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Sample - EPC Group - ECM Design Document (Example)
 

Sample - EPC Group - ECM Design Document (Example)

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Sample - EPC Group - ECM Design Document (Example) - EPC Group.net

Sample - EPC Group - ECM Design Document (Example) - EPC Group.net

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    Sample - EPC Group - ECM Design Document (Example) Sample - EPC Group - ECM Design Document (Example) Document Transcript

    • SAMPLE ECM DESIGN DOCUMENTMETADATA & CONTENT TYPESOrange = User rarely has to change the defaultBlue = Fields that the user never has to enter or updateGLOBAL METADATA Name Description Default Default/Auto Pop Searchable or Auto- Comments PopAuthor Person or entity who created Yes Pulled from AD, but editable. Yes the intellectual content Describes the person who created the content.Title or Brief Descriptive label Yes From the File Name YesSubjectDivision The Country to which the Yes Pulls from AD Yes Information relatesContent Language in which the Yes From the Site YesLanguage information is written Collection/Document Library DefaultsSpecial Exclude information from Yes Value is defaulted to False (do YesInterest general searches not exclude from general Searches); or user could select BODItem ID Unique identifier that is the Yes System Generated Yes same for all versions of the information itemReleased Date Date and time the information Yes Populated when document is Yes was released released/published as a Major VersionRetention Date that triggers the No User must input YesBasis Date calculation of expirationPending Identifies when an information Yes Custom Calculated YesExpiration item is due to expire and enter the disposition processDate Created Date and time the information Yes System Generated Yes was createdCreated By User who put the information Yes System Generated Yes into SharePointVersion A mechanism designed to Yes System Generated No preserve information contents and associated attributes if information is changed 1 EPC Group – 5090 Richmond Avenue – Suite # 336 – Houston, TX 77056 – E-mail: sharepoint@epcgroup.net
    • Checked Out User who has locked the Yes System Generated YesTo information for editingModified Last date and time the Yes System Generated Yes information was modified/updatedModified By Last user who Yes System Generated Yes modified/updated the informationName The filename of the Yes From the filename as it was on Yes information item the file shareType Type of file, icon linked to Yes System Generated Yes documentCheck in Used to describe changes No User can fill out, not required YesComment made during check outContent Type Used to describe the type of Yes User will fill in, default to Yes document and apply document workflows, retention schedules, and metadataFile Size Describes the size of the file Yes System Generated YesDepartment Describes which department Yes Pulls information from AD, but is Yes this content was created for editableLOCAL IT METADATAOrange = User rarely has to change the defaultBlue = Fields that the user never has to enter or update Name Description Default Default/Auto Pop Searchable or Auto- Comments PopCompliance This is needed for legal, S-OX No User states yes or no Yes or internal controlsProject This would be used to describe No User can edit from drop down Yes the project associated with this itemGLOBAL CONTENT TYPERRS # Record Type Required Fields Expiration Disposal AuditRecords The Classification of the Any additional How long the How the WhetherRetention information item. Each information that document will document will access to theSchedule corresponds to a set of typical will be required be retained. be handled document# docs that need to be tracked when the when it will be and managed in the same way document is expires. tracked and submitted to the logged. 2 EPC Group – 5090 Richmond Avenue – Suite # 336 – Houston, TX 77056 – E-mail: sharepoint@epcgroup.net
    • 1a General Correspondence & See Global 1 year from Delete on None Internal Memoranda Metadata date created expiration “Document”2LOCAL IT CONTENT TYPESRecord Type Required Fields Expiration Disposal AuditSOWInvoicePresentationsSITE STRUCTURE 3 EPC Group – 5090 Richmond Avenue – Suite # 336 – Houston, TX 77056 – E-mail: sharepoint@epcgroup.net
    • LIBRARY STRUCTURELIBRARIESName Description Security Versioning Content Workflow Content Approval TypesApplication For Application IT Only Major NoDevelopment Development Team to store content withinCompliance IT Only Major/Minor Yes Approval & Destroy WFCustomer For Custom Service IT Only Major NoService team to work store content withinInfrastructure For Infrastructure IT Only Major No pool to store content withinPublished Content for General All Major/Minor Yes Approval & PD Audience Destroy WF 4 EPC Group – 5090 Richmond Avenue – Suite # 336 – Houston, TX 77056 – E-mail: sharepoint@epcgroup.net
    • WORKFLOWSPUBLISHED LIBRARY APPROVAL WORKFLOW 5 EPC Group – 5090 Richmond Avenue – Suite # 336 – Houston, TX 77056 – E-mail: sharepoint@epcgroup.net
    • DISPOSITION APPROVAL WORKFLOW Disposition Approval Workflow Document is created and saved within a document library User must apply content type and metadata Information Retention Policy is automatically applied based upon the content type chosen When Record reaches deletion date it is deleted to the recycle bin Email Notification goes out to the Author to approve/reject deletion Approved Rejected Email notification goes out the Author’s Manager to approve/reject deletion Rejected Approved Document is marked exempt from expiration Document is permanently deleted policies Page 1 6 EPC Group – 5090 Richmond Avenue – Suite # 336 – Houston, TX 77056 – E-mail: sharepoint@epcgroup.net
    • CONTENT TYPE DESCRIPTIVE DIAGRAM 7 EPC Group – 5090 Richmond Avenue – Suite # 336 – Houston, TX 77056 – E-mail: sharepoint@epcgroup.net