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SharePoint Connections Coast to Coast Overview of Enterprise Content Management
 

SharePoint Connections Coast to Coast Overview of Enterprise Content Management

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This session walks you through some of the enterprise content management features in SharePoint 2010 such as metadata management, document sets, records management, search, and more. The demos will ...

This session walks you through some of the enterprise content management features in SharePoint 2010 such as metadata management, document sets, records management, search, and more. The demos will include declarative and programmatic creation of document sets and document ids, records management routing, and search

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    SharePoint Connections Coast to Coast Overview of Enterprise Content Management SharePoint Connections Coast to Coast Overview of Enterprise Content Management Presentation Transcript

    • Overview Enterprise Content Management in SharePoint 2010
      Ivan Sanders
      SharePoint MVP Developer, EvangelistDimension Solutions
      ivan@dimension-si.com
    • Agenda
      Enterprise Metadata
      Document Management
      Tag
      Discover
      Manage
      Document Sets
      Document IDs
      Term Store
      Search
    • Metadata Revolution
      video
      • Metadata promises to drive search, navigation and business behaviors Ongoing challenges with user adoption and data consistency Features:
      Modern end-user experience
      Auto-complete: MRU & against term set
      Rich, symmetric client and web-based UX
      Synonyms, multiple language support
      Enable both folksonomyandtaxonomy
      Reader tagging surfaced in MySites and on documents
      Bottoms-up folksonomy through ‘open’ fields
      Structured hierarchical taxonomy
      Ok to mix approaches at the field level
      e.g. keywords and cost center code in the same content type
      Syndication of content types incl. associated term sets and policy
      Across webs, site collections, farms
      Flexibly consume term sets from multiple levels around the organization
      Enterprise Metadata
    • 2 Primary Concepts
      Folksonomy
      Taxonomy
      • Tag
      cross farm with shared hierarchal taxonomies, folksonomy and types automatically with location based metadata defaults
      • Discover
      with metadata based navigation in client and server
      with location based view definitions
      the best content with Ratings
      the latest version with Unique Document IDs
      repositories with ties to Office Client New/Open/Save
      • Manage
      With Document Sets for multi-document work products
      with Metadata based content organizer
      with Multi-stage retention policies
      with Location/Folder based policies
      with millions of documents
      Document Management:Feature Review
    • Document ratings
      Human Readable Unique Document IDs
      VQUUYTWJFH2Y-19-53
      Insertable into document contents
      Per-folder metadata defaults
      All documents in particular folder tagged Year=2007
      Additional Metadata Services
    • Document Management
      demo
    • New object to manage work products made up of multiple documents
      Think Folder++
      Key Scenarios
      Tight collection of documents
      A sales proposal that includes documents, spreadsheets and presentations
      Heterogeneous file types not usually assembled
      Compound documents
      A user manual that is an assembled roll-up of separate sections
      Document Set Features
      Shared Metadata
      Customized welcome page
      Default documents added
      Version capture
      Workflows
      Portability (download/upload/send to record center)
      Document Sets:Scenario Overview
      EmpowerYour Users
    • Document SetsFeatures Deep Dive
      Document Set Features
    • Creating document sets
      demo
    • Unique Document ID Service
      New site collection Feature: Document ID Service
      Adds unique ID for all documents throughout the site collection
      Documents can be retrieved regardless of the current of future location based on their unique ID, which does not change after initially set for the document
    • Creating custom document ID provider
      Custom document provider can be implemented to replace the oob funcitonality
      Inherit your provider from the Microsoft.Office.DocumentManagement.DocumentIdProvider
      Replace provider using Microsoft.Office.DocumentManagement.DocumentId.SetProvider()
      Applies change in Site Collection level
    • Custom document ID provider
      demo
    • Term Store, Term Sets & Terms
      Service Application (Term Store) » Groups » Term Sets » Terms
      Locations » Cities » Redmond
      Administrators & users create term stores & terms
      Flat list or hierarchical list
      Disambiguating, reusing, merging & deprecating terms
      Custom properties available from OM
      Term store facilitates the management & retrieval of metadata & relationships
      Terms can belong to one or more term sets
      Translations & synonyms
    • EmpowerYour Users
      Term Store
      Metadata Service
      One term store per shared service app
      Term Store
      ContentTypeHub
      Many groups per term store. Used as security boundary
      Content Types
      Group(s)
      Many term sets per group
      (max 1000 total per term store)
      Term Set(s)
      30K terms per term set
      (max. 1m total)
      Synonyms
      Description
      Translations
      (Custom properties)
      Term(s)
    • Enterprise Keywords & Tags
      Enterprise Keywords = Term
      Free text entries are converted to terms in term store – not part of any hierarchy though
      Can be promoted to term sets
      Tags
      Can be terms or keywords
      Shell Tags:
      Kept in sync with the item’s managed keyword field
      Saved in the item’s managed keyword field
      Social Tags:
      Allows users to create and apply keywords to items
      Stored in social store, not in item properties
    • Term Store Management Tool
      Provides rich interface for full management of term sets and terms
      Import of term sets and terms
      Translations & synonyms
      Manage term set / term languages
      Submission policy (open / closed)
      Open means users can submit terms to the term store (when adding / editing items)
      Regardless of the policy, users can always submit keywords
    • Term Store Management Tool
    • Term Store Management Tool and how to import terms programmatically
      demo
    • 2010 Search Extensibility
      Query Extensibility
      Search Web Parts
      Visual Best Bets
      Core Results WebPart
      Related Queries
      Search Action Links
      Query Suggestions
      Search Box
      Federated Results
      More…
      Query & Federation OM
      Query Web Service
      Custom Ranking models
      User Context Custom Properties
      Search Refinements
      Indexing Extensibility
      Custom Connector
      BCS Content Sources
      Custom Entity Extractor
      Custom IFilter
    • FAST Search
      demo
      • SharePoint 2007
      High scale libraries require careful planning and management
      • SharePoint 2010
      End user features for high scale
      Ex: Metadata pivots, Key filters, Content organizer
      Server automatically “does the right thing” for high scale
      Compound Index support
      Automatic index management
      Query throttling w/ fallback
      • SharePoint 2Scale Targets
      1 million items in a folder
      10’s of millions of items in a single library
      100’s of millions of items in large archive scenarios
      Scale
    • Scalable Architecture Large List Optimizations
      • Column Indexes were not possible
      • Database Indexes were not supported
      SharePoint 2003
      SharePoint 2010 Scale Targets
      1 million items in a folder
      10’s of millions of items in a single library
      100’s of millions of items in large archive scenarios
      • Column Indexes could be configured via the UI
      • End users could impact performance with poor performing
      list views
      SharePoint 2007
      • Database optimizations allow far more items in a list
      - Server automatically “does the right thing” for high scale
      Compound Index support
      Automatic index management
      Query throttling w/ fallback
      • Resource intensive operations can be limited or disallowed
      during production hours
      • Large query thresholds
      • Blocking Operations
      • Can be overridden via the Object Model
      SharePoint 2010
    • Summary
      EmpowerYour Users
      Enterprise Metadata
      Document Management
      Tag
      Discover
      Manage
      Document Sets
      Document IDs
      Term Store
      FAST Search
    • Your Feedback is Important
      Please fill out a session evaluation form.
      Thank you!
      Ivan Sanders
      ivan@dimension-si.com
      http://twitter.com/iasanders
      http://www.linkedin.com/in/iasanders
    • Who can you trust??
      Maurice Prather http://www.bluedoglimited.com/default.aspx
      Andrew Connell http://www.andrewconnell.com/blog
      Spence Harbarhttp://www.harbar.net
      Heather Solomon http://www.heathersolomon.com/blog
      Todd Klindthttp://www.toddklindt.com/default.aspx
      Todd Baginskihttp://www.toddbaginski.com/blog
      Todd Bleekerhttp://bit.ly/edlSm5Jan Tielenshttp://weblogs.asp.net/jan
      Patrick Tisseghemhttp://www.u2u.info/Blogs/Patrick/default.aspx
      WictorWilenhttp://www.wictorwilen.se
      Ted Patissonhttp://blog.tedpattison.net/default.aspx
      Lars Fastruphttp://www.fastrup.net
      CarstenKeutmannhttp://keutmann.blogspot.com
      Keith Richie http://blog.krichie.com
      Bill Baer http://blogs.technet.com/b/wbaer
      SahilMalikhttp://blah.winsmarts.com
      BilSimserhttp://weblogs.asp.net/bsimser
    • Codeplex – with Source Code
      http://cksdev.codeplex.com
      http://startermasterpages.codeplex.com
      http://spm.codeplex.com
      http://autospinstaller.codeplex.com
      http://spsf.codeplex.com
      http://slk.codeplex.com
      http://smarttools.codeplex.com
      http://spviewpermission.codeplex.com
      http://bidshelper.codeplex.com
      http://almspecialisttoolkit.codeplex.com
    • SharePoint 2010 Guidance
    • CKS DEV VSIX Extensions
      20