ECM and Enterprise MetadataEnterprise Content Management and Enterprise Metadata
AGENDAIntroduce ECMECM and Enterprise Metadata Document Management Record Management Web Content ManagementEnterprise Metadata
What is ECM?Enterprise Content Management (ECM) is thestrategies, methods, and tools used to capture,manage, store, preserve, and deliver contentand documents related to organizationalprocesses. ECM tools and strategies allow themanagement of an organizations unstructuredinformation, wherever that information exists.
Why ECM?Helps bring structure out of chaosHelps maintain order when the structurebecomes too big.Cover both unstructured and structureddata for an organizationAvoid the chaos of unmanaged andunchecked content development thatleads to duplication, rework, and wastedtime and money.
What is ECM in SharePoint?Provides an expanded subset of options,an expanded scope, and is moreextensible than in previous versions.ECM features are available to everyone inthe enterprise, are easy to use, andsupport a broad range of content from theformal and structured to the informal andunstructured.ECM features and functionality are alsohighly extensible and scalable.
ECM in SharePointDigital Assets ManagementSupports the ingestion, annotation, storage,retrieval, and rendering of digital content, includingaudio, video, and images.Document ManagementCreate, store, and track documents, document sets,and other types of content.Includes technology that can use to navigate throughcollections of documents and filter based onmetadata, and a way to locate documents based onmetadata defaults.
ECM in SharePointRecord ManagementIdentifying documents as records, and ways tomanage those records throughout their lifecycle—identifying and creating records,eDiscovery or hold, auditing, expiration, anddisposal. Supports managing records in anarchive or repository, and supports in-placerecords management.
ECM in SharePointWeb Content ManagementEnables the configuration, deployment,customization, and optimization of sites, sitecollections, pages, Web Parts, and documents.Enterprise MetadataA hierarchical collection of centrally managedterms that you can define and then use asmetadata throughout SharePoint Server 2010and other Microsoft Office 2010 applications.
“Featurization” of ECM MOSS 2007 Document Center Record Center SharePoint Server 2010Refactored into SharePoint Features
“Featurization” of ECMContent OrganizerDocument ID ServiceDocument SetsHolds and eDiscoveryIn-Place Records ManagementMetadata Navigation and FilteringRatings
Document ManagementDocument Sets Enables users to create a single work product that contains multiple work items Base on specific content type called Document Sets: Allow Content Types Shared Fields Welcome Page Default Content
Document ManagementCreate Content Types that will beallowed in the Document SetsCreate new Content Type that derivesfrom the Document Set content typeAdd Document Set to document library
Document IDsAll documents and document sets withinthat site collection are automaticallyassigned a site collection scope unique IDUsers will always be able to find it usingthe unique document ID.Document IDs are generated by adocument ID provider.
Records ManagementCustom document provider can beimplemented to replace the oobfuncitonality Inherit your provider from the Microsoft.Office.DocumentManagement.DocumentIdP rovider Replace provider using Microsoft.Office.DocumentManagement. DocumentId.SetProvider()Applies change in Site Collection level
Records ManagementConverting many of the recordsmanagement–specific capabilities intoSharePoint featuresSome of the records managementfeatures Content Organizer Holds and eDiscovery In-Place Records Management
Content OrganizerUsers typically need a good understandingof the site / library structure to know whereto save documentsContent organizer - users upload to sites Routing rules will determine where the document is saved Routing rules defined by site administrators
Web Content ManagementEnable you to configure, customize, develop,optimize, and publish sites, site collections, pages,Web Parts, and documents Controlled consistency Rich customization features and extensibility through the user interface (UI) and the object model. Extensive integration with Microsoft Office 2010 that Functionality in one integrated set of capabilities that you can use to create dynamic, customized Web sites.
Web Content ManagementContent Query WebPart Context filters introduced Filter query results based on query string or current page content values MOSS 2007 only allowed static filters OOTB SharePoint Server 2010 adds capability for page authors / designers to select content fields to display via customization UI In MOSS 2007, developers had to manually specify these fields in the CQWP’s CommonViewFields property & in the XSLT
Enterprise MetadataHuge investments in metadata acrossthe platformMetadata based navigation Easier for users as content is more discoverable Content stewards help in creating indices on metadata fields for enhanced nav. performanceUsers can now filter search results usingmetadata of result setLocation based metadata Content stewards create helpers for libraries & content types
Enterprise MetadataService Application (Term Store) » Groups » Term Sets » Terms Locations » Cities » RedmondAdministrators & users create term stores &terms Flat list or hierarchical list Disambiguating, reusing, merging & deprecating terms Custom properties available from OMTerm store facilitates the management &retrieval of metadata & relationshipsTerms can belong to one or more term sets Translations & synonyms
Term Store One term store per shared service app Many groups per term store. Used as security boundary Many term sets per group (max 1000 total per term store) 30K terms per term set (max. 1m total) Synonyms Description Translations (Custom properties)
Enterprise MetadataEnterprise Keywords and 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 with the item itself
Enterprise MetadataProvides rich interface for fullmanagement of term sets and terms Import of term sets and terms Translations & synonymsManage term set / term languagesSubmission 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