SharePoint 2010 Enterprise Content Management (ECM) Features

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While MOSS 2007 introduced content and document management capabilities, it was restricted by a number of missing key features that one would expect to see in an Enterprise solution. In this session you will learn about new features introduced in SharePoint 2010 and discover how you can use these tools to develop a cohesive strategy to bring together traditional content management, document and records management and social computing.

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SharePoint 2010 Enterprise Content Management (ECM) Features

  1. 1. SharePoint 2010 – Enterprise Content Management Features Deep Dive Workshop Wednesday 18th November 2009 www.velrada.com Enterprise wide Information Management
  2. 2. Agenda • Architecture • Document Management • Records Management • Office Integration • Designing a Solution www.velrada.com Enterprise wide Information Management
  3. 3. Architecture and ECM • Effect of Architecture Changes on Scalability? – 1 Million documents in a folder, list view – Millions of documents in a library – Terabytes in a farm – More effective storage options – manage data where it is cheapest to do so • Effect on Design of ECM Solutions? – Removes design considerations around document libraries in a site – No need to worry about the Windows Explorer view breaking a design – You can design once and apply to many – Different technical governance considerations www.velrada.com Enterprise wide Information Management
  4. 4. A New Architecture No SSP, now “SharePoint Web Services” www.velrada.com Enterprise wide Information Management
  5. 5. A New Architecture Enables Cross Farm Management of Key aspects of ECM • http://technet.microsoft.com/en-us/sharepoint/ee518664.aspx www.velrada.com Enterprise wide Information Management
  6. 6. Metadata Architecture • What is Metadata? – Literally, Data about Data • Why is it Important? – “No Metadata no Portal!” www.velrada.com Enterprise wide Information Management
  7. 7. The Managed Metadata Service • The Managed Metadata Service: – Allows you to create more than one service – i.e.: a corporate service, or a legal department service – Is effectively a term store of words and phrases – Will allow the sharing metadata taxonomies and terms across multiple SharePoint webs and site collections – Is available to the whole Enterprise SharePoint environment – Can be easily leveraged across other Office applications – i.e.: to tag email – Could be extended to be a “meta repository” for other applications – provides consistent descriptive information across your organisation – Managed terms – hierarchy or predefined terms – Managed keywords – Free text words or phrases used where appropriate http://msdn.microsoft.com/en-us/library/ee559337(office.14).aspx www.velrada.com Enterprise wide Information Management
  8. 8. The Content Type Service • The Content Type Hub: – Is a new service that allows enterprise level management of content types – In 2007, Content types were restricted to Site collections, this is no longer the case – Content types can be connected to web applications through the Managed Metadata service interface – Granular configuration over consummation of services – publish, un-publish, republish http://www.chakkaradeep.com/post/2009/11/03/SharePoint-2010-Content-Type-Hubs-e28093-Publish-and- Subscribe-to-Content-Types.aspx www.velrada.com Enterprise wide Information Management
  9. 9. Web Content Management in SharePoint (Internet) • Was not a focus of the MOSS 2007 Platform • Is a significant focus of the 2010 Platform – SharePoint Server 2010 for Internet Sites, Enterprise For organizations looking to create scalable customer-facing Internet websites or private secure extranet sites using the full Enterprise capabilities of SharePoint Server 2010. – SharePoint Server 2010 for Internet Sites, Standard For small and mid-sized organizations looking to create public Internet sites or basic extranets using the Standard features of SharePoint Server 2010 www.velrada.com Enterprise wide Information Management
  10. 10. WCM Features www.velrada.com Enterprise wide Information Management
  11. 11. WCM Features www.velrada.com Enterprise wide Information Management
  12. 12. WCM Features www.velrada.com Enterprise wide Information Management
  13. 13. WCM Features www.velrada.com Enterprise wide Information Management
  14. 14. Workflow www.velrada.com Enterprise wide Information Management
  15. 15. Other Key WCM Features • Ratings (but will not work anonymously) • Comments and user feedback • Wiki based editing pages – not restrictive templates • Choice of (configurable) WYSIWYG editors • Tag clouds • Versions still on a page by page basis – no whole site versioning • Web parts will be versioned along with the page • CMIS – Vendor agreed standard to allow interoperability • W3C compliant code XHTML • IE 6 is not supported (move towards compliant browser standards) www.velrada.com Enterprise wide Information Management
  16. 16. Key Features in 2010 • Document ID’s • Document Sets • Managed Metadata • Folders • Content Type Hub • Content Organiser • Content Query www.velrada.com Enterprise wide Information Management
  17. 17. Document ID Service • DID is a service • ID follows “document” • Can be turned on or off • Action must be taken to force ID (timer job etc) • Can be commenced from a preset string and force reset www.velrada.com Enterprise wide Information Management
  18. 18. Document Sets • Are a “Feature” within a Site Collection • Are a content type – can have rules applied to them as per any Content Type • Documents within a set can be treated as a single entity • All documents in a set can be treated like individual files • A set can be downloaded as a zip file • A set can be moved to a location based on metadata • Each set has an ID as does each document in the set! www.velrada.com Enterprise wide Information Management
  19. 19. Document Sets www.velrada.com Enterprise wide Information Management
  20. 20. Managed Metadata, Folders, Content Types • Inferred metadata based on a number of parameters (such as location, content type etc) • Provides ability to populate multiple values from a lookup to a single list • Provides a new “managed metadata” column type • Allows the ability edit “Item” and “Document” • Folders now act as true parents to any children of it • You can still hide folders from views www.velrada.com Enterprise wide Information Management
  21. 21. Content Organiser & Content Query (CQWP) • Effectively enables rules based submission and filing • A “Feature” of a Site Collection • Creates a “Drop Off” document library • User can be redirected to this library on upload or allowed to ignore drop off rules and upload • Priority, content types, conditions, target location, send to another site, create subfolders and more • Use the enhanced CQWP to surface back to the user www.velrada.com Enterprise wide Information Management
  22. 22. Key Features • Revamped Records Centre • In Place Records Management • Library and folder based retention • Ability to create and manage central File Plan • eDiscovery and Hold • Multi-stage Retention Policies • Compliance details UI www.velrada.com Enterprise wide Information Management
  23. 23. New Records Centre UI • Far “Cleaner” UI out of the box • Easy to submit a Record • Can search for Document ID’s • For RM folks www.velrada.com Enterprise wide Information Management
  24. 24. “In Place” Management • Allows Records to be declared in the Document Library in which they were created • Documents are padlocked after record is declared • Will use retention and disposal policy of library • Does not appear to use RM File Plan – not the same as “Manage in Place” • “True RM” only happens once document is declared and moved • Automatic or manual declaration www.velrada.com Enterprise wide Information Management
  25. 25. e-Discovery, Holds, Compliance Checking • Search consistently across all sites • Sites contain settings to allow for granular holds and discovery • Keywords and rules for hold and discovery at the site level – so even a blog entry is discoverable • Compliance settings can be viewed per document • Increased auditing events • New event handlers www.velrada.com Enterprise wide Information Management
  26. 26. Backstage www.velrada.com Enterprise wide Information Management
  27. 27. Managed Metadata in Office www.velrada.com Enterprise wide Information Management
  28. 28. Workspace • Allows desktop client for offline / online desktop interaction • Stores and manages documents and list data • Does not manage page data (apparently One Note will do this) • Only works on Windows platform (Sorry Mac folks) • Unlikely to be in anything other than high level Office packages • But..it is the branding of a package that SharePoint needed to complete a gap in capability www.velrada.com Enterprise wide Information Management
  29. 29. Building Solutions • So what can all these features do for your solution? • Less coding required if thought is given to architecture up front • More need for training (“where has my document gone”) • Supports Portal – “store once, reuse many” • Negates need for links, through the use of queries and metadata • Think outside “web pages” and documents • Think outside “1 navigation” – think “slice and dice” www.velrada.com Enterprise wide Information Management
  30. 30. Building Solutions – Determine Goals www.velrada.com Enterprise wide Information Management
  31. 31. Building Solutions – High Level Structure www.velrada.com Enterprise wide Information Management
  32. 32. Building Solutions – Add Detail; Use the Features! www.velrada.com Enterprise wide Information Management
  33. 33. Building Solutions – Add Detail; Use the Features! www.velrada.com Enterprise wide Information Management
  34. 34. © 2009 Velrada Capital Pty Ltd . All rights reserved. The information herein is for informational purposes only and represents the current view of Velrada Capital as of the date of this presentation. Velrada Capital cannot guarantee the accuracy of any information provided after the date of this presentation. VELRADA CAPITAL MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

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