEMENT AS INFRASTRUCTURE USER EXPERIENCE BUSINESS SOLUTIONS
  • 16. Best Practices
  • 17. Leverage Industry Standards• Dublin Core Metadata Initiative (http://dublincore.org)• Department of Defense 5015.2 Electronic Records Management Software Applications Design Criteria Standard (http://jitc.fhu.disa.mil/recmgt)Map your organization’s formal business policyschedule that list series of recordsCarefully select Metadata elementsLeverage SharePoint Content Types to establishconsistency and compliance 18 Copyright © AIIM I All rights reserved.
  • 18. Describe content within the context of your taxonomyMetadata required should be kept to a minimumMetadata usage must support the following:• Identification of all content• Control of business processes• Security of all content• Support of compliance requirements• Support of relevant search results• Integration from LoB application into the RepositoryMinimize manual metadata entryLeverage SharePoint 2010 related features OOTB…
  • 19. Understand your content before implementing asystemUnderstand your use cases before implementing asystemAssign specific metadata or properties to the contentOrganize content by topic-specific foldersTarget data based on the categoriesAvoid using one approach to organize content
  • 20. SharePoint 2010 ContentIntelligence Features
  • 21. 1. Content Types
  • 22. 1. Content Types2. Columns
  • 23. 1. Content Types2. Columns3. Managed Metadata Service
  • 24. TermsTerm SetsTerm Store Group Term Set Terms
  • 25. 1. Content Types2. Columns3. Managed Metadata Service4. Content Type Hub
  • 26. • Consistency• Shareable across a farm enterprise
  • 27. 1. Content Types2. Columns3. Managed Metadata Service4. Content Type Hub5. Content Organizer
  • 28. All content uploaded to site is routed to a Drop Offlibrary when matching rules existsUse Content Organizer Rules To…• Determine which Library or Site content is uploaded to• Optionally create and upload into folder based on properties
  • 29. Automatically create subfoldersPrevents the root and sub folders from growing toolargeKnowledgeLake Auto Folders with SharePoint 2007
  • 30. Allows documents with same name from beinguploadedAutomatically:• Creates a new version OR• Appends characters to create new name
  • 31. 1. Content Types2. Columns3. Managed Metadata Service4. Content Type Hub5. Content Organizer6. Information Management Policy
  • 32. • Information management policies and policy features• Information management policy integration with Office system applications• Policy features available in SharePoint Server 2010• Document policies•
  • 33. Organizational Challenges
  • 34. Content System Inconsistent Unusable Content Model Access Classification System to Relevant Ineffective InformationUnmanageable Diverse Access Information to Content
  • 35. Email Inbox - OutlookEmail Distribution ListsFile Cabinets
  • 36. Content model isnt consistentInformation is represented in different waysClassification of content is inconsistent
  • 37. Did You Know that … Digital content is expanding at an alarming rate, at least, 30%yearly… Systems’ content models are not consistent… All content is unmanageable… Access to relevant information is a huge challenge… Many deployed systems are not usable…. Information is represented in different ways… Organizational users access information in various ways… Content doesn’t have a single consistent way of being classified… Aligns with KnowledgeLake as a Strategic Partner
  • 38. Security prevents easy access tomost contentMost Content is hard for users toreuseDifficult to ensure proper use ofbusiness practices across all contentDifficult to enforce regulatorycompliance across all content
  • 39. Content Managementsystems are expensiveWe have too many CMSystemsCM Systems are toocomplex to implementUser resistance is high
  • 40. “..System is too hard touse..”“.. it is too difficult to savedocuments..”“..search is almostimpossible…”
  • 41. Organizational Perspective ofSuccess
  • 42. IMPORTANT INFORMATION Corroll.Driskell@KnowledgeLake.c omMention me on Twitter using the hashtag #CDRISKELL & #KNOWLEDGELAKELINKEDIN: linkedin.com/in/cdriskell