SharePoint 2010 - ECM Overview for Digital Assets, Document Sets and the Content Organizer - EPC Group Best Practices

1. Article Link: http://www.focus.com/posts/sharepoint-2010-ecm-overview-digital-assets-document-
sets/
SharePoint 2010 - ECM Overview for Digital Assets, Document
Sets and the Content Organizer
Managing Digital Assets
 Your organization, with SP 2010, will 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.
 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

2. Overview for Managing Documents in SharePoint Server 2010 – New & Revised Features
 Document Sets
 Content Organizer
 Location-based Metadata Defaults
 Metadata Navigation and Filtering
 Document IDs
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.
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.
 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 manger(s) use the Content Organizer to manage the
containers and the rules that govern them.
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.

3.  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.
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