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SPS Philly Architecting a Content Management Solution

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SPS Philly Architecting a Content Management Solution

  1. 1. Architecting a SharePoint2013 Content ManagementSolutionPatrick Tucker
  2. 2. Thanks To Our Sponsors!
  3. 3. SharePoint User Group• SharePoint • End Users • Administrators • Architects • Developers • IT Pros• Meetings: 2nd Tuesday of the month, Microsoft Malvern, 5:30-8 pmWEB: www.TriStateSharePoint.orgEMAIL: info@TriStateSharePoint.orgTWITTER: @tristateSP
  4. 4. SharePoint Network• Are you an independent consultant or remote worker who deals with SharePoint, Office or Office365?• Do you sometimes feel cut off from the rest of the SharePoint world?• Do you need help with technical or business issues, or just want the chance to socialize with others?If so, then the SharePoint Network might be for you! www.SharePointNetwork.org
  5. 5. Bio Patrick Tucker  Strategic Data Systems, MS Gold Partner  Principal Consultant, SharePoint  MCT, MCTS, MCPD, MCITP, MCSD, MCAD, MCDBA  Patrick.Tucker@sds-consulting.com | tuckersnet@live.com  Blog: www.tuckersnet.com  Twitter: @TuckersNet
  6. 6. Giveaways Wanna win a $25 NewEgg gift card? Give me a business card. Wanna win a free 2 hour consulting one-on-one? Write yes on the back!
  7. 7. So many documents, so little timeWhere do your documents go in SharePoint?How are they managed?Document management controls thelife cycle of documents in yourorganization — how they are created,reviewed, and published, and howthey are ultimately disposed of orretained.How does SharePoint 2013 help toorganize, store, route and retaindocuments?
  8. 8. Enterprise Content Management Defining and Organizing  Storing Documents in SharePoint  Enterprise Content Types  Managed Metadata Service (Taxonomy) Tracking and Routing  Content Organizer  Document ID Service  Document Sets Management and Retention  In Place Records Management  Information Management Policies & Retention  Holds and eDiscovery
  9. 9. Document Management Features Site Collection Features  Content Type Syndication Hub  Document ID Service  Document Sets  In Place Records Management  Library and Folder Based Retention Site Features  Content Organizer  Hold and eDiscovery
  10. 10. So, where do I put it?
  11. 11. Advice from TechNethttp://technet.microsoft.com/en-us/library/cc262215.aspx
  12. 12. Document Libraries Document Libraries are the primary containers, which group content types Can receive documents by drag and drop, uploading or through a Site Mailbox
  13. 13. Offline and Social SkyDrive Pro replaces your My Site to store personal documents ―in the cloud‖ and allows 7GB of personal storage ―Sync‖ allows you to synchronize a copy of a library on your local PC Can use the link in SharePoint or the SkyDrive Pro client application that installs as part of Office 2013 Newsfeed shows sites and documents that you are following
  14. 14. Folders and Document Sets Folder can organize content and may seem like a tempting option Document sets organize, share metadata and provide a welcome page
  15. 15. Document Center Don’t buy your features one at a time, bundle them! A site template designed to create large document repositories Comes equipped with all the features needed to manage doc life cycles Not available in SharePoint Foundation 2013
  16. 16. So, how do I organize it?
  17. 17. Metadata and Content Types Metadata is simply additional data List level - Columns associated with library Site level – shared content definitions Enterprise Level – Content Type Hub Values may be driven by taxonomy terms (think of choice fields on steroids)
  18. 18. Enterprise Content Types One site can become the source of record for content types and share them across the entire farm Governance issue – consistent use of content types across the enterprise Choose which content types in the gallery to be published
  19. 19. Taxonomy Term Store  Terms Sets contain terms which can easily be updated over time  Existing taxonomies may be imported
  20. 20. Trackingand Routing
  21. 21. What happens to documents over time? What if documents need to move later on? What if documents need to be redirected to more specific libraries as they are added? How do I keep track of documents if they move? What if I need to group documents together in a more specific way?
  22. 22. Send To Connections Allows moving documents from one library to another across sites Send To Connections are configured in Central Administration OfficialFile.asmx is the submission point Are key to understanding the next step…
  23. 23. Content Organizer
  24. 24. Document ID Service  If documents need to move from place to place, how do we keep track?  Document IDs remain consistent as documents move  You can search for a document by its ID  Assigned IDs may be partially customized
  25. 25. Managementand Retention
  26. 26. Information Management Policies  Can be implemented at Site, Content Type and Library levels  Handle document retention and auditing  Different policies may be created for documents and records  Direct effect on the life cycle of documents
  27. 27. Holds and eDiscovery Holds allow documents to be ―frozen‖ in place or recorded in a specific state for legal or auditing purposes. Holds can be done in the site via the ―Hold‖ feature eDiscovery is the process of locating content (through Search)that should be added to a hold. eDiscovery may take place in the site or via a new site template called the ―eDiscovery Center‖
  28. 28. Discovery Center Site Template  Discovery Center site to perform eDiscovery queries across multiple SharePoint farms and Exchange servers  In-place preservation of Exchange mailboxes and SharePoint sites — including SharePoint list items and SharePoint pages — while still allowing users to work with site content.  Support for searching and exporting content from file shares.  The ability to export discovered content from Exchange Server 2013 and SharePoint Server 2013.
  29. 29. What is a ―Record‖? A record is a document or other electronic or physical entity in an organization that serves as evidence of an activity or transaction performed by the organization and that requires retention for some time period.  Holds are designed to be temporary. Records are designed to be permanent  Records may be declared in place or moved to a Record Center  Records are locked down and can be read but no longer edited
  30. 30. In-place Records Management Declare Records without moving the list items
  31. 31. Records Center Template  If you want to keep all records in one place, there’s a template for that.  Site template used to create a dedicated site for Records with features automatically activated.
  32. 32. Publishing and Locating Documents
  33. 33. Cross Site Publishing  The cross site publishing feature allows reuse of list and library content across sites.  Create a library in one, share it across others and sync changes.  Libraries become catalogs that other publishing sites can consume  Search is used to retrieve content and ―Result Sources‖ are automatically populated with content from a list or library.
  34. 34. Search  Search may be used to find documents wherever they live in one or more site collections  Search may be narrowed to a specific content type or to locating all documents tagged with specific metadata  The Search Center site template provides a one stop shop for all your search related needs  The Content Search Web Part displays crawled content based on queries defined in web parts. Category pages contain these web parts to aggregate published content
  35. 35. Questions  Patrick.Tucker@sds-consulting.com | tuckersnet@live.com  Blog: www.tuckersnet.com  Twitter: @TuckersNet

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