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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.

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

    • 1. EPC Group’s SharePoint 2010Enterprise Content Management (ECM) Best Practices – “High Level Overview”
    • 2. About EPC Group
      SharePoint 2010 and Project Server 2010 Offerings Include:
      Enterprise Content Management Systems based on Microsoft SharePoint Server 2010
      SharePoint 2010 (SharePoint Server 2010 SharePoint Foundation 2010) DoD Compliance Systems
      Intranet and Internet facing implementations (SharePoint Server 2010, SharePoint Foundation))
      Health Check and Assessment Initiatives – Preparing for SharePoint 2010 Phase 0 Approach
      SharePoint Support Contracts for Organizations throughout the U.S.
      Custom Application, Web Part, Security Models and Workflow Development
      Migration initiatives for SharePoint 2007 to 2010 or LiveLink, Documentum, FileNet to SP 2010
      KPI, Dashboard, and Reporting Solutions (Complete BI Solutions via PerformancePoint 2010)
      Tailored SharePoint Training (either onsite or remote)
      SharePoint Roadmap development: 6, 12, 18, and 24 months
      Enterprise Metadata Design Retention Schedule Development – True Records Management Experts
      Webpartgallery.com
    • 3. Presenter: Errin O’Connor
      • Founder & CEO of EPC Group.net
      • 4. One of the nation’s leading SharePoint implementation firms with over 650 successful SharePoint implementations
      • 5. Author with the EPC Group team: Microsoft SharePoint Foundation 2010 – Inside Out
      • 6. Author of Windows SharePoint Services 3.0 Inside & Out by Microsoft Press
      • 7. Has completed 140+ SharePoint Implementations in the Past 10 years
      • 8. Has worked on some of the largest SharePoint deployments to date (400,000+ Users)
    • EPC Group Facts
      Founded in 1999- The Nation’s Oldest and Most Experienced SharePoint Integration Firm (Houston, Texas | Chicago, Illinois | Bethesda, Maryland | New York, New York)
      Microsoft Gold Certified Partner with Top SharePoint & Project Server Competencies
      Member of Microsoft SharePoint and Project Server TAP 2007 & 2010 Beta Test Programs
      Currently Executed over 600 SharePoint Engagements throughout the Globe
      History of executing some of the largest SharePoint Deployments in the history of Microsoft SharePoint
      Patent Pending SharePoint Implementation Methodologies
      Microsoft SharePoint Foundation 2010 Inside Out Dive in to Microsoft® SharePoint® Foundation 2010
      Windows® SharePoint® Services 3.0 Inside Out
    • 9. Implementing a SharePoint Center of Excellence(SharePoint COE)
      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.
    • 10. SharePoint in the Now! (From Tahoe to 2010)
    • 11. SharePoint in the Now! (SharePoint Timeline)
    • 12. SharePoint in the Now! (SharePoint Timeline)
    • 13. SharePoint in the Now! (SharePoint Timeline)
      Windows SharePoint Services 3.0 (2007) (WSS)
      Microsoft Office SharePoint Server 2007 (MOSS)
    • 14. SharePoint in the Now! (SharePoint Timeline)
      Windows SharePoint Services 3.0 (2007) (WSS)
      Microsoft Office SharePoint Server 2007 (MOSS)
    • 15. Microsoft SharePoint 2010TheBusiness Collaboration Platformfor the Enterprise and the Web
      Sites
      Connect and Empower People
      Communities
      Composites
      Cut Costs with a Unified Infrastructure
      Content
      Insights
      Rapidly Respond to Business Needs
      Search
    • 16. What is Enterprise Collaboration?
      Connecting…
      People
      People
      People
      Organizations
      Organizations
      People
      Ideas
      Information
      Customers
      Organizations
    • 17. How Do Your People Collaborate Today?
      Issues & Limitations?
      Phone
      Consumer Social Networks
      Email
      Face-to-Face
      Fax
      Messaging
      File Shares
      Paper-based
    • 18. Secure, Cost-Effective Collaboration in SP 2010
      Collaborate securely across products, technologies, and organizational boundaries.
      Enterprise
      Extranet
      Internet
      Team
      Division
      Individual
      Business Applications (SAP, data warehouse, custom, etc.)
    • 19. SharePoint 2010 | An IT Paradigm Shift
    • SharePoint 2010 | An IT Paradigm Shift
      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:
      • Intranet Solution
      • 30. Enterprise Content Management System
      • 31. Knowledge Management Solution
      • 32. Collaboration Solution
      • 33. Internet-Facing or Extranet-Facing Solution
      • 34. Business Process Automation Platform (i.e. Workflow)
      • 35. Application Development Platform
    • The SharePoint RM Feature Set
      SharePoint Server 2010 Features
      Records M. Feature Area
      In place records management
      Metadata-driven, hierarchal file plan in the archive
      Recordization
      eDiscovery
      and Hold
      eDiscovery searches over any SharePoint content
      Archive results or leave on an in place hold
      File Plan Report shows overview of content management policies
      Per item audit log reports
      Auditing
      and Reporting
      Retention
      and Expiration
      In place records management
      Metadata-driven, hierarchal file plan in the archive
    • 36.
    • 37. How do I prepare for litigation and eDiscovery?
      Business Problem #1
    • 38. Litigation and eDiscovery – How to Prepare
      Primary focus should be on up front preparation
      Appropriately enforced retention policies
      Configure the system to track appropriate actions (auditing)
      Leverage existing search technology during discovery process
      “Custodian based approach” to eDiscovery doesn’t work in a collaborative environment
    • 39. Managing E-mail Discovery
    • 40. In Place Records Management
      Record lock down, record retention polices
    • 41. Workflow and Records
      Record status driving business decisions
      Workflow creating records
      Declare Record action in SPD
    • 42. E-Mail Archiving
      Exchange 14 offers alternatives to PSTs via an online archive of e-mail
      Allows cheaper storage for the less frequently used content
      Policies can drive e-mail to the archive
    • 43. How do I scale my compliance solution to the enterprise?
      Business Problem #3
    • 44. Hub
      Scale and Distributed Architecture

      SC2
      SC1
      To scale to 100s of millions of records, we’ll need to distribute the data to several databases and sites
      O14 includes features to ensure centralized management of this distributed data
      The content organizer distributes submissions across the sites
      Content types are shared across site collections
      Centralized eDiscovery searches across all sites
      FAST Search ensures a unified retrieval experience
    • 45. Microsoft SharePoint 2010TheBusiness Collaboration Platformfor the Enterprise and the Web
      Sites
      Connect and Empower People
      Communities
      Composites
      Cut Costs with a Unified Infrastructure
      Content
      Insights
      Rapidly Respond to Business Needs
      Search
    • 46. Microsoft SharePoint 2010
      Ribbon UI
      SharePoint Workspace
      SharePoint Mobile
      Office Client and Office Web App Integration
      Standards Support
      Business Connectivity Services
      InfoPath Form Services
      External Lists
      Workflow
      SharePoint Designer
      Visual Studio
      API Enhancements
      REST/ATOM/RSS
      Tagging, Tag Cloud, Ratings
      Social Bookmarking
      Blogs and Wikis
      My Sites
      Activity Feeds
      Profiles and Expertise
      Org Browser
      Sites
      Communities
      Composites
      PerformancePoint Services
      Excel Services
      Chart Web Part
      Visio Services
      Web Analytics
      SQL Server Integration
      PowerPivot
      Content
      Insights
      Enterprise Content Types
      Metadata and Navigation
      Document Sets
      Multi-stage Disposition
      Audio and Video Content Types
      Remote Blob Storage
      List Enhancements
      Search
      Social Relevance
      Phonetic Search
      Navigation
      FAST Integration
      Enhanced Pipeline
    • 47. Microsoft SharePoint 2010: ECM (Content)
      Content
      Enterprise Content Types
      Metadata and Navigation
      Document Sets
      Multi-stage Disposition
      Audio and Video Content Types
      Remote Blob Storage
      List Enhancements
    • 48. EPC Group’s SharePoint 2010 ECMBest Practices
      Best Practices with Managed Metadata & Term Sets
    • 49. Let’s take a few steps back…
      Terminology
      What is ECM?
      Enterprise Content Management
      This is an electronic method of maintaining files within an organization
      What is Metadata?
      Data about Data
      Description of a file, for example an Invoice can be described by: Invoice #, Client, Invoice Total, Invoice Date, Expiration Date, Associated Division
      Terminology
    • 50. SharePoint 2010 for Records Management
      Search
      Users can quickly and easily locate business critical documentation via Search
      Search crawls contents of Office Files and certain PDF files
      Metadata helps to build search as well
      Can crawl other line of business system
      Versioning
      Automatically tracks versions of documentation
      One version of the truth
      Eliminates multiple copies of a document being stored on users personal computers and file shares
      Knowledge Management
      Eliminates the loss of corporate intellectual property associated with employee turn over
    • 51. SharePoint 2010 for Records Management
      Security
      Manages security of files efficiently and easily
      Legal
      Allows automated management of Records Retention Policy
      Offers eDiscovery for applying Legal Holds
      Auditing
      Opening or downloading documents
      Viewing items in lists, or viewing item properties
      Checking out or checking in items
      Moving or copying items to another location in the site
      Deleting or restoring items
      Going Green
      Saves paper and time by automating paper and time intensive processes
    • 52. Typically comes in two forms:
      Taxonomy
      Hierarchy of terms
      Folksonomy
      Mesh of terms
      More flexible – letting people choose their own tags
      Lack consistency
      Enable a wider variety of unexpected terms to be used
      Metadata
    • 53. Managing content
      Expiration
      Lifecycle
      Archiving
      Finding content
      Search
      Sorting
      Filtering
      Why Metadata
    • 54. 2010 gives us 4 types of metadata:
      Document properties
      Associated with client and really nothing to do with SharePoint
      List/library properties
      Columns being used in SharePoint
      Managed metadata
      New feature in 2010, runs as a service like search and other services that benefit from central management
      Social tags
      Really part of MMS, and organize into a tag cloud
      Metadata in SharePoint
    • 55. What are they?
      A Type of Document
      i.e. Email, Fax, Invoice, Contract, Resume, Statement of Work
      Define the following:
      Metadata
      Information Management
      Workflow
      Document Template
      Document Information Panel
      Content Types
    • 56. Multiple workflows can be attached to a Content Type
      Some common workflows include:
      Disposition
      Approval
      Publishing
      Content Types - Workflow
    • 57. Content Types – IMP
      Information Management Policies allow organizations to take control of it’s content with:
      Policy Statements
      Retention
      Auditing
      Barcodes
      Labels
    • 58. Content Types define Metadata
      This includes managed metadata!
      Content Types – Metadata & IMP
      Information Management Policies allow organizations to take control of it’s content with:
      Policy Statements
      Retention
      Auditing
      Barcodes
      Labels
    • 59. A hierarchical collection of centrally managed terms that you can define and then use as attributes for itemsin Microsoft SharePoint Server 2010.
      What is Managed Metadata?
    • 60. Managed Keywords
      Managed Terms
      Simply words or phrases
      One per content type
      Part of a single, non hierarchical term set called Keyword Set
      Always for ‘folksonomies’
      Managed Keyword Control – allows users to select from all managed keywords and terms
      Multiple values by default
      End user can enter new values
      Single or multi-value field
      Multiple columns on a list, library, or content type
      Inclusive/exclusive filtering
      MUI enabled
      Most recently used
      Tree Picker control
      Managed Keywords
    • 61. Managed Metadata Services
    • 62. Managed Metadata pulls it’s choices from a Term Set housed in the Term Store (database)
      There can be multiple term sets within a Group within a Managed Metadata Service
      There can be multiple Managed Metadata services within an organization depending on security needs
      Site Collections consume from the managed metadata services including the Content Type Hub
      Managed Metadata Continued
    • 63. A database in which managed metadata is stored in the form of term sets and terms
      Groups are the container
      Many term sets per group
      Term Store
    • 64. A collection of term sets
      Many groups per term store
      Used as security boundary
      Each term set has it’s own ACLs
      Allows for custom sort order
      And other unique settings like notification and open submission
      Term Set Group
    • 65. A collection of terms that are arranged into and stored as a hierarchy or flat list
      One instance of source term
      30,000 terms per term set
      1000 term sets per term store
      Each term can have many term labels to represent a synonym of that term
      Terms can support languages through translation.
      Term Sets
    • 66. A word or phrase that can be associated with an Object in SharePoint Server 2010
      Two types: managed terms and managed keywords
      Merge, delete, deprecate, translate, move
      Synonyms, description, translations, custom properties
      Implemented through managed metadata site column
      Terms
    • 67. This is a new column in 2010, extremely powerful
      Allows us to specify the centrally managed term set
      Used to enforce terms
      Added to new or existing content type
      Managed Metadata Column
    • 68. More consistent terminology
      Better search
      Being able to automatically update all document properties centrally
      Being able to use the term sets as search refiners/filters
      Benefits of Managed Metadata
    • 69. Regular or Managed?
    • 70. Regular or Managed?
    • 71. Information Architecture
      Consistent Terminology
      Navigation Filtering
      Archiving/Retention/Deletion
      Better Search Results
      More Metadata
      Synonyms
      Adoption
      Making it easy on the users
      Reduce training
      Workflow
      Governance & MMS
    • 72. Managed Metadata columns only work in the browser or in Office 2010 Clients
      Can’t edit in clients 2007 and later
      Can’t edit in datasheet view
      No way to bulk tag items, must be edited individually
      Poses big problems for large migrations
      Down side of Managed Metadata
    • 73. Time spent here is time well spent
      Designing and Planning an SharePoint ECM Solution
    • 74. This is a great starting point for any ECM Project
      When it’s already defined it can save a lot of time
      Use it for conversations with legal counsel about design goals
      Gives us an idea of what are considered records and need additional management
      Retention Policy
    • 75. A Tiered attribute architecture that provides flexibility to support processes, functions, and local needs
      Related to the Metadata Model, a new ECM Solution will:
      Deliver the Global/Core Attributes to support the system
      Recommend opportunities to standardize labels and definitions for Extended Attributes, but the business decides what they will mandate
      Implement the architecture to support Extended and Local Attributes
      The business is responsible for developing the master data sources
      EPC Group’s ECM Model
    • 76. ECM Metadata Model
      Examples
      Author, Date Created, Modified By, etc.
      Contract Expiration Date, Bank Location, etc.
      Software Type, Job Description, Part Number, Invoice Date
      Varies by local need and needs to be defined by the local business units, country, region
    • 77. Is required for all documents coming into an organization
      Apply the Global Metadata to the Parent Content Type that all future content types will inherit from
      Sometimes multiple Parent content types are required based on needs for retention
      Parent Content Types are never used in a document library for loading content to
      A base Organization Document can be built directly off the parent as a good default Document for all libraries – example FRBNY Document
      The Global– Start here
    • 78. Is the next layer
      Think of these as the files types or document types that every user within an organization may use
      Common Examples:
      Email
      Presentation
      Fax
      Photo
      Policy
      Project File
      The Core
    • 79. Take time to define the Core set of Content Types and associated metadata
      These content types and metadata are typically rolled out with every Site Collection, not necessarily loaded in every library by default though
      The Core
      Extended
      Are often thought of as Division or Departmental Content Types and Metadata
      These are only made available within the Division/Department for which they are designed
    • 80. Serve to capture any outliers associated with special teams or locations
      Organizations functioning globally will often need to go to this last level in order to comply with local laws
      The Local Group
      Keep in Mind…
      How many attributes will your user have to enter?
      The fewer required fields, the more likely you are to achieve user adoption and compliance
      Global should be mostly auto populating or defaulting fields where users rarely need to edit the defaults
    • 81. Managing Digital Assets
      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.
    • 82. Managing Digital Assets
      For video, SharePoint Server 2010 supports adding video to different types of SharePoint Server 2010 pages and playing video through :
      A media player, built on Microsoft Silverlight 2.0, that supports themes powered by Extensible Application Markup Language (XAML)
      A "Video" content type for use in asset libraries
      A "Media Web Part" that you can use to include video in pages and Web Part Pages
      Support for selecting videos in the asset picker
    • 83. Managing Documents in SharePoint 2010
      SharePoint Server 2010’s new and revised features:
      Document Sets
      Content Organizer
      Location-based Metadata Defaults
      Metadata Navigation and Filtering
      Document IDs
    • 84. Document Sets
      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.
      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.
    • 85. Content Organizer
      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.
      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.
    • 86. Content Organizer
      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.
      The content steward or records mangers uses the Content Organizer to manage the containers and the rules that govern them.
    • 87. Location-based Metadata Defaults
      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.
      Goals of location-based metadata defaults include:
      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.
      Ensuring that content stewards can understand how the default metadata values they have established at various locations in a folder hierarchy affects items.
      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.
    • 88. Metadata Navigation and Filtering
      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:
      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.
      Ensuring that visitors, contributors, and content stewards are never blocked from seeing useful results after using metadata navigation and filtering to run a query.
      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.
      Assisting content stewards to specify additional indices that they can use to enhance performance over a wider range of queries.
      Assisting users in refining queries to use compound indices to increase the relevance of results
    • 89. Document IDs in SharePoint Server 2010
      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:
      A way to reference items such as documents and document sets in SharePoint Server 2010 that is less fragile than using URLs.
      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.
      More flexible support for moving documents or document sets at different points in the document life cycle.
    • 90. Managed Metadata: Using Terms
      A column is a location in a list in which to store information about a SharePoint Server item.
      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.
      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.
    • 91. Managed Metadata: Using Terms
      A column is a location in a list in which to store information about a SharePoint Server item.
      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.
      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.
    • 92. Managed Metadata: Entering Terms
      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.
      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.
      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.
    • 93. Managing Records and eDiscovery
      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:
      Multistage policy improvements
      Widely accessible eDiscovery
      Records Center template
      Component features of the Records Center that can be enabled on any site
      Location-based expiration schedules
    • 94. Compliance Fundamentals
      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.
      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.
      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.
    • 95. Compliance Fundamentals
      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.
      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.
      Within content management, compliance includes four main scenarios.
    • 96. Microsoft Business Productivity InfrastructureOffice Brings Even More Value to Server & Services Capabilities
      Deliver the value of servers & services to users
      Surface LOB information in familiar applications
      Single-interface training helps manage support costs
    • 97. More Than Likely It’s a Hybrid
      Probable Answer:
      • A Hybrid of all of the above
      More than likely it’s a Hybrid of all of the above…
      Your organization may want to:
      Deploy an Intranet solution for Phase 1
      Continue building out the SharePoint solution by adding an Enterprise Content Management Solution for Phase 2
      Add External Access and Custom Workflows for Phase 3
      Use SharePoint as the Application Development Platform for the entire organization for Phase 4
    • 98. EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)
      EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:
      • The development a SharePoint Roadmap (3, 6, 12, 18, 24 ,36 months)
      • 99. Development of a SharePoint Governance Strategy
      • 100. Not only the development but the enforcement of “Operational” SharePoint Governance
      • 101. “Not only how the ship works but how to drive the ship, run the ship, and how to maintain the ship”
      • 102. Implementing SharePoint as a Platform so that it can evolve into a “Hybrid”
      solution if needed
      • 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. Implementing the Gallery Approach
      • 104. A Workflow Gallery, a Web Part Gallery, a Master Page Gallery, etc…
      • 105. Reuse what works within the organization across multiple divisions, departments, etc.
    • EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)
      EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:
      • Implement a Core Content Type (metadata) Strategy from the beginning
      • 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. Implementation of a:
      • 108. Charge Back Model for SharePoint so that departments can assist IT in covering the cost of providing this powerful service
      • 109. Communication and Training Strategy for SharePoint
      • 110. Power User Strategy for your organization
      • 111. Site Provisioning Strategy for your organization
      • 112. Mobile and Scanning SharePoint Strategies for your organization
    • EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)
      EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:
      • Implement a Core Content Type (metadata) Strategy from the beginning
      • 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. Implementation of a:
      • 115. Charge Back Model for SharePoint so that departments can assist IT in covering the cost of providing this powerful service
      • 116. Communication and Training Strategy for SharePoint
      • 117. Power User Strategy for your organization
      • 118. Site Provisioning Strategy for your organization
      • 119. Mobile and Scanning SharePoint Strategies for your organization
    • EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)
      EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:
      • Implement a Core Content Type (metadata) Strategy from the beginning
      • 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. Implementation of a:
      • 122. Charge Back Model for SharePoint so that departments can assist IT in covering the cost of providing this powerful service
      • 123. Communication and Training Strategy for SharePoint
      • 124. Power User Strategy for your organization
      • 125. Site Provisioning Strategy for your organization
      • 126. Mobile and Scanning SharePoint Strategies for your organization
    • EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)
      EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:
      • Implement a Core Content Type (metadata) Strategy from the beginning
      • 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. Implementation of a:
      • 129. Charge Back Model for SharePoint so that departments can assist IT in covering the cost of providing this powerful service
      • 130. Communication and Training Strategy for SharePoint
      • 131. Power User Strategy for your organization
      • 132. Site Provisioning Strategy for your organization
      • 133. Mobile and Scanning SharePoint Strategies for your organization
    • EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)
      EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:
      • Implement a Core Content Type (metadata) Strategy from the beginning
      • 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. Implementation of a:
      • 136. Charge Back Model for SharePoint so that departments can assist IT in covering the cost of providing this powerful service
      • 137. Communication and Training Strategy for SharePoint
      • 138. Power User Strategy for your organization
      • 139. Site Provisioning Strategy for your organization
      • 140. Mobile and Scanning SharePoint Strategies for your organization
    • EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE)
      EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:
      • Implement a Core Content Type (metadata) Strategy from the beginning
      • 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. Implementation of a:
      • 143. Charge Back Model for SharePoint so that departments can assist IT in covering the cost of providing this powerful service
      • 144. Communication and Training Strategy for SharePoint
      • 145. Power User Strategy for your organization
      • 146. Site Provisioning Strategy for your organization
      • 147. Mobile and Scanning SharePoint Strategies for your organization
    • SharePoint as a Service (SPaaS)
      You’ve heard of software as a service (SaaS); now it’s time to think about SharePoint as a service (SPaaS).
      Possible “SPaaS” in your organization:
      • Intranet Service
      • 148. Enterprise Content Management Service
      • 149. Knowledge Management Service
      • 150. Extranet Services (i.e. Customer or Partner Portal)
      • 151. Workflow Service
      • 152. Application Development Service (i.e. Utilizing SharePoint as the “one-stop-shop” to house all your organization’s applications)
      Your SharePoint platform should be built as a service to meet the business
      and functional requirements of your organization.
    • 153. SharePoint Should Be Implemented as a Platform
      Regardless if your organization is trying to accomplish ONE or even ALL of the following with your SharePoint implementation:
      For example:
      • Intranet Service (Platform)
      • 154. Enterprise Content Management Service (Platform)
      • 155. Knowledge Management Service (Platform)
      • 156. Extranet Service (Platform)
      • 157. Workflow Service (Platform)
      • 158. Application Development Service (Platform)
      SharePoint must be implemented as a
      Platform so that it can accomplish any of
      the goals listed above without ever
      having be rearchitected.
      Sites
      Communities
      Composites
      Content
      Insights
      Search
    • 159. Designing The SharePoint Platform with Future Phases in Mind
      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.
      • Architect placeholders or “Buckets of Functionality” for future phases phases
    • Designing The SharePoint Platform with Future Phases in Mind
      The goal of Phase 1 may be to rollout a company wide SharePoint intranet
      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.
    • 160. Designing The SharePoint Platform with Future Phases in Mind
      Content Type (Metadata) design should be addressed as soon as possible.
      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.
    • 161. Designing The SharePoint Platform with Future Phases in Mind
      You must take into consideration during Phase 1 of any SharePoint initiative:
      Site Hierarchy and Navigational Requirement (For Current and Future Phases)
      Content Types (Metadata) that will be captured in future phases
      Site Collections Requirements
      Content Databases (Sizing Requirements)
      Buckets of Functionality (Placeholders for Future Phases)
    • 162. Real World Examples: Ensuring SharePoint’s Success
      What makes for a successful SharePoint initiative?
      • Proper upfront planning (The System & Information Architecture)
      • 163. Looking at the big picture and developing a SharePoint Roadmap for your organization (A Roadmap for 6 months, 12 months, 18 months)
      • 164. Executive Sponsorship Executive Buy-in
      • 165. Enterprise SharePoint Governance: planning and enforcement
      • 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. Developing Metadata Content Type standards in the initial stages of your initiatives
      • 168. Finding and achieving quick wins to “wow” your users
    • EPC Group’s Best Practices SharePoint Governance
      SharePoint Governance for your environment is absolutely critical
      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
      At a high level, SharePoint Governance consists of two major areas:
      Infrastructure Governance
      Information Management Governance
    • 169. EPC Group’s Best Practices SharePoint Governance
      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:
      Environment and Security Governance
      Custom Development Governance
      Content Related Governance
      Administrative and Training Governance
    • 170. EPC Group’s Best Practices SharePoint Governance (cont..)
      The major topic areas contain a large number of granular subtopics:
      • Environment and Security Governance
      • 171. SharePoint Disaster Recovery Governance
      • 172. Defining SharePoint SLAs
      • 173. Defining SharePoint Maintenance
      • 174. SharePoint Security Governance
      • 175. Site Provisioning Governance
      • 176. Continued…
       
      • Custom Development Governance
      Development of Organizational SharePoint Development Standards
      Development of Deployment and Code Promotion Requirements
      SharePoint Branding Governance
      Third-party Solution or Custom Solution Purchasing Policies
      SharePoint Designer 2007 Policies and Procedures
      Continued…
    • 177. EPC Group’s Best Practices SharePoint Governance (cont..)
      The major topic areas contain a large number of granular subtopics:
      • Content Related Governance
      Enterprise Content Management Related Policies
      Site Storage Policies (i.e. Quotas, File Upload limits, etc)
      My Site Policies
      Power User and Content Updating Guidelines
      Executive and Legal Content Policies
      Document Libraries and List Customization Policies
      • Administrative and Training Governance
      • 178. SharePoint Training Guidelines
      • 179. SharePoint Communication Plan Guidelines
      • 180. SharePoint Committee Policies
      • 181. Enterprise SharePoint Support Model
      • 182. Executive Dashboard SharePoint Reporting Guidelines
      • 183. Continued…
    • MySite Governance is Critical!
      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:
      • 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. 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. Content pertaining to human resources or legal is typically considered confidential and should not be listed on My Site Public View.
      • 186. Financial data must be reviewed prior to its posting on My Site Public View.
      • 187. Content on the private site must not contain personal audio files, inappropriate pictures, or other materials not allowed within the organization.
      • 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.
    • Building a SharePoint Charge Back Model
      At what level do I enable self service?
      Where do I want IT to Step In.
      What quota should I allow?
      How will data or sites be expired?
      How will I provide search or browse?
      What customizations/dev will I allow?
      How will I manage and support the adhocunstructured collaboration?
      IT Provisioned
      Larger Quota
      Permanent
      Supported Dev env.
      $$$ Charge Back
      Self Service
      Smaller Quota
      Quicker Expiration
      OOB
      Adhoc
      Structured
    • 189. Examples of a SharePoint
      Charge Back Model
    • 190. Examples of a SharePoint
      Charge Back Model
    • 191. Your Organization’s SharePoint Service Level Agreement
      When developing Service Level Agreements for SharePoint there are key questions to pose to both IT and the business:
      • Do we have mission business critical data stored in SharePoint?
      • 192. What is the acceptable downtime for SharePoint within my organization?
      • 193. How would lengthy downtown affect the overall user base’s acceptance of SharePoint or any current or future SharePoint initiatives?
      • 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?
      If a site gets deleted at 3:00pm in the afternoon and IT has to restore it
      from yesterday’s backup (at 1am)… Users who performed any work that day
      are going to loose their data and you are going to have a hard time gaining
      their trust enough again to have them store anything of value in SharePoint
      Over the past few months, I have asked the question on acceptable downtime
      for SharePoint to several of EPC Group’s clients and the average answer was
      approximately 4 hours
    • 195. Enabling Power Users (EPC Group’s Strategy)
      How to spread the load by delegating to ‘Power Users’ in your organization
    • 196. The Power User Analogy
      “The Mall Manager”
      “The Store Owner”
      A SharePoint Administrator
      A SharePoint Power User
    • 197. SharePoint Roles (Example)
    • 198. SharePoint Roles (Example)