Content is King - Enterprise Content  Management in SharePoint 2010                               Chris McNulty       Shar...
Chris McNulty•    SharePoint Strategic Product Manager     at Quest Software•    10+ years with SharePoint•    20 years co...
About Home
About Home
Welcome to Denver – Orange Crush                                                                                      7   ...
Agenda• Solution Overview• Managed Metadata – Keys to ECM• ECM – Enterprise Content Management • Versioning and Approvals ...
Enterprise Content Management“Sentence Structure”                  Adjective               Noun                 VerbsExamp...
What is metadata?• Literally, “after data”• In practical usage, it means data about data• For SharePoint, it usually means...
Wait, what was SharePoint again?                                                                               11         ...
Ribbon UI                                                                 SharePoint Workspace                            ...
SharePoint Information Architecture(http://intranet)                                                                      ...
2010 Managed Metadata Service• Centralized enterprise  repository for tag  hierarchies and keywords• Publish and subscribe...
Using MMS Taxonomy• Add from common  button• Select from list tor type-  ahead• Consume from views,  navigation, and searc...
Folksonomy• Informal list of ad-hoc  tags or terms, usually  built up over time  through user defined  keywords• Centrally...
Social tagging• Tags are  aggregated to  each user’s profile  page• Tags have profile  pages• Tags can be  “followed” just...
MMS - Shared Service Applications• 2007 Shared Services  Provider has been                                                ...
Taxonomy Administration• Creating and managing  terms and term sets• Attaching to a library• Taxonomy navigation          ...
Taxonomy Operations• Term sets can be copied,  relocated, and reused  from existing terms• Terms can be copied,  reused, m...
Content Type Hubs• Define one master site  collection to house                             Managed Metadata Service Applic...
DEMO• MMS Usage                                                                 23              ©2011 Quest Software, Inc....
Enterprise Content Management• Content Aggregation• Approvals and Versioning• Drop-off Library & Content Organizer• Digita...
Aggregation - Document Sets                                                                                 25            ...
Versioning and Approval• Classic product  functions• User options• Interactive  approval• Workflow approval               ...
DEMO• Versioning and Approval• Document Sets                                                                         27   ...
Rules-based Routing• Drop-off Library and  Content Organizer• Move content based on  content type• Move content based on  ...
Digital Media Content Management                                                                                      29  ...
DEMO• Content Organizer• Digital Media Management                                                                       30...
Enterprise Records Management                                                                                   31        ...
Records Management and Holds• In place vs. Records  Center• Enablements • Site Collection Feature “In Place   Records Mana...
Information Lifecycle Management• Default behavior is  defined for Content  Types (MMS)• Redefine (override) at  library/f...
Web Content Management• Decide on your paradigm  – publishing vs.  collaboration• Business case – page  creation by owners...
WCM and Migration – Planning and Architecture                                                                             ...
All together now                • Multiuser editing                • Work in SharePoint Workspace    InitialCollaboration ...
Demo – SharePoint ECM                                                                       37                    ©2011 Qu...
So many documents, so littletime…
ECM Pyramid                   Actions                     100s                 Documents                    1000s       De...
Classification challenges• “Verbs” - Actions • ECM • Search, navigation, findability• “Nouns” – Documents• “Adjectives” - ...
ECM Cheat SheetFunction                Feature Scope            Where to configure itContent Organizer       Site         ...
Resources• From Microsoft: • SharePoint 2010 site: http://sharepoint.microsoft.com • SharePoint Team Blog: http://blogs.ms...
46©2011 Quest Software, Inc. All rights reserved..
•Questions•Contact Me•SharePint Saturday – Katie Mullins                                                                  ...
Thank you…• Contact • Email chris.mcnulty@quest.com • Blog http://www.chrismcnulty.net/blog   • Also http://www.sharepoint...
Questions?Get more information atwww.Quest.com/ControlYourChaos                                                           ...
Content is King - ECM in SharePoint 2010 - SharePoint Saturday Denver
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Content is King - ECM in SharePoint 2010 - SharePoint Saturday Denver

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Chris McNulty's presentation at SharePoint Saturday Denver - 12 November 2011

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  • Let’s break down investments by workloads…SitesCommunitiesContentSearchInsightsComposites
  • Doc sets adds cap to bundle together types of content as a single entityAdd metadata to doc setAdd policy to doc set
  • 1) Media is more native2) Shows streaming of video3) OOB media webpart
  • More users are now part of the RM scenarioDeclare rec in team siteDisp pol is broken down in to stagesCreateArchiveElimination
  • Use of tags and metadataUser is prompted to enter data (on right)Left hand side is showing navigation via metadata or taxonomy tree
  • Content is King - ECM in SharePoint 2010 - SharePoint Saturday Denver

    1. 1. Content is King - Enterprise Content Management in SharePoint 2010 Chris McNulty SharePoint Strategic Product Manager Quest Software
    2. 2. Chris McNulty• SharePoint Strategic Product Manager at Quest Software• 10+ years with SharePoint• 20 years consulting (led KMA SharePoint practice) and financial services technology (Santander, John Hancock/Manulife, GMO, State Street)• MBA in Investment Management from Boston College• Write and speak often on Microsoft IW technologies (blogs & books)• MCSE MCTS MSA MVTSP MCC• Hiking, cooking, playing guitar, colonial history, photography• My family: Hayley, three kids (17, 7, 5) and my dog Stan 3 ©2011 Quest Software, Inc. All rights reserved..
    3. 3. About Home
    4. 4. About Home
    5. 5. Welcome to Denver – Orange Crush 7 ©2011 Quest Software, Inc. All rights reserved..
    6. 6. Agenda• Solution Overview• Managed Metadata – Keys to ECM• ECM – Enterprise Content Management • Versioning and Approvals • Drop-off library • Records Management – In Place vs. Records Center • Document Hold • Disposition and ILM• Putting it Together• The classification challenges…and answers• Q&A and Summary 8 ©2011 Quest Software, Inc. All rights reserved..
    7. 7. Enterprise Content Management“Sentence Structure” Adjective Noun VerbsExample Red Spreadsheets Copy to FolderSharePoint 2007 -- Content Type “Copy”SharePoint 2010 Managed Metadata Documents Copy, Link, Move, (Content Types and/or Update Taxonomy) Find and use! 9 ©2011 Quest Software, Inc. All rights reserved..
    8. 8. What is metadata?• Literally, “after data”• In practical usage, it means data about data• For SharePoint, it usually means data that describes or classifies: • other data (lists) • documents (libraries) 10 ©2011 Quest Software, Inc. All rights reserved..
    9. 9. Wait, what was SharePoint again? 11 ©2011 Quest Software, Inc. All rights reserved..
    10. 10. Ribbon UI SharePoint Workspace SharePoint Mobile Office Client and Office Web App Integration Business Connectivity Services Standards Support InfoPath Form Services External Lists Workflow SharePoint Designer Sites Tagging, Tag Cloud, Ratings Visual Studio Social Bookmarking API Enhancements REST/ATOM/RSS Composites Communities Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org BrowserPerformancePoint Services Insights ContentExcel ServicesChart Web PartVisio ServicesWeb Analytics Enterprise Content Types Search Metadata and NavigationSQL Server IntegrationPowerPivot Document Sets Multi-stage Disposition Social Relevance Audio and Video Content Types Phonetic Search Remote Blob Storage Navigation List Enhancements FAST Integration Enhanced Pipeline
    11. 11. SharePoint Information Architecture(http://intranet) 13 ©2011 Quest Software, Inc. All rights reserved..
    12. 12. 2010 Managed Metadata Service• Centralized enterprise repository for tag hierarchies and keywords• Publish and subscribe model for distributed content types 14 ©2011 Quest Software, Inc. All rights reserved..
    13. 13. Using MMS Taxonomy• Add from common button• Select from list tor type- ahead• Consume from views, navigation, and search! 15 ©2011 Quest Software, Inc. All rights reserved..
    14. 14. Folksonomy• Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords• Centrally stored in the MMS application• Easily enabled option for all document libraries• Can also be applied to content outside SharePoint 16 ©2011 Quest Software, Inc. All rights reserved..
    15. 15. Social tagging• Tags are aggregated to each user’s profile page• Tags have profile pages• Tags can be “followed” just like people in SharePoint social nets 17 ©2011 Quest Software, Inc. All rights reserved..
    16. 16. MMS - Shared Service Applications• 2007 Shared Services Provider has been User Profiles Metadata decoupled. Search• Each element is now a Excel Calc Visio Shared Service Application• MMS is an SSA• Administer metadata http://globalweb http://itportal without being a farm admin 19 ©2011 Quest Software, Inc. All rights reserved..
    17. 17. Taxonomy Administration• Creating and managing terms and term sets• Attaching to a library• Taxonomy navigation 20 ©2011 Quest Software, Inc. All rights reserved..
    18. 18. Taxonomy Operations• Term sets can be copied, relocated, and reused from existing terms• Terms can be copied, reused, merged, deprecated, etc.• Keywords (folksonomy) can be moved into a managed term set or deleted 21 ©2011 Quest Software, Inc. All rights reserved..
    19. 19. Content Type Hubs• Define one master site collection to house Managed Metadata Service Application master content types• Publish and synchronize Primary Site Collection across multiple farm and Content Type Hub or site collections Other Site Collection Local Content Types Subscribed Content Types 22 ©2011 Quest Software, Inc. All rights reserved..
    20. 20. DEMO• MMS Usage 23 ©2011 Quest Software, Inc. All rights reserved..
    21. 21. Enterprise Content Management• Content Aggregation• Approvals and Versioning• Drop-off Library & Content Organizer• Digital Media Management• Records Management & Records Center • In Place vs. Records Center• Hold and Discovery• ILM and Retention Policies 24 ©2011 Quest Software, Inc. All rights reserved..
    22. 22. Aggregation - Document Sets 25 ©2011 Quest Software, Inc. All rights reserved..
    23. 23. Versioning and Approval• Classic product functions• User options• Interactive approval• Workflow approval 26 ©2011 Quest Software, Inc. All rights reserved..
    24. 24. DEMO• Versioning and Approval• Document Sets 27 ©2011 Quest Software, Inc. All rights reserved..
    25. 25. Rules-based Routing• Drop-off Library and Content Organizer• Move content based on content type• Move content based on metadata and properties 28 ©2011 Quest Software, Inc. All rights reserved..
    26. 26. Digital Media Content Management 29 ©2011 Quest Software, Inc. All rights reserved..
    27. 27. DEMO• Content Organizer• Digital Media Management 30 ©2011 Quest Software, Inc. All rights reserved..
    28. 28. Enterprise Records Management 31 ©2011 Quest Software, Inc. All rights reserved..
    29. 29. Records Management and Holds• In place vs. Records Center• Enablements • Site Collection Feature “In Place Records Management” • Records Center – Custom Site Collection • Hold and eDiscovery Site Feature • Custom Send To Actions (Cent. Admin) • Move, Copy, Move and Leave Link 32 ©2011 Quest Software, Inc. All rights reserved..
    30. 30. Information Lifecycle Management• Default behavior is defined for Content Types (MMS)• Redefine (override) at library/folder level• Rich array of functions and custom workflow 33 ©2011 Quest Software, Inc. All rights reserved..
    31. 31. Web Content Management• Decide on your paradigm – publishing vs. collaboration• Business case – page creation by owners• Edit and approve in place• Optional - deployment paths 34 ©2011 Quest Software, Inc. All rights reserved..
    32. 32. WCM and Migration – Planning and Architecture 35 ©2011 Quest Software, Inc. All rights reserved..
    33. 33. All together now • Multiuser editing • Work in SharePoint Workspace InitialCollaboration • Work in OWA • Send from Document Center and leave behind a link • Look for PowerPoint Files Drop-off Library • Require a Department • If Marketing Send to Home Page Library • If Not Send to Presentation Archive Routing • Marketing Forever • Others Three Months Retention 36 ©2011 Quest Software, Inc. All rights reserved..
    34. 34. Demo – SharePoint ECM 37 ©2011 Quest Software, Inc. All rights reserved..
    35. 35. So many documents, so littletime…
    36. 36. ECM Pyramid Actions 100s Documents 1000s Descriptions, Tags, Classificatio ns 10 X 1000s 39 ©2011 Quest Software, Inc. All rights reserved..
    37. 37. Classification challenges• “Verbs” - Actions • ECM • Search, navigation, findability• “Nouns” – Documents• “Adjectives” - Classifications • Manual data entry • The cost of the * • Custom development • Text vs. context • Event receivers • Workflow models • FAST Pipeline • Auto-classification 40 ©2011 Quest Software, Inc. All rights reserved..
    38. 38. ECM Cheat SheetFunction Feature Scope Where to configure itContent Organizer Site Site Settings | Content Organizer RulesHold and eDiscovery Site Site Settings | Hold and eDiscovery SectionIn place Records Site Collection Context Menu |Management Compliance DetailsSend to Records Center Define in Central Admin Central Admin: General Settings | Send TO ConnectionsILM Variable Content Type definition; or override at library/folder level in library settings – Information Management Policy Settings 42 ©2011 Quest Software, Inc. All rights reserved..
    39. 39. Resources• From Microsoft: • SharePoint 2010 site: http://sharepoint.microsoft.com • SharePoint Team Blog: http://blogs.msdn.com/sharepoint/default.aspx• From Quest • www.quest.com • www.sharepointforall.com 45 ©2011 Quest Software, Inc. All rights reserved..
    40. 40. 46©2011 Quest Software, Inc. All rights reserved..
    41. 41. •Questions•Contact Me•SharePint Saturday – Katie Mullins 47 ©2011 Quest Software, Inc. All rights reserved..
    42. 42. Thank you…• Contact • Email chris.mcnulty@quest.com • Blog http://www.chrismcnulty.net/blog • Also http://www.sharepointforall.com • Also http://blogs.kma-llc.net/microknowledge • Twitter: @cmcnulty2000 • LinkedIn:http://www.linkedin.com/in/cmcnulty• Upcoming: • Nov. 2011 – Microsoft New England (Best of SPC2011) • Dec. 2011 – SPS South Florida, PSSPUG/Seattle, Gilbane Boston • Jan. 2011 – SPS Austin TX (Business Intelligence) 48 ©2011 Quest Software, Inc. All rights reserved..
    43. 43. Questions?Get more information atwww.Quest.com/ControlYourChaos 49 ©2011 Quest Software, Inc. All rights reserved..

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