Information Management in SharePoint 2010 Chris Geier Chris@K2.com @ChrisGeier
About Me• 15+ years in IT• Been working with SharePoint since 2001• Community Guy for K2• Regular event speaker on SharePoint• Lead Author on upcoming SharePoint 6 in 1 book • http://www.amazon.com/SharePoint-2010-Six-Chris-Geier/dp/0470877278/• All around good guy. (mostly)
Today’s Agenda• 40,000 Foot introduction to Information Management in SharePoint 2010• Enterprise Content types• Managed Metadata• The Content Organizer• Information Management Policies• Records Management
New in 2010 for Information Management • More options for User Participation – ECM For the Masses • More focus on Content Types and Metadata – Managed Metadata – Enterprise Content Types • Automatically organized content • Document Sets • Additional Records Management Abilities and focus.
Enterprise Content Types • Content Types What are they? • A content type defines the attributes of a list item, a document, or a folder. Each content type can specify: • Properties to associate with items of its type. • Workflows that can be launched from items of its type. • Information management policies to associate with items of its type. • Document templates (for document content types). • Document conversions to make available (for document content types). • Custom features. • Why are they being called Enterprise Content types – They are A WHOLE NEW WORLD – Can be SHARED (Syndicated)
Enterprise Content Types - Syndication• What is Syndication? – Enabled as Part of the Managed Metadata Service – All other sites that subscribe to this Managed Metadata service can inherit all the created content types.• Designate 1 site collection as the hub• Tell The Managed metadata service what to use as the hub• Planning Content Types – http://bit.ly/6vRsRg
Manage Service Application Verify ConnectionSpecify URL of Hub
Enterprise Content Types• How does it work? -2 Timer jobs• The content type hub timer job retrieves all the content types that are marked for publishing or re-publishing from the site designated as hub.• The content type subscriber job grabs the content types and pulls them into the different site collections.• What is “Syndicated”? – All Site Columns etc. (No lookups) – Workflow associations for the content type. But not the workflow definitions you must ensure these are deployed manually – Information Management policies linked to the content type
Managed Metadata• What is Metadata? – “Data about Data” – An example ----• What is Managed Metadata? – Managed metadata is a hierarchical collection of centrally managed terms that you can define, and then use as attributes for items in Microsoft SharePoint Server 2010.
Managed Metadata Components• Term – A term is a word or a phrase that can be associated with an item in SharePoint Server 2010.• Term Set – A collection of related terms. 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.
Taxonomy Vs Folksonomy• Formal vs. Informal• Predefined vs. organic growth• Term vs. Keyword• Local vs. Global
Permissions Operation Level Availiable Operations Required Permissions Term Store Appoint Term Store Admins Farm Admin Creation of new term stores Farm Admin Create new Term group Term Store Admin Define avaiiliable languages Term Store Admin Creation of new term set Term group manager Importing new term sets Term group manager Define group contributors Term group manager Term Set Define term set owner, contacts, policy and tagging Term Set Contributor Create term Term Set Contributor copy term set Term Set Contributor reuse terms Term Set Contributor move term set Term Set Contributor Delete term set Term Set Contributor Term Create Term Set Contributor Copy Term Set Contributor Reuse Term Set Contributor Merge Term Set Contributor Deprecate Term Set Contributor Move Term Set Contributor Delete Term Set Contributor Custom Sorting Term Set Contributor
Key Metadata Points• Taxonomy planning is crucial. – Setting up proper term store – Assigning Owners – Keeping up to date
Managed Metadata…What else?• MUI support• No InfoPath Support• No SharePoint Workspace Support• No Support in Office 2007• Cannot Edit Managed Metadata values in Datasheet Mode• Limitations on view creation – No begins with – No Contains• No Calculated fields use• Must use GUID for SPD workflows• No ability to create from SPD
Checkpoint• What does this mean?• Users can play a significant role – Open Term set• Big benefit in unified corporate taxonomy.• Increase in find ability – Search – CQWP – Tag Cloud
The Content Organizer• What is it? – Its really the content router.• What are the scopes and options? – Enabled on a Site by Site Basis – Rules are only for that site
Content Organizer Document Flow• Documents with the correct content type, metadata, and matching rules are automatically routed to the final library and folder.• Documents that lack the amount of metadata required to match a rule are sent to the Drop-Off Library• Content Types with an associated rule are automatically added to the Drop-Off Library.• After a document has the appropriate amount of metadata and the specific metadata required to match a rule, it is automatically routed to the target library and folder.
Content Organizer Key Points• Must use site content types.• Target libraries must contain content types• Content Organizer rules are the basis of “Send to Connections”
Information Management Policies• What Are they?• How Do they work?• Scope Options – By Content Type – By Document Library • Folder and Subfolder application• What can you do with them? – Retention – Auditing – Barcodes – Labels