EPC Group’s SharePoint 2010Enterprise Content Management (ECM) Best Practices – “High Level Overview”<br />
About EPC Group<br />SharePoint 2010 and Project Server 2010 Offerings Include:<br />Enterprise Content Management Systems...
Presenter:  Errin O’Connor<br /><ul><li>Founder & CEO of EPC Group.net
One of the nation’s leading SharePoint implementation firms with over 650 successful SharePoint implementations
Author with the EPC Group team: Microsoft SharePoint Foundation 2010 – Inside Out
Author of Windows SharePoint Services 3.0 Inside & Out by Microsoft Press
Has completed 140+ SharePoint Implementations in the Past 10 years
Has worked on some of the largest SharePoint deployments to date (400,000+ Users)</li></li></ul><li>EPC Group Facts<br />F...
Implementing a SharePoint Center of Excellence(SharePoint COE)<br />     Organizations throughout the globe have implement...
SharePoint in the Now! (From Tahoe to 2010)<br />
SharePoint in the Now! (SharePoint Timeline)<br />
SharePoint in the Now! (SharePoint Timeline)<br />
SharePoint in the Now! (SharePoint Timeline)<br />Windows SharePoint Services 3.0 (2007)   (WSS)<br />Microsoft Office Sha...
SharePoint in the Now! (SharePoint Timeline)<br />Windows SharePoint Services 3.0 (2007)   (WSS)<br />Microsoft Office Sha...
Microsoft SharePoint 2010TheBusiness Collaboration Platformfor the Enterprise and the Web<br />Sites<br />Connect and Empo...
What is Enterprise Collaboration?<br />Connecting…<br />People<br />People<br />People<br />Organizations<br />Organizatio...
How Do Your People Collaborate Today?<br />Issues & Limitations?<br />Phone<br />Consumer Social Networks<br />Email<br />...
Secure, Cost-Effective Collaboration in SP 2010<br />Collaborate securely across products, technologies, and organizationa...
SharePoint 2010 | An IT Paradigm Shift<br /><ul><li>SharePoint Server 2010 (by itself) can replace:
Documentum (EMC)
LiveLink (OpenText)
FileNet (IBM)
WebSphere (IBM)
eRoom
DocuShare (Xerox)
Existing Intranets
Custom .NET Pages
ColdFusion
Java-based Intranets</li></li></ul><li>SharePoint 2010 | An IT Paradigm Shift<br />SharePoint 2010 is a Platform that EPC ...
Enterprise Content Management System
Knowledge Management Solution
Collaboration Solution
Internet-Facing or Extranet-Facing Solution
Business Process Automation Platform (i.e. Workflow)
Application Development Platform</li></li></ul><li>The SharePoint RM Feature Set<br />SharePoint Server 2010 Features<br /...
How do I prepare for litigation and eDiscovery?<br />Business Problem #1<br />
Litigation and eDiscovery – How to Prepare<br />Primary focus should be on up front preparation<br />Appropriately enforce...
Managing E-mail Discovery<br />
In Place Records Management<br />Record lock down, record retention polices <br />
Workflow and Records<br />Record status driving business decisions<br />Workflow creating records<br />Declare Record acti...
E-Mail Archiving<br />Exchange 14 offers alternatives to PSTs via an online archive of e-mail<br />Allows cheaper storage ...
How do I scale my compliance solution to the enterprise?<br />Business Problem #3<br />
Hub<br />Scale and Distributed Architecture<br />…<br />SC2<br />SC1<br />To scale to 100s of millions of records, we’ll n...
Microsoft SharePoint 2010TheBusiness Collaboration Platformfor the Enterprise and the Web<br />Sites<br />Connect and Empo...
Microsoft SharePoint 2010<br />Ribbon UI<br />SharePoint Workspace<br />SharePoint Mobile<br />Office Client and Office We...
Microsoft SharePoint 2010: ECM (Content)<br />Content<br />Enterprise Content Types<br />Metadata and Navigation<br />Docu...
EPC Group’s SharePoint 2010 ECMBest Practices<br />Best Practices with Managed Metadata & Term Sets<br />
Let’s take a few steps back…<br />Terminology<br />What is ECM?<br />Enterprise Content Management<br />This is an electro...
SharePoint 2010 for Records Management<br />Search<br />Users can quickly and easily locate business critical documentatio...
SharePoint 2010 for Records Management<br />Security<br />Manages security of files efficiently and easily <br />Legal<br ...
Typically comes in two forms:<br />Taxonomy<br />Hierarchy of terms<br />Folksonomy<br />Mesh of terms<br />More flexible ...
Managing content<br />Expiration<br />Lifecycle<br />Archiving<br />Finding content <br />Search <br />Sorting<br />Filter...
2010 gives us 4 types of metadata:<br />Document properties<br />Associated with client  and really nothing to do with Sha...
What are they?<br />A Type of Document <br />i.e. Email, Fax, Invoice, Contract, Resume, Statement of Work<br />Define the...
Multiple workflows can be attached to a Content Type<br />Some common workflows include:<br />Disposition<br />Approval<br...
Content Types – IMP<br />Information Management Policies allow organizations to take control of it’s content with:<br />Po...
Content Types define Metadata <br />This includes managed metadata!<br />Content Types – Metadata & IMP<br />Information M...
A hierarchical collection of centrally managed terms that you can define and then use as attributes for itemsin Microsoft ...
Managed Keywords<br />Managed Terms<br />Simply words or phrases<br />One per content type<br />Part of a single, non hier...
Managed Metadata Services<br />
Managed Metadata pulls it’s choices from a Term Set housed in the Term Store (database)<br />There can be multiple term se...
A database in which managed metadata is stored in the form of term sets and terms<br />Groups are the container<br />Many ...
A collection of term sets<br />Many groups per term store<br />Used as security boundary<br />Each term set has it’s own  ...
A collection of terms that are arranged into and stored as a hierarchy or flat list<br />One instance of source term<br />...
A word or phrase that can be associated with an Object in SharePoint Server 2010<br />Two types: managed terms and managed...
This is a new column in 2010, extremely powerful<br />Allows us to specify the centrally managed term set<br />Used to enf...
More consistent terminology<br />Better search<br />Being able to automatically update all document properties centrally <...
Regular or Managed?<br />
Regular or Managed?<br />
Information Architecture <br />Consistent Terminology<br />Navigation Filtering<br />Archiving/Retention/Deletion<br />Bet...
Managed Metadata columns only work in the browser or in Office 2010 Clients<br />Can’t edit in clients 2007 and later<br /...
Time spent here is time well spent<br />Designing and Planning an SharePoint ECM Solution<br />
This is a great starting point for any ECM Project<br />When it’s already defined it can save a lot of time<br />Use it fo...
A Tiered attribute architecture that provides flexibility to support processes, functions, and local needs<br />Related to...
ECM Metadata Model<br />  Examples<br />Author, Date Created, Modified By, etc.<br />Contract Expiration Date, Bank Locati...
Is required for all documents coming into an organization<br />Apply the Global Metadata to the Parent Content Type that a...
Is the next layer<br />Think of these as the files types or document types that every user within an organization may use<...
Take time to define the Core set of Content Types and associated metadata<br />These content types and metadata are typica...
Serve to capture any outliers associated with special teams or locations<br />Organizations functioning globally will ofte...
Managing Digital Assets<br />Enterprise organizations increasingly use digital technology and digital media content, such ...
Managing Digital Assets<br />For video, SharePoint Server 2010 supports adding video to different types of SharePoint Serv...
Managing Documents in SharePoint 2010<br />SharePoint Server 2010’s new and revised features:<br />Document Sets<br />Cont...
Document Sets<br />A document set manages work products that are made up of multiple documents. They are special types of ...
Content Organizer<br />The Content Organizer is a way of managing document submissions to a site and routing them to the c...
Content Organizer<br />In a SharePoint Server 2010 document library, a content steward, records managers, etc. manages the...
Location-based Metadata Defaults<br />All ECM features in SP Server 2010 emphasize the importance of metadata and managing...
Metadata Navigation and Filtering<br />This is an effective tool for navigating large lists of documents. The feature was ...
Document IDs in SharePoint Server 2010<br />A document ID is a unique identifier for a document or document set and a stat...
Managed Metadata: Using Terms<br />A column is a location in a list in which to store information about a SharePoint Serve...
Managed Metadata: Using Terms<br />A column is a location in a list in which to store information about a SharePoint Serve...
Managed Metadata: Entering Terms<br />When a user creates or uploads a new SharePoint Server item of a type that has colum...
Managing Records and eDiscovery<br />Microsoft SharePoint Server 2010 provides features designed to manage records. A reco...
Compliance Fundamentals<br />Compliance in SharePoint Server 2010 is about enforcing rules that reduce business risk. Risk...
Compliance Fundamentals<br />Compliance in SharePoint Server 2010 is about enforcing rules that reduce business risk. Risk...
Microsoft Business Productivity InfrastructureOffice Brings Even More Value to Server & Services Capabilities<br />Deliver...
More Than Likely It’s a Hybrid<br />       Probable Answer:<br /><ul><li>A Hybrid of all of the above</li></ul>More than l...
EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)<br />       EPC Group’s SharePoint Center of Excellen...
Development of a SharePoint Governance Strategy
Not only the development but the enforcement of “Operational” SharePoint Governance
“Not only how the ship works but how to drive the ship, run the ship, and how to maintain the ship”
Implementing SharePoint as a Platform so that it can evolve into a “Hybrid” </li></ul>      solution if needed<br /><ul><l...
Implementing the Gallery Approach
A Workflow Gallery, a Web Part Gallery, a Master Page Gallery, etc…
Reuse what works within the organization  across multiple divisions, departments, etc.</li></li></ul><li>EPC Group’s Key P...
If this is not done in the initial phases of your SharePoint initiative, it will become more and more difficult to impleme...
Implementation of a:
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EPC Group SharePoint 2010 Enterprise Content Management - ECM Best Practices

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EPC Group SharePoint 2010 Enterprise Content Management - ECM Best Practices - High Level Overview of the Top ECM SharePoint Practice in the U.S.

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  • [Build Slide]What is enterprise collaboration?In today’s fast-paced, ever-changing world of business, enterprise collaboration is no longer just an optional afterthought – it’s a fundamental business capability that should form a foundational part of your IT strategy. Collaborative processes play a part in almost every part of your business – from research and marketing to development and customer service. A robust Collaboration Platform should be able to support connections across your business.[Note: A good way to explain each of these concepts is through a story or personal example]1. Connecting people to each other. With the increasing trend towards decentralization and enterprise globalization, keeping your people connected to each other and to your corporate culture and vision, as well as working together seamlessly has taken on new importance and challenges. Some valuable aspects of connecting people include: Anywhere, anytime communication channels with options for matching the message to the appropriate medium/channel. Some different types of communications include: 1-to-many communications, like announcements or publications 1-to-1 communications, like personal conversations and interviews Many-to-many communications, like discussion groups and meetingsYour collaboration platform should have the flexibility to match the communication types with the most appropriate technology and taking into account personal needs (remote workers, personal communication preferences). Personalization through self-expression, and reputation management Creating a sense of belonging and shared commitment to your company’s brand and mission Finding the right people faster with expertise transparency, and efficient taxonomies and search technology2. Connecting people to their best ideas. The collaborative exchange of ideas is the single most critical element of innovation. Providing a forum and processes for idea generation and for innovation to take place has become an important way for companies to create sustainable competitive advantage. By aggregating and correlating ideas from multiple sources and applying collective wisdom to achieve better results, companies can harness the collective creativity of their people and channel it towards improved processes, products, services and ultimately business results.3. Connecting people to the best information. Information is the currency of today’s workplace. Analysts estimates that 80% of business is conducted on unstructured information and the volume of unstructured information within an organization doubles every three months. As a result, navigating through this information overload, and providing the right information to the right people at the right time is critical to timely, accurate business decisions. Part of this strategy includes: Having visibility into organizational and Line of Business data which may reside in multiple proprietary applications and systems Being able to find what you need in any location or taxonomy grouping across information silos Having the content you need presented in the context of your work so it makes immediate sense Automatically managing security and access privileges to information across the organization Making sure the most current versions of content are easily discoverable4. Connecting organizations to their customers. In this age of User Generated Content (UGC) and increased digital participation, your customers are active stakeholders rather than passive consumers of your product or service. As a result, more and more companies are feeling the need to participate in a customer dialog through communities, blogs, discussion forums, support services, and other interactive channels. Collaborating with customers may seem like a foreign concept to a lot of companies, but the days of ivory tower corporations are giving way to a more open, cooperative business model, and the sooner your organization can adapt to these changes, the more likely you are to profit from them.5. Connecting organizations to each other. Market ecosystems have become increasingly complex – what used to be simple supply chains, have become webs of interdependence among suppliers, service providers, regulators, buyers, resellers and other partners. Very rarely can a company be completely independent, and often times it is the strength and efficiency of these B2B relationships that ensure profitability through closer collaborative partnerships.
  • [Build Slide]How do your people collaborate today?There are many traditional collaboration products and technologies your people use to work together today. Here are some of the most common, along with issues and limitations for each. [Note: Don’t have to go through each method– rather, give an example/story from your personal experience of a miscommunication, security violation, or lack of efficiency]Phone calls:Information exchanged can be difficult to capture and persist1:1 communication silos – hard to share information with othersTime zones can make calls unpracticalLanguage barriersE-mail:Not immediate – can create communication delays (recipients OOF)Can create hard-to-track message threadsEmail overload (spam) and size limitationsDocuments and assets shared through e-mail can lead to version control issuesFace-to-face meetings:Information shared can be difficult to capture and persistGeographic distancePeople dependencies/bottlenecks (vacation, turnover)Physical meeting inefficiencies (securing conference rooms, scheduling)Time zone differencesLanguage, cultural barriersFile shares:Version controlAuditing and complianceFinding the right information quicklyOrganizational problems (is this the right folder? How can I be sure?)Access permissions issuesVirus and security concernsPaper-based document storage:Document management and retrieval (e.g., difficult to reference and share) Difficult to search quicklySecurityDisaster recovery and backupAccess (geographic limitations)Messaging (IM, text, voice mail, etc.):Information shared can be difficult to capture and persist Multiple platforms can cause interoperability issues and lack of centralizationCommunication silosSecurity/IP policy issuesFaxes:ManagementVersion controlSecurity/IP policy issuesSame issues as paper-based document storageSocial Networking tools like Facebook, MySpace, Twitter:Security/IP policy issuesDisclosure concernsLack of integration with corporate IT systemsInformation shared can be difficult to capture and persist Inappropriate professional behavior and information sharedOverall Limitations/Challenges – Lack of consistent user experienceLack of standardized processesLack of security and controlMultiple versions of the truthDifficulty in finding the right information/person quicklyHaving to reinvent the wheel, duplicate work
  • Secure, Cost-Effective Collaboration SharePoint provides a single platform for secure collaboration in multiple scenarios even across organizational boundaries.Security and compliance: SharePoint supports fine-grained policy setting and enforcement of business rules. By specifying security settings, storage policies, auditing policies, and expiration actions for business records in accordance with compliance regulations, you can help ensure your sensitive business information can be controlled and managed effectively. Tight interfacing of Office SharePoint Server with familiar desktop applications means that policy settings are rendered onto client applications in the Microsoft Office system, making it simpler for employees to be aware of and comply with regulatory requirements.
  • Transcript of "EPC Group SharePoint 2010 Enterprise Content Management - ECM Best Practices"

    1. 1. EPC Group’s SharePoint 2010Enterprise Content Management (ECM) Best Practices – “High Level Overview”<br />
    2. 2. About EPC Group<br />SharePoint 2010 and Project Server 2010 Offerings Include:<br />Enterprise Content Management Systems based on Microsoft SharePoint Server 2010<br />SharePoint 2010 (SharePoint Server 2010 SharePoint Foundation 2010) DoD Compliance Systems<br />Intranet and Internet facing implementations (SharePoint Server 2010, SharePoint Foundation))<br />Health Check and Assessment Initiatives – Preparing for SharePoint 2010 Phase 0 Approach<br />SharePoint Support Contracts for Organizations throughout the U.S.<br />Custom Application, Web Part, Security Models and Workflow Development<br />Migration initiatives for SharePoint 2007 to 2010 or LiveLink, Documentum, FileNet to SP 2010<br />KPI, Dashboard, and Reporting Solutions (Complete BI Solutions via PerformancePoint 2010)<br />Tailored SharePoint Training (either onsite or remote)<br />SharePoint Roadmap development: 6, 12, 18, and 24 months<br />Enterprise Metadata Design Retention Schedule Development – True Records Management Experts<br />Webpartgallery.com<br />
    3. 3. Presenter: Errin O’Connor<br /><ul><li>Founder & CEO of EPC Group.net
    4. 4. One of the nation’s leading SharePoint implementation firms with over 650 successful SharePoint implementations
    5. 5. Author with the EPC Group team: Microsoft SharePoint Foundation 2010 – Inside Out
    6. 6. Author of Windows SharePoint Services 3.0 Inside & Out by Microsoft Press
    7. 7. Has completed 140+ SharePoint Implementations in the Past 10 years
    8. 8. Has worked on some of the largest SharePoint deployments to date (400,000+ Users)</li></li></ul><li>EPC Group Facts<br />Founded in 1999- The Nation’s Oldest and Most Experienced SharePoint Integration Firm (Houston, Texas | Chicago, Illinois | Bethesda, Maryland | New York, New York)<br />Microsoft Gold Certified Partner with Top SharePoint & Project Server Competencies <br />Member of Microsoft SharePoint and Project Server TAP 2007 & 2010 Beta Test Programs<br />Currently Executed over 600 SharePoint Engagements throughout the Globe<br />History of executing some of the largest SharePoint Deployments in the history of Microsoft SharePoint<br />Patent Pending SharePoint Implementation Methodologies<br />Microsoft SharePoint Foundation 2010 Inside Out Dive in to Microsoft® SharePoint® Foundation 2010<br />Windows® SharePoint® Services 3.0 Inside Out <br />
    9. 9. Implementing a SharePoint Center of Excellence(SharePoint COE)<br /> Organizations throughout the globe have implemented or will implement Microsoft SharePoint as a primary collaboration or content management solution within their organization. EPC Group has developed proprietary SharePoint Center of Excellence methodologies that will guarantee SharePoint is reliable, useable, scalable, and maintainable as well as a core foundation of your organization to ensure its long-term success.<br />
    10. 10. SharePoint in the Now! (From Tahoe to 2010)<br />
    11. 11. SharePoint in the Now! (SharePoint Timeline)<br />
    12. 12. SharePoint in the Now! (SharePoint Timeline)<br />
    13. 13. SharePoint in the Now! (SharePoint Timeline)<br />Windows SharePoint Services 3.0 (2007) (WSS)<br />Microsoft Office SharePoint Server 2007 (MOSS)<br />
    14. 14. SharePoint in the Now! (SharePoint Timeline)<br />Windows SharePoint Services 3.0 (2007) (WSS)<br />Microsoft Office SharePoint Server 2007 (MOSS)<br />
    15. 15. Microsoft SharePoint 2010TheBusiness Collaboration Platformfor the Enterprise and the Web<br />Sites<br />Connect and Empower People<br />Communities<br />Composites<br />Cut Costs with a Unified Infrastructure<br />Content<br />Insights<br />Rapidly Respond to Business Needs<br />Search<br />
    16. 16. What is Enterprise Collaboration?<br />Connecting…<br />People<br />People<br />People<br />Organizations<br />Organizations<br />People<br />Ideas<br />Information<br />Customers<br />Organizations<br />
    17. 17. How Do Your People Collaborate Today?<br />Issues & Limitations?<br />Phone<br />Consumer Social Networks<br />Email<br />Face-to-Face<br />Fax<br />Messaging<br />File Shares<br />Paper-based<br />
    18. 18. Secure, Cost-Effective Collaboration in SP 2010<br />Collaborate securely across products, technologies, and organizational boundaries.<br />Enterprise<br />Extranet<br />Internet<br />Team<br />Division<br />Individual<br />Business Applications (SAP, data warehouse, custom, etc.)<br />
    19. 19. SharePoint 2010 | An IT Paradigm Shift<br /><ul><li>SharePoint Server 2010 (by itself) can replace:
    20. 20. Documentum (EMC)
    21. 21. LiveLink (OpenText)
    22. 22. FileNet (IBM)
    23. 23. WebSphere (IBM)
    24. 24. eRoom
    25. 25. DocuShare (Xerox)
    26. 26. Existing Intranets
    27. 27. Custom .NET Pages
    28. 28. ColdFusion
    29. 29. Java-based Intranets</li></li></ul><li>SharePoint 2010 | An IT Paradigm Shift<br />SharePoint 2010 is a Platform that EPC Group has identified that can replace at least 50 different disparate or existing content management, Intranets, and Knowledge Management systems to be your organizations ecosystem for the: <br /><ul><li>Intranet Solution
    30. 30. Enterprise Content Management System
    31. 31. Knowledge Management Solution
    32. 32. Collaboration Solution
    33. 33. Internet-Facing or Extranet-Facing Solution
    34. 34. Business Process Automation Platform (i.e. Workflow)
    35. 35. Application Development Platform</li></li></ul><li>The SharePoint RM Feature Set<br />SharePoint Server 2010 Features<br />Records M. Feature Area<br />In place records management<br />Metadata-driven, hierarchal file plan in the archive<br />Recordization<br />eDiscovery <br />and Hold<br />eDiscovery searches over any SharePoint content<br />Archive results or leave on an in place hold<br />File Plan Report shows overview of content management policies<br />Per item audit log reports<br />Auditing <br />and Reporting<br />Retention <br />and Expiration<br />In place records management<br />Metadata-driven, hierarchal file plan in the archive<br />
    36. 36.
    37. 37. How do I prepare for litigation and eDiscovery?<br />Business Problem #1<br />
    38. 38. Litigation and eDiscovery – How to Prepare<br />Primary focus should be on up front preparation<br />Appropriately enforced retention policies<br />Configure the system to track appropriate actions (auditing)<br />Leverage existing search technology during discovery process<br />“Custodian based approach” to eDiscovery doesn’t work in a collaborative environment<br />
    39. 39. Managing E-mail Discovery<br />
    40. 40. In Place Records Management<br />Record lock down, record retention polices <br />
    41. 41. Workflow and Records<br />Record status driving business decisions<br />Workflow creating records<br />Declare Record action in SPD<br />
    42. 42. E-Mail Archiving<br />Exchange 14 offers alternatives to PSTs via an online archive of e-mail<br />Allows cheaper storage for the less frequently used content<br />Policies can drive e-mail to the archive<br />
    43. 43. How do I scale my compliance solution to the enterprise?<br />Business Problem #3<br />
    44. 44. Hub<br />Scale and Distributed Architecture<br />…<br />SC2<br />SC1<br />To scale to 100s of millions of records, we’ll need to distribute the data to several databases and sites<br />O14 includes features to ensure centralized management of this distributed data<br />The content organizer distributes submissions across the sites<br />Content types are shared across site collections<br />Centralized eDiscovery searches across all sites<br />FAST Search ensures a unified retrieval experience<br />
    45. 45. Microsoft SharePoint 2010TheBusiness Collaboration Platformfor the Enterprise and the Web<br />Sites<br />Connect and Empower People<br />Communities<br />Composites<br />Cut Costs with a Unified Infrastructure<br />Content<br />Insights<br />Rapidly Respond to Business Needs<br />Search<br />
    46. 46. Microsoft SharePoint 2010<br />Ribbon UI<br />SharePoint Workspace<br />SharePoint Mobile<br />Office Client and Office Web App Integration<br />Standards Support<br />Business Connectivity Services<br />InfoPath Form Services<br />External Lists<br />Workflow<br />SharePoint Designer<br />Visual Studio<br />API Enhancements<br />REST/ATOM/RSS<br />Tagging, Tag Cloud, Ratings<br />Social Bookmarking<br />Blogs and Wikis<br />My Sites<br />Activity Feeds<br />Profiles and Expertise<br />Org Browser<br />Sites<br />Communities<br />Composites<br />PerformancePoint Services<br />Excel Services<br />Chart Web Part<br />Visio Services<br />Web Analytics<br />SQL Server Integration<br />PowerPivot<br />Content<br />Insights<br />Enterprise Content Types<br />Metadata and Navigation<br />Document Sets<br />Multi-stage Disposition<br />Audio and Video Content Types<br />Remote Blob Storage<br />List Enhancements<br />Search<br />Social Relevance<br />Phonetic Search<br />Navigation<br />FAST Integration<br />Enhanced Pipeline<br />
    47. 47. Microsoft SharePoint 2010: ECM (Content)<br />Content<br />Enterprise Content Types<br />Metadata and Navigation<br />Document Sets<br />Multi-stage Disposition<br />Audio and Video Content Types<br />Remote Blob Storage<br />List Enhancements<br />
    48. 48. EPC Group’s SharePoint 2010 ECMBest Practices<br />Best Practices with Managed Metadata & Term Sets<br />
    49. 49. Let’s take a few steps back…<br />Terminology<br />What is ECM?<br />Enterprise Content Management<br />This is an electronic method of maintaining files within an organization<br />What is Metadata?<br />Data about Data<br />Description of a file, for example an Invoice can be described by: Invoice #, Client, Invoice Total, Invoice Date, Expiration Date, Associated Division<br />Terminology<br />
    50. 50. SharePoint 2010 for Records Management<br />Search<br />Users can quickly and easily locate business critical documentation via Search<br />Search crawls contents of Office Files and certain PDF files<br />Metadata helps to build search as well<br />Can crawl other line of business system<br />Versioning<br />Automatically tracks versions of documentation <br />One version of the truth <br />Eliminates multiple copies of a document being stored on users personal computers and file shares<br />Knowledge Management<br />Eliminates the loss of corporate intellectual property associated with employee turn over<br />
    51. 51. SharePoint 2010 for Records Management<br />Security<br />Manages security of files efficiently and easily <br />Legal<br />Allows automated management of Records Retention Policy <br />Offers eDiscovery for applying Legal Holds<br />Auditing<br />Opening or downloading documents<br />Viewing items in lists, or viewing item properties <br />Checking out or checking in items <br />Moving or copying items to another location in the site <br />Deleting or restoring items <br />Going Green<br />Saves paper and time by automating paper and time intensive processes <br />
    52. 52. Typically comes in two forms:<br />Taxonomy<br />Hierarchy of terms<br />Folksonomy<br />Mesh of terms<br />More flexible – letting people choose their own tags<br />Lack consistency<br />Enable a wider variety of unexpected terms to be used<br />Metadata<br />
    53. 53. Managing content<br />Expiration<br />Lifecycle<br />Archiving<br />Finding content <br />Search <br />Sorting<br />Filtering <br />Why Metadata<br />
    54. 54. 2010 gives us 4 types of metadata:<br />Document properties<br />Associated with client and really nothing to do with SharePoint<br />List/library properties<br />Columns being used in SharePoint<br />Managed metadata<br />New feature in 2010, runs as a service like search and other services that benefit from central management<br />Social tags<br />Really part of MMS, and organize into a tag cloud<br />Metadata in SharePoint<br />
    55. 55. What are they?<br />A Type of Document <br />i.e. Email, Fax, Invoice, Contract, Resume, Statement of Work<br />Define the following:<br />Metadata<br />Information Management <br />Workflow<br />Document Template<br />Document Information Panel<br />Content Types<br />
    56. 56. Multiple workflows can be attached to a Content Type<br />Some common workflows include:<br />Disposition<br />Approval<br />Publishing<br />Content Types - Workflow<br />
    57. 57. Content Types – IMP<br />Information Management Policies allow organizations to take control of it’s content with:<br />Policy Statements<br />Retention<br />Auditing<br />Barcodes <br />Labels<br />
    58. 58. Content Types define Metadata <br />This includes managed metadata!<br />Content Types – Metadata & IMP<br />Information Management Policies allow organizations to take control of it’s content with:<br />Policy Statements<br />Retention<br />Auditing<br />Barcodes <br />Labels<br />
    59. 59. A hierarchical collection of centrally managed terms that you can define and then use as attributes for itemsin Microsoft SharePoint Server 2010.<br />What is Managed Metadata?<br />
    60. 60. Managed Keywords<br />Managed Terms<br />Simply words or phrases<br />One per content type<br />Part of a single, non hierarchical term set called Keyword Set<br />Always for ‘folksonomies’<br />Managed Keyword Control – allows users to select from all managed keywords and terms<br />Multiple values by default<br />End user can enter new values<br />Single or multi-value field<br />Multiple columns on a list, library, or content type<br />Inclusive/exclusive filtering<br />MUI enabled<br />Most recently used<br />Tree Picker control<br />Managed Keywords<br />
    61. 61. Managed Metadata Services<br />
    62. 62. Managed Metadata pulls it’s choices from a Term Set housed in the Term Store (database)<br />There can be multiple term sets within a Group within a Managed Metadata Service<br />There can be multiple Managed Metadata services within an organization depending on security needs<br />Site Collections consume from the managed metadata services including the Content Type Hub<br />Managed Metadata Continued<br />
    63. 63. A database in which managed metadata is stored in the form of term sets and terms<br />Groups are the container<br />Many term sets per group<br />Term Store<br />
    64. 64. A collection of term sets<br />Many groups per term store<br />Used as security boundary<br />Each term set has it’s own ACLs<br />Allows for custom sort order<br />And other unique settings like notification and open submission<br />Term Set Group<br />
    65. 65. A collection of terms that are arranged into and stored as a hierarchy or flat list<br />One instance of source term<br />30,000 terms per term set<br />1000 term sets per term store<br />Each term can have many term labels to represent a synonym of that term<br />Terms can support languages through translation.<br />Term Sets<br />
    66. 66. A word or phrase that can be associated with an Object in SharePoint Server 2010<br />Two types: managed terms and managed keywords<br />Merge, delete, deprecate, translate, move<br />Synonyms, description, translations, custom properties<br />Implemented through managed metadata site column<br />Terms<br />
    67. 67. This is a new column in 2010, extremely powerful<br />Allows us to specify the centrally managed term set<br />Used to enforce terms<br />Added to new or existing content type<br />Managed Metadata Column<br />
    68. 68. More consistent terminology<br />Better search<br />Being able to automatically update all document properties centrally <br />Being able to use the term sets as search refiners/filters<br />Benefits of Managed Metadata<br />
    69. 69. Regular or Managed?<br />
    70. 70. Regular or Managed?<br />
    71. 71. Information Architecture <br />Consistent Terminology<br />Navigation Filtering<br />Archiving/Retention/Deletion<br />Better Search Results<br />More Metadata<br />Synonyms<br />Adoption<br />Making it easy on the users<br />Reduce training<br />Workflow <br />Governance & MMS<br />
    72. 72. Managed Metadata columns only work in the browser or in Office 2010 Clients<br />Can’t edit in clients 2007 and later<br />Can’t edit in datasheet view<br />No way to bulk tag items, must be edited individually<br />Poses big problems for large migrations<br />Down side of Managed Metadata<br />
    73. 73. Time spent here is time well spent<br />Designing and Planning an SharePoint ECM Solution<br />
    74. 74. This is a great starting point for any ECM Project<br />When it’s already defined it can save a lot of time<br />Use it for conversations with legal counsel about design goals<br />Gives us an idea of what are considered records and need additional management<br />Retention Policy<br />
    75. 75. A Tiered attribute architecture that provides flexibility to support processes, functions, and local needs<br />Related to the Metadata Model, a new ECM Solution will:<br />Deliver the Global/Core Attributes to support the system<br />Recommend opportunities to standardize labels and definitions for Extended Attributes, but the business decides what they will mandate<br />Implement the architecture to support Extended and Local Attributes<br />The business is responsible for developing the master data sources<br />EPC Group’s ECM Model<br />
    76. 76. ECM Metadata Model<br /> Examples<br />Author, Date Created, Modified By, etc.<br />Contract Expiration Date, Bank Location, etc.<br />Software Type, Job Description, Part Number, Invoice Date<br />Varies by local need and needs to be defined by the local business units, country, region<br />
    77. 77. Is required for all documents coming into an organization<br />Apply the Global Metadata to the Parent Content Type that all future content types will inherit from<br />Sometimes multiple Parent content types are required based on needs for retention<br />Parent Content Types are never used in a document library for loading content to<br />A base Organization Document can be built directly off the parent as a good default Document for all libraries – example FRBNY Document<br />The Global– Start here<br />
    78. 78. Is the next layer<br />Think of these as the files types or document types that every user within an organization may use<br />Common Examples:<br />Email<br />Presentation<br />Fax<br />Photo<br />Policy<br />Project File<br />The Core<br />
    79. 79. Take time to define the Core set of Content Types and associated metadata<br />These content types and metadata are typically rolled out with every Site Collection, not necessarily loaded in every library by default though<br />The Core<br />Extended<br />Are often thought of as Division or Departmental Content Types and Metadata<br />These are only made available within the Division/Department for which they are designed<br />
    80. 80. Serve to capture any outliers associated with special teams or locations<br />Organizations functioning globally will often need to go to this last level in order to comply with local laws<br />The Local Group<br />Keep in Mind…<br />How many attributes will your user have to enter?<br />The fewer required fields, the more likely you are to achieve user adoption and compliance<br />Global should be mostly auto populating or defaulting fields where users rarely need to edit the defaults<br />
    81. 81. Managing Digital Assets<br />Enterprise organizations increasingly use digital technology and digital media content, such as audio and video files, to communicate better within the enterprise and with customers. Microsoft SharePoint Server 2010 provides optimum support for audio and video files that are smaller than 150 MB in size, includes improved support of metadata extraction from image files, and can support audio and video files designed for informal demonstrations and presentations up to 2 GB in size.<br />
    82. 82. Managing Digital Assets<br />For video, SharePoint Server 2010 supports adding video to different types of SharePoint Server 2010 pages and playing video through :<br />A media player, built on Microsoft Silverlight 2.0, that supports themes powered by Extensible Application Markup Language (XAML)<br />A "Video" content type for use in asset libraries<br />A "Media Web Part" that you can use to include video in pages and Web Part Pages<br />Support for selecting videos in the asset picker<br />
    83. 83. Managing Documents in SharePoint 2010<br />SharePoint Server 2010’s new and revised features:<br />Document Sets<br />Content Organizer<br />Location-based Metadata Defaults<br />Metadata Navigation and Filtering<br />Document IDs<br />
    84. 84. Document Sets<br />A document set manages work products that are made up of multiple documents. They are special types of folders used to manage work products and provide a user interface (UI), metadata options, behaviors, and object model elements to help manage all aspects of a work product.<br />They are used throughout SharePoint Server 2010 features and services and Document Sets are designed to help users organize content in a more meaningful and useful way. <br />
    85. 85. Content Organizer<br />The Content Organizer is a way of managing document submissions to a site and routing them to the correct library and folder based on predefined routing rules. <br />The feature builds upon the records routing framework that was first introduced in MOSS and extends it beyond the Records Center and records management scenarios to more general document management scenarios and applications. <br />
    86. 86. Content Organizer<br />In a SharePoint Server 2010 document library, a content steward, records managers, etc. manages the containers and rules that govern which documents belong in each container. <br />The content steward or records mangers uses the Content Organizer to manage the containers and the rules that govern them.<br />
    87. 87. Location-based Metadata Defaults<br />All ECM features in SP Server 2010 emphasize the importance of metadata and managing large lists, and location-based metadata defaults make it easier for you to manage and apply metadata in document management scenarios. <br />Goals of location-based metadata defaults include:<br />Enabling content stewards to provide default "helper" metadata values for items, based on their location within a document library, for both documents and document sets.<br />Ensuring that content stewards can understand how the default metadata values they have established at various locations in a folder hierarchy affects items.<br />Ensuring that when contributors or content stewards add items to a location, default values pre-populate the appropriate fields and contributors and content stewards are not required to know where the default value came from or how it got there.<br />
    88. 88. Metadata Navigation and Filtering<br />This is an effective tool for navigating large lists of documents. The feature was designed to be the way to navigate the contents of large repositories in SharePoint Server 2010, which it accomplishes by:<br />Enabling multiple pivots on data. After the content steward or librarian classifies documents by tagging them, users can find and retrieve those documents based on their metadata values.<br />Ensuring that visitors, contributors, and content stewards are never blocked from seeing useful results after using metadata navigation and filtering to run a query.<br />Enabling content stewards to configure metadata navigation and filtering to perform well for the majority of libraries without having to explicitly create indices to support queries used to retrieve documents.<br />Assisting content stewards to specify additional indices that they can use to enhance performance over a wider range of queries.<br />Assisting users in refining queries to use compound indices to increase the relevance of results<br />
    89. 89. Document IDs in SharePoint Server 2010<br />A document ID is a unique identifier for a document or document set and a static URL that opens the document or document set associated with the document ID, regardless of the location of the document. Document IDs provide:<br />A way to reference items such as documents and document sets in SharePoint Server 2010 that is less fragile than using URLs. <br />URLs break if the location of the item changes. In place of the URL, the document ID feature creates a static URL for each content item with a document ID assigned to it.<br />More flexible support for moving documents or document sets at different points in the document life cycle. <br />
    90. 90. Managed Metadata: Using Terms<br />A column is a location in a list in which to store information about a SharePoint Server item. <br />When you define a column, you provide a name for the column, specify the column type, and provide additional information depending on the column type.<br />SharePoint Server 2010 introduces a new column type called managed metadata. When you create a managed metadata column, the column's value comes from a term set that you specify. 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.<br />
    91. 91. Managed Metadata: Using Terms<br />A column is a location in a list in which to store information about a SharePoint Server item. <br />When you define a column, you provide a name for the column, specify the column type, and provide additional information depending on the column type.<br />SharePoint Server 2010 introduces a new column type called managed metadata. When you create a managed metadata column, the column's value comes from a term set that you specify. 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.<br />
    92. 92. Managed Metadata: Entering Terms<br />When a user creates or uploads a new SharePoint Server item of a type that has columns that require a value, the user must provide a value. If the column is a managed metadata column, the managed metadata control is displayed, and the user interacts with this control to enter the value.<br />The managed metadata control enables the user either to type a value or to select a value by hierarchically navigating the term set that is associated with the column. If the user begins typing a value, the control displays all terms in the associated term set that begin with the characters the user has typed. The name of the term set and the term's position in the hierarchy are indicated along with the term itself. <br />If the column's definition allows multiple values, the user can select more than one term. If both the term set and the column's definition allow new terms to be added, the user can also create a new term and insert it at the appropriate place in the term set's hierarchy.<br />
    93. 93. Managing Records and eDiscovery<br />Microsoft SharePoint Server 2010 provides features designed to manage records. A record is any document that is important to a business or organization and that is managed by a business process. In SharePoint Server 2010, records management and eDiscovery functionality is enhanced with new features and capabilities, including:<br />Multistage policy improvements<br />Widely accessible eDiscovery<br />Records Center template<br />Component features of the Records Center that can be enabled on any site<br />Location-based expiration schedules<br />
    94. 94. Compliance Fundamentals<br />Compliance in SharePoint Server 2010 is about enforcing rules that reduce business risk. Risk can come in many forms: legal, information disclosure, cost overruns, government regulation, and more. <br />Typically, management hires records managers, compliance officers, and lawyers to establish and enact the oversight of risk. For the purposes of identifying the user roles supported by SharePoint Server 2010, the term records manager describes an individual who manages risk.<br />Within content management, compliance includes four main scenarios. The features that are available by default in SharePoint Server 2010 are designed to support the following scenarios.<br />
    95. 95. Compliance Fundamentals<br />Compliance in SharePoint Server 2010 is about enforcing rules that reduce business risk. Risk can come in many forms: legal, information disclosure, cost overruns, government regulation, and more. <br />Typically, management hires records managers, compliance officers, and lawyers to establish and enact the oversight of risk. For the purposes of identifying the user roles supported by SharePoint Server 2010, the term records manager describes an individual who manages risk.<br />Within content management, compliance includes four main scenarios. <br />
    96. 96. Microsoft Business Productivity InfrastructureOffice Brings Even More Value to Server & Services Capabilities<br />Deliver the value of servers & services to users<br />Surface LOB information in familiar applications<br />Single-interface training helps manage support costs<br />
    97. 97. More Than Likely It’s a Hybrid<br /> Probable Answer:<br /><ul><li>A Hybrid of all of the above</li></ul>More than likely it’s a Hybrid of all of the above… <br />Your organization may want to:<br />Deploy an Intranet solution for Phase 1<br />Continue building out the SharePoint solution by adding an Enterprise Content Management Solution for Phase 2<br />Add External Access and Custom Workflows for Phase 3<br />Use SharePoint as the Application Development Platform for the entire organization for Phase 4<br />
    98. 98. EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)<br /> EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:<br /><ul><li>The development a SharePoint Roadmap (3, 6, 12, 18, 24 ,36 months)
    99. 99. Development of a SharePoint Governance Strategy
    100. 100. Not only the development but the enforcement of “Operational” SharePoint Governance
    101. 101. “Not only how the ship works but how to drive the ship, run the ship, and how to maintain the ship”
    102. 102. Implementing SharePoint as a Platform so that it can evolve into a “Hybrid” </li></ul> solution if needed<br /><ul><li>Architect a solution that will not just support Phase 1 or Phase 2’s objectives but will support the ever evolving business and functional requirements of the organization
    103. 103. Implementing the Gallery Approach
    104. 104. A Workflow Gallery, a Web Part Gallery, a Master Page Gallery, etc…
    105. 105. Reuse what works within the organization across multiple divisions, departments, etc.</li></li></ul><li>EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)<br /> EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:<br /><ul><li>Implement a Core Content Type (metadata) Strategy from the beginning
    106. 106. If this is not done in the initial phases of your SharePoint initiative, it will become more and more difficult to implement this strategy as additional content is saved within SharePoint on a daily basis
    107. 107. Implementation of a:
    108. 108. Charge Back Model for SharePoint so that departments can assist IT in covering the cost of providing this powerful service
    109. 109. Communication and Training Strategy for SharePoint
    110. 110. Power User Strategy for your organization
    111. 111. Site Provisioning Strategy for your organization
    112. 112. Mobile and Scanning SharePoint Strategies for your organization </li></li></ul><li>EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)<br /> EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:<br /><ul><li>Implement a Core Content Type (metadata) Strategy from the beginning
    113. 113. If this is not done in the initial phases of your SharePoint initiative, it will become more and more difficult to implement this strategy as additional content is saved within SharePoint on a daily basis
    114. 114. Implementation of a:
    115. 115. Charge Back Model for SharePoint so that departments can assist IT in covering the cost of providing this powerful service
    116. 116. Communication and Training Strategy for SharePoint
    117. 117. Power User Strategy for your organization
    118. 118. Site Provisioning Strategy for your organization
    119. 119. Mobile and Scanning SharePoint Strategies for your organization </li></li></ul><li>EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)<br /> EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:<br /><ul><li>Implement a Core Content Type (metadata) Strategy from the beginning
    120. 120. If this is not done in the initial phases of your SharePoint initiative, it will become more and more difficult to implement this strategy as additional content is saved within SharePoint on a daily basis
    121. 121. Implementation of a:
    122. 122. Charge Back Model for SharePoint so that departments can assist IT in covering the cost of providing this powerful service
    123. 123. Communication and Training Strategy for SharePoint
    124. 124. Power User Strategy for your organization
    125. 125. Site Provisioning Strategy for your organization
    126. 126. Mobile and Scanning SharePoint Strategies for your organization </li></li></ul><li>EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)<br /> EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:<br /><ul><li>Implement a Core Content Type (metadata) Strategy from the beginning
    127. 127. If this is not done in the initial phases of your SharePoint initiative, it will become more and more difficult to implement this strategy as additional content is saved within SharePoint on a daily basis
    128. 128. Implementation of a:
    129. 129. Charge Back Model for SharePoint so that departments can assist IT in covering the cost of providing this powerful service
    130. 130. Communication and Training Strategy for SharePoint
    131. 131. Power User Strategy for your organization
    132. 132. Site Provisioning Strategy for your organization
    133. 133. Mobile and Scanning SharePoint Strategies for your organization </li></li></ul><li>EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)<br /> EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:<br /><ul><li>Implement a Core Content Type (metadata) Strategy from the beginning
    134. 134. If this is not done in the initial phases of your SharePoint initiative, it will become more and more difficult to implement this strategy as additional content is saved within SharePoint on a daily basis
    135. 135. Implementation of a:
    136. 136. Charge Back Model for SharePoint so that departments can assist IT in covering the cost of providing this powerful service
    137. 137. Communication and Training Strategy for SharePoint
    138. 138. Power User Strategy for your organization
    139. 139. Site Provisioning Strategy for your organization
    140. 140. Mobile and Scanning SharePoint Strategies for your organization </li></li></ul><li>EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)<br /> EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:<br /><ul><li>Implement a Core Content Type (metadata) Strategy from the beginning
    141. 141. If this is not done in the initial phases of your SharePoint initiative, it will become more and more difficult to implement this strategy as additional content is saved within SharePoint on a daily basis
    142. 142. Implementation of a:
    143. 143. Charge Back Model for SharePoint so that departments can assist IT in covering the cost of providing this powerful service
    144. 144. Communication and Training Strategy for SharePoint
    145. 145. Power User Strategy for your organization
    146. 146. Site Provisioning Strategy for your organization
    147. 147. Mobile and Scanning SharePoint Strategies for your organization </li></li></ul><li>SharePoint as a Service (SPaaS)<br /> You’ve heard of software as a service (SaaS); now it’s time to think about SharePoint as a service (SPaaS). <br /> Possible “SPaaS” in your organization:<br /><ul><li>Intranet Service
    148. 148. Enterprise Content Management Service
    149. 149. Knowledge Management Service
    150. 150. Extranet Services (i.e. Customer or Partner Portal)
    151. 151. Workflow Service
    152. 152. Application Development Service (i.e. Utilizing SharePoint as the “one-stop-shop” to house all your organization’s applications)</li></ul>Your SharePoint platform should be built as a service to meet the business <br />and functional requirements of your organization.<br />
    153. 153. SharePoint Should Be Implemented as a Platform<br /> Regardless if your organization is trying to accomplish ONE or even ALL of the following with your SharePoint implementation:<br />For example: <br /><ul><li> Intranet Service (Platform)
    154. 154. Enterprise Content Management Service (Platform)
    155. 155. Knowledge Management Service (Platform)
    156. 156. Extranet Service (Platform)
    157. 157. Workflow Service (Platform)
    158. 158. Application Development Service (Platform)</li></ul>SharePoint must be implemented as a<br />Platform so that it can accomplish any of <br />the goals listed above without ever <br />having be rearchitected.<br />Sites<br />Communities<br />Composites<br />Content<br />Insights<br />Search<br />
    159. 159. Designing The SharePoint Platform with Future Phases in Mind<br /> While following the phased SharePoint approach, make sure to develop a SharePoint roadmap and have the “Big Picture” in mind for what SharePoint will ideally become within your organization. <br /><ul><li>Architect placeholders or “Buckets of Functionality” for future phases phases</li></li></ul><li>Designing The SharePoint Platform with Future Phases in Mind<br />The goal of Phase 1 may be to rollout a company wide SharePoint intranet<br />If Phase 1 is designed without taking into consideration a possible Phase 2 ECM or Knowledge Management initiative that the organization has planned, SharePoint may have to be rearchitected at significant cost to the organization in Phase 2.<br />
    160. 160. Designing The SharePoint Platform with Future Phases in Mind<br /> Content Type (Metadata) design should be addressed as soon as possible.<br />If thousands of documents are uploaded into SharePoint in Phase 1 and Content Types (Metadata) were not present, chances are that no user will ever go back after the fact to properly classify this content.<br />
    161. 161. Designing The SharePoint Platform with Future Phases in Mind<br /> You must take into consideration during Phase 1 of any SharePoint initiative:<br />Site Hierarchy and Navigational Requirement (For Current and Future Phases)<br />Content Types (Metadata) that will be captured in future phases<br />Site Collections Requirements<br />Content Databases (Sizing Requirements)<br /> Buckets of Functionality (Placeholders for Future Phases)<br />
    162. 162. Real World Examples: Ensuring SharePoint’s Success<br />What makes for a successful SharePoint initiative?<br /><ul><li>Proper upfront planning (The System & Information Architecture)
    163. 163. Looking at the big picture and developing a SharePoint Roadmap for your organization (A Roadmap for 6 months, 12 months, 18 months)
    164. 164. Executive Sponsorship Executive Buy-in
    165. 165. Enterprise SharePoint Governance: planning and enforcement
    166. 166. Development of a rock solid environment with a corresponding disaster recovery plan so you do not ever lose your users confidence or their content
    167. 167. Developing Metadata Content Type standards in the initial stages of your initiatives
    168. 168. Finding and achieving quick wins to “wow” your users</li></li></ul><li>EPC Group’s Best Practices SharePoint Governance<br />SharePoint Governance for your environment is absolutely critical<br />If you don’t enforce Governance in the initial phases of your initiative, its going to be twice as hard to implement down the road BUT it needs to be done regardless of your current state<br />At a high level, SharePoint Governance consists of two major areas:<br />Infrastructure Governance <br />Information Management Governance<br />
    169. 169. EPC Group’s Best Practices SharePoint Governance<br />From these two major areas, I prefer to break it down further and create 4 major topic areas so that I can start gathering requirements to properly architect and design tailored organizationally specific SharePoint Governance Policies:<br />Environment and Security Governance<br />Custom Development Governance<br />Content Related Governance<br />Administrative and Training Governance<br />
    170. 170. EPC Group’s Best Practices SharePoint Governance (cont..)<br />The major topic areas contain a large number of granular subtopics: <br /><ul><li>Environment and Security Governance
    171. 171. SharePoint Disaster Recovery Governance
    172. 172. Defining SharePoint SLAs
    173. 173. Defining SharePoint Maintenance
    174. 174. SharePoint Security Governance
    175. 175. Site Provisioning Governance
    176. 176. Continued…</li></ul> <br /><ul><li>Custom Development Governance</li></ul>Development of Organizational SharePoint Development Standards<br />Development of Deployment and Code Promotion Requirements<br />SharePoint Branding Governance<br />Third-party Solution or Custom Solution Purchasing Policies<br />SharePoint Designer 2007 Policies and Procedures<br />Continued…<br />
    177. 177. EPC Group’s Best Practices SharePoint Governance (cont..)<br />The major topic areas contain a large number of granular subtopics: <br /><ul><li>Content Related Governance</li></ul>Enterprise Content Management Related Policies<br />Site Storage Policies (i.e. Quotas, File Upload limits, etc)<br />My Site Policies<br />Power User and Content Updating Guidelines<br />Executive and Legal Content Policies<br />Document Libraries and List Customization Policies<br /><ul><li>Administrative and Training Governance
    178. 178. SharePoint Training Guidelines
    179. 179. SharePoint Communication Plan Guidelines
    180. 180. SharePoint Committee Policies
    181. 181. Enterprise SharePoint Support Model
    182. 182. Executive Dashboard SharePoint Reporting Guidelines
    183. 183. Continued…</li></li></ul><li>MySite Governance is Critical!<br />My Site templates and custom site definitions can be created to minimize these risks, but organizations should adhere to the following standards during their My Site rollout:<br /><ul><li>All My Site Public View content must contain only work-related material. This includes work-related documents, discussions, pictures, links, calendar events, and related content.
    184. 184. No My Site Public View content can contain any confidential or private data. If the organization would not allow all users within the company with a domain login to view this information, consider whether it should be on your My Site Public View.
    185. 185. Content pertaining to human resources or legal is typically considered confidential and should not be listed on My Site Public View.
    186. 186. Financial data must be reviewed prior to its posting on My Site Public View.
    187. 187. Content on the private site must not contain personal audio files, inappropriate pictures, or other materials not allowed within the organization.
    188. 188. All discussions or blogging done within a My Site must follow company policies and must not contain sensitivecompany material or defamatory comments about any person within the organization.</li></li></ul><li>Building a SharePoint Charge Back Model<br />At what level do I enable self service?<br />Where do I want IT to Step In.<br />What quota should I allow?<br />How will data or sites be expired?<br />How will I provide search or browse?<br />What customizations/dev will I allow?<br />How will I manage and support the adhocunstructured collaboration?<br />IT Provisioned<br /> Larger Quota<br /> Permanent<br /> Supported Dev env.<br /> $$$ Charge Back<br />Self Service<br /> Smaller Quota<br /> Quicker Expiration<br /> OOB<br />Adhoc<br />Structured<br />
    189. 189. Examples of a SharePoint <br />Charge Back Model<br />
    190. 190. Examples of a SharePoint <br />Charge Back Model<br />
    191. 191. Your Organization’s SharePoint Service Level Agreement<br />When developing Service Level Agreements for SharePoint there are key questions to pose to both IT and the business:<br /><ul><li>Do we have mission business critical data stored in SharePoint?
    192. 192. What is the acceptable downtime for SharePoint within my organization?
    193. 193. How would lengthy downtown affect the overall user base’s acceptance of SharePoint or any current or future SharePoint initiatives?
    194. 194. What is the cost of investing in third-party tools to quickly restore the data vs. the cost to the organization of just having users recreate it?</li></ul>If a site gets deleted at 3:00pm in the afternoon and IT has to restore it <br />from yesterday’s backup (at 1am)… Users who performed any work that day <br />are going to loose their data and you are going to have a hard time gaining <br />their trust enough again to have them store anything of value in SharePoint<br />Over the past few months, I have asked the question on acceptable downtime <br />for SharePoint to several of EPC Group’s clients and the average answer was <br />approximately 4 hours<br />
    195. 195. Enabling Power Users (EPC Group’s Strategy)<br />How to spread the load by delegating to ‘Power Users’ in your organization<br />
    196. 196. The Power User Analogy <br />“The Mall Manager” <br />“The Store Owner” <br />A SharePoint Administrator <br />A SharePoint Power User <br />
    197. 197. SharePoint Roles (Example)<br />
    198. 198. SharePoint Roles (Example)<br />

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