KMA SharePoint Saturday Hartford ECM WCM2011

Content is King - Enterprise Content Management in SharePoint 2010
SharePoint Saturday HartfordJanuary 29, 2011Chris McNulty

About Me
Working with SharePoint technologies since 2000/2001
Managing Practice Lead, KMA
20 years consulting and financial services technology (Santander, John Hancock, GMO, State Street)
MBA in Investment Management from Boston College
Write and speak often on Microsoft IW technologies
Microsoft MCSE/MCTS/MSA/MVTSP
About KMA
Full-service IT consulting firm established in 1995
29 employees: Partner, PM, Analyst, Developer, QA
Microsoft technology focus:
Microsoft Gold Certified Partner / Working with SharePoint technologies since 2001
Specialties in
Collaboration: Portals, Communities, Content Management
Insight: Enterprise Search and Business Intelligence
Productivity: Forms and Office Client Customization, Mekko Graphics (ISV)

I live outside Boston…

But I LOVE Connecticut…

Agenda
Solution Overview
Managed Metadata – Keys to ECM
ECM – Enterprise Content Management
Versioning and Approvals
Drop-off library
Records Management – In Place vs. Records Center
Document Hold
Disposition and ILM
WCM
Planning – Collaboration vs. Publishing
Microsoft Reference Architecture
Putting it Together
Q&A and Summary

Microsoft SharePoint Server 2010 … the bright frontier
Eastern Long Island, July 4, 2010

Enterprise Content Management “Sentence Structure”

What is metadata?
Literally, “after data”
In practical usage, it means data about data
For SharePoint, it usually means data that describes or classifies:
other data (lists)
documents (libraries)

The bright frontier - 2010 Managed Metadata Service
Centralized enterprise repository for tag hierarchies and keywords
Publish and subscribe model for distributed content types

Using MMS Taxonomy
Add from common button
Select from list tor type-ahead
Consume from views, navigation, and search!

Folksonomy
Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords
Centrally stored in the MMS application
Easily enabled option for all document libraries
Can also be applied to content outside SharePoint

Social tagging
Tags are aggregated to each user’s profile page
Tags have profile pages
Tags can be “followed” just like people in SharePoint social nets

Search
Tags are automatically crawled properties
All tags and terms are available as left hand “refinements”

MMS - Shared Service Applications
The 2007 Shared Services Provider has been broken up.
Each of its elements is now a Shared Service Application
MMS is also a Shared Service Application
Records/librarians/IA can administer metadata without becoming farm admins

Taxonomy Administration
Creating and managing terms and term sets
Attaching to a library
Taxonomy navigation

Taxonomy Operations
Term sets can be copied, relocated, and reused from existing terms
Terms can be copied, reused, merged, deprecated, etc.
Keywords (folksonomy)can be moved into a managed term set or deleted

Content Type Hubs
Define one master site collection to house master content types
Publish and synchronize across multiple farm and or site collections

Make it easy for users to enter metadata and use it
Hierarchical taxonomy structure
Metadata-driven
navigation
Capture metadata in Office
Managed Metadata

Enterprise Content Management
Content Aggregation
Approvals and Versioning
Drop-off Library & Content Organizer
Digital Media Management
Records Management & Records Center
In Place vs. Records Center
Hold and Discovery
ILM and Retention Policies

Enable employees to deliver value fast with Document Sets
Managed as a single entity
Different types of content items
Aggregation - Document Sets

Versioning and Approval
Classic product functions
User options
Interactive approval
Workflow approval

SharePoint Content
Make it easy for users to enter metadata and use it
Hierarchical taxonomy structure
Metadata-driven
navigation
Capture metadata in Office
Pre-Beta screenshots, subject to change

Rules-based Routing
Drop-off Library and Content Organizer
Move content based on content type
Move content based on metadata and properties

Rich authoring and publishing for web and multi-media content
Microsoft Confidential, Prototype Only
Streaming video on web pages
Ribbon menu for media content
Digital-Asset Management
Pre-Beta screenshots, subject to change
Digital Media Content Management

Declare a record in a team site
Location-based policies
Multi-stage disposition policies
Enterprise Records Management

Records Management and Holds
In place vs. Records Center
Enablements
Site Collection Feature “In Place Records Management”
Records Center – Custom Site Collection
Hold and eDiscovery Site Feature
Custom Send To Actions (Cent. Admin)
Move, Copy, Move and Leave Link

Information Lifecycle Management
Default behavior is defined for Content Types (MMS)
Redefine (override) at library/folder level
Rich array of functions and custom workflow

Web Content Management
Decide on your paradigm – publishing vs. collaboration
Business case – page creation by owners
Edit and approve in place
Optional - deployment paths

WCM and Migration – Planning and Architecture

All together now

ECM Cheat Sheet

Resources
From Microsoft:
SharePoint 2010 site: http://sharepoint.microsoft.com
SharePoint Team Blog: http://blogs.msdn.com/sharepoint/default.aspx
From KMA
Webinars, white papers and blogs at www.kma-llc.net

Prizes
Questions?
Evaluations
Next Steps
Feb 2011 SPTechCon San Francisco (Admin & BI)
Feb 2011 SPS San Diego (Managed Metadata & BI)
Mar 2011 SPS Redmond (MMS)
Mar 2011 Boston SPUser Group (BI with our next speaker, Sadie Van Buren)
April 2011 SPS Boston
June 2011 SPTechCon Boston (MMS & BI)
Stay Tuned for @sadalit !

Thank you…
Contact Details
Email cmcnulty@kma-llc.net
Blog http://blogs.kma-llc.net/microknowledge
Twitter: http://twitter.com/cmcnulty2000
LinkedIn:http://www.linkedin.com/in/cmcnulty

Next: Sadie Van Buren
Project Manager and Business Analyst focusing on SharePoint
Working with SharePoint since beta 2003 version
Over 40 SharePoint implementations
Microsoft Certified Technology Specialist
Presenting: Assess Your SharePoint Maturity With The SharePoint Maturity Model
Consulting Manager, Burntsand

KMA SharePoint Saturday Hartford ECM WCM2011

by Knowledge Management Associates, LLC

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