Enterprise Content Management + SharePoint 2013 - SPSNH


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Overview of SharePoint 2013 ECM capabilities

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  • What is Enterprise Contract Management or ECM?It comprises all stages of the content lifecycle.CreationControllingProtectingThe promise that SharePoint has delivered over the years has been about bringing ECM to the masses, or bringing organizational content to everyone.The traditional approach to content management was one where it lived in its own unique silo, and didn’t really connect or talk to anything else. Completely independent applications with different user experiences handled social networking and collaboration. And enterprise search was completely separate as well.SharePoint has been fundamentally different. SharePoint 2010 really brought these things together into a unified user experience that gives you the social networking and collaboration in the context of the content that is being managed. As a result, SharePoint 2010 provided the core capabilities required by most businesses with a standard platform at a reasonable cost.SharePoint 2013 takes these core capabilities even further.
  • Create: The content lifecycle begins with its creation, and it is rarely created in a silo. With SharePoint 2013, content creation is easier because you have the tools to find other relevant information or people to help. You can collaborate with colleagues to build content together, search for related content, and share your own work to facilitate collaborative work. In short, SharePoint 2013 delivers capabilities to make it even easier for individuals, teams and organizations to ideate, create, collaborate on, share and discover content.
  • Control: SharePoint 2013 also continues to deliver rich content organization capabilities (i.e.: leaving organizations in control of the policies and processes that govern content management).
  • Protect: Finally, SharePoint 2013 delivers additional features that enable organizations to better meet compliance demands with eDiscovery capabilities that span the Office platform.
  • It is incredibly important to consider and plan out the organization of the content that you’re going to manage.SharePoint has certain constructs built-in to set you up properly for being able to employ many of the features we’re going to show you.
  • Association
  • Instantiation
  • http://technet.microsoft.com/en-us/library/cc262787.aspx
  • http://technet.microsoft.com/en-us/library/cc262787.aspx
  • ECM has indeed evolved.Content creation and organization is simplified and amplified through collaborationCompliance is only satisfied if it’s ensured.Structures are there to engineer thisDiscovery has to be centralized.It’s non-intrusive
  • Details on SP Online services - http://technet.microsoft.com/en-US/library/jj819267.aspxAC – ALL features all editions!https://skydrive.live.com/view.aspx?resid=BDDED38F29AE68B5!6076&app=Excel&authkey=!AK5zEItrbyFwHiE
  • Enterprise Content Management + SharePoint 2013 - SPSNH

    1. 1. Bob German, Principal Architect Jonathan Ralton, Senior Information Architect BlueMetal Architects www.bluemetal.com Enterprise Content Management (ECM) Deep Dive with SharePoint 2013
    2. 2. SHAREPOINT 2013 + ENTERPRISE CONTENT MANAGEMENT Bob German and Jonathan Ralton BlueMetal Architects
    3. 3. OUTLINE  Orientation  Demonstrations 1. Contract Management 2. Records & eDiscovery Centers 3. Forms & Workflow 4. Folder Metadata 5. Video 6. Geolocation  Wrap-Up  Architectural Considerations  Conclusion  Open Forum
    4. 4. SharePoint 2013 + Enterprise Content Management SETTING THE STAGE
    5. 5. US
    6. 6. PRESENTER BOB GERMAN  Principal Architect at BlueMetal Architects  Developer and architect on the SharePoint platform since it was called “Site Server 3.0”  Co-author of SharePoint 2010 Development with Silverlight for Addison-Wesley  http://blogs.msdn.com/BobGerman  @Bob1German
    7. 7. PRESENTER JONATHAN RALTON  Senior Information Architect at BlueMetal Architects  SharePoint IT Pro since 2005 (WSS/SPS)  Contract Management, Document Management, Content Management  @jonralton
    8. 8. YOU
    9. 9. AUDIENCE  What are your roles?  Developer  Administrator  Business User  ?  What do you hope to learn?
    10. 10. SharePoint 2013 + Enterprise Content Management ORIENTATION
    11. 11. ENTERPRISE CONTENT MANAGEMENT Create Control Protect Create and organize content easily with the help of relevant discovered information Manage content policy, information architecture and taxonomy Reduce risk and manage compliance with centralized eDiscovery tools
    12. 12. CREATE
    13. 13. CONTROL
    14. 14. PROTECT
    15. 15. CONTENT TYPES “a reusable collection of metadata (columns), workflow, behavior, and other settings for a category of items or documents in a…list or document library” – Microsoft
    16. 16. SITE COLUMNS “a reusable column definition, or template, that you can assign to multiple lists across multiple SharePoint sites” – Microsoft
    17. 17. SHAREPOINT BUILDING BLOCKS CONTENT TYPES SITE COLUMNS  Use to…  Maintain consistency across libraries and lists  Isolate workflow, policies, and other settings  Information Management (Records Management)  Etc.  Use to…  Drive views  Expose via search  Drive reports  Preserve information  Trigger workflow  Etc.
    18. 18. SHAREPOINT BUILDING BLOCKS Content Types Site Columns Metadata
    19. 19. SHAREPOINT BUILDING BLOCKS TAXONOMY  Use to…  Leverage security (List, Site)  Differentiate list-based workflows (List)  Segregate content (List, Site, Site Collection)  Facilitate geographic placement (Farm)  Control versioning (List)  Account for alternate authentication method(s) (Web Application)  Account for encryption (Web Application)  Etc.
    21. 21. SHAREPOINT BUILDING BLOCKS Content Types Taxonomy Context
    22. 22. TAXONOMY/CONTEXT 1. Determine what content is needed where 2. Associate at the appropriate level(s) on the appropriate container(s)
    23. 23. TAXONOMY/CONTEXT  Consider:  The site and list/library columns that will identify, qualify, and differentiate those items and documents that will be stored  The list/library that will segregate those items and documents within the site(s)  The sites that will contain those lists/libraries within the site collection(s)  The site collections that will contain those sites within the web application(s)  The web application(s) that will contain those site collections within the farm(s)
    24. 24. RECORDS MANAGEMENT  Managing critical content for an enterprise, including:  Classifying  Storing  Securing  Preserving  Destroying  Often related to legal matters:  Auditing and Compliance  Finding, holding, and delivering content for Litigation/Investigations (eDiscovery)  Microsoft’s focus is on electronic records in SharePoint and Exchange
    25. 25. SharePoint 2013 + Enterprise Content Management DEMONSTRATIONS
    26. 26. Contract ManagementDEMONSTRATION 1
    27. 27. Records & eDiscovery Centers DEMONSTRATION 2
    28. 28. Forms & WorkflowDEMONSTRATION 3
    29. 29. Folder MetadataDEMONSTRATION 4
    30. 30. VideoDEMONSTRATION 5
    31. 31. GeolocationDEMONSTRATION 6
    32. 32. WRAP-UP
    33. 33. CONTRACT MANAGEMENT THINGS WE SAW MAJOR TAKEAWAYS  QuickParts  Metadata Navigation  Terms (Managed Metadata)  Key Filters  Templates on content types  Basic document assembly  Document Information Panel 1
    34. 34. RECORDS & EDISCOVERY CENTERS THINGS WE SAW MAJOR TAKEAWAYS  Drop Off Library  Content Organizer Rules  eDiscovery Set  Search Sources  Search Terms  Export  In-Place Hold  Surfacing content from SharePoint 2013 and Exchange 2013  Compliance 2
    35. 35. FORMS & WORKFLOW THINGS WE SAW MAJOR TAKEAWAYS  InfoPath Form  2010-Style SharePoint Designer Text-View Workflow  2013-Style SharePoint Designer Visual-View Workflow  In-Browser Form Rendering  Workflow Steps  State  Loop 3
    36. 36. FOLDER METADATA THINGS WE SAW MAJOR TAKEAWAYS  Auto Population  Metadata Navigation  SkyDrive Pro  Catalyst to increase probability of complete and accurate metadata  Hybrid taxonomy  Approachable familiar folder- style structure  Flattened view driven by metadata 4
    37. 37. VIDEO THINGS WE SAW MAJOR TAKEAWAYS  Drag and Drop or Embed  Store multiple renditions w/common metadata  Tagging, ratings, view counts  Search using metadata  Helpful for training, employee communications  Stored in Document Sets  Powerful, but there are limitations:  HTML5 or Silverlight playback  Transcoding and renditions are up to you 5
    38. 38. GEOLOCATION THINGS WE SAW MAJOR TAKEAWAYS  Requires custom development:  To enable the Geolocation Field  To geocode items  Powerful Map View is out of the box  Very cool hidden feature  Potential to geocode anything  Pictures  Documents  Contacts  Potential unfinished feature More to come from Redmond? 6
    39. 39. SharePoint 2013 + Enterprise Content Management ARCHITECTURAL CONSIDERATIONS
    40. 40. WHERE SHAREPOINT CONTENT LIVES SQLServer Company Portal Central Admin Site SSP Admin Site Dept. Portals Document Repository http://portal http://my http://team http://knowledge http://someserver:40203 http://someserver:31415 Team Sites My Sites Web application Content DB Site Collection
    41. 41. KEY LIMITS AND BOUNDARIES Object Scope SharePoint 2010 SharePoint 2013 Content Databases 300/Web App 500/Farm Content Content Database 200GB  1TB 200GB  4TB Site Collections Farm (not specified) 250,000 non-Personal Site Collections and 500,000 Personal Site Collections Site collections Database 2,000 recommended for upgrades 5,000 supported 2,500 non-Personal Site Collections or 10,000 Personal Site Collections Web sites Site collection 250,000 250,000 (sub) Sites Site 2,000 (not specified) Lists Site 2,000 Items List 30 M 30M Items List View 5,000 Documents Doc Library 30 M 30M Documents Folder 2,000 Document size File <2 GB> <2 GB> Major Versions Document 400,000 400,000 Minor Versions Document <511> <511>
    42. 42. KEY LIMITS AND BOUNDARIES Object Scope SharePoint 2010 SharePoint 2013 Columns Columns List 276 single line 192 multi line 276 choice … Joins List 8 lookups Security SharePoint Groups Site Collection 10,000 10,000 SharePoint Groups User belongs to 5,000 5,000 Users and Directory Groups SharePoint Group 5,000 5,000 Users and Directory Groups Site Collection 2 M 2 M Security Scopes (unique ACL’s per list) List 5,000 5,000 recommended 50,000 max Document Editing Concurrent Authors Document 10 10 Search Indexed Documents Search Configuration 100 M 100 M (10M/index partition) Crawled Properties Search Service App 50,000
    43. 43. SharePoint 2013 + Enterprise Content Management CONCLUSION
    44. 44. SUMMARY ECM has evolved, where content creation and organization is and simple through discovery and intuitive collaboration Ensure compliance is achieved through content policy, information architecture, and taxonomy Centralized eDiscovery across the Office platform helps protect organizations by improving compliance without affecting user productivity 1 3 2
    45. 45. SharePoint 2013 + Enterprise Content Management OPEN FORUM
    46. 46. We are hiring! www.bluemetal.com/jobs.aspx
    47. 47.  Data Platform Engineer  .NET Software Engineer  UX/UI Software Engineer / Architect  UX Software Engineer / Architect  .NET Software Engineer  .NET Software Engineer / Architect  SharePoint Software Engineer  SharePoint Senior Software Engineer / Architect  Data Architect/Senior Data Engineer  UX Architect / Senior Engineer  Enterprise Business Development Executive  SQL Server DW / BI Architect  Data and Analytics Principal Architect  Senior Java Engineer  Office Administrator Current Openings
    48. 48. was made possible by the generous support of the following sponsors… And by your participation… Thank you!
    49. 49. Be sure to fill out your eval form & turn in at the end of the day for a ticket to the BIG raffle! Join us for the raffle & SharePint following the last session
    50. 50. FOR YOUR REFERENCE SharePoint 2013 SharePoint Online Resources for IT Pros bit.ly/1gJfv4Q Features and Editions bit.ly/SP13-Service bit.ly/SPO-Service Limits and Boundaries bit.ly/SP13-Limits bit.ly/SPO-Limits Search Extensibility bit.ly/14rkhSm Configure eDiscovery bit.ly/1aRNaIU Technical Diagrams bit.ly/SP13-Diagrams Updates bit.ly/1bwlI6p SharePoint Maturity Model www.sharepointmaturity.com
    51. 51. SHAREPOINT 2013 SEARCH HIGHLIGHTS  ONE Search Engine – Best of FAST and Enterprise Search  Many FAST Features go Mainstream  Result Sources and Display Templates  Content Search Web Part  Query Rules  Continuous Crawl Overlapping Incremental Crawls  Recommendations Engine
    52. 52. WORLD CLASS SEARCH FOR EVERYONE Content Processing Pipeline All Content Search Web Part Enterprise Continuous Crawl All Custom Entity Extraction Enterprise Refiners All Visual Refiners Standard Phonetic Name Matching All Expertise Search All
    53. 53. RECORDS MANAGEMENT FEATURES Feature 2010 2013 O365 CORE Content Organizer Standard Standard Mid, E1, E3, E4, K1 In-Place Hold Foundatio n Foundation All Holds and eDiscovery Enterprise Enterprise E3, E4 only Multi-level retention Policies Standard Standard Mid, E1, E3, E4, K1 SUPPORTING Auditing Standard Standard All Compliance Policy Standard Standard All Content Type Publishing Standard Standard Mid, E1, E3, E4, K1 Document IDs Standard Standard All Document Sets Standard Standard All Managed Metadata Standard Standard Mid, E1, E3, E4, K1 Metadata based navigation Standard Standard Mid, E1, E3, E4, K1 Site Closure and Deletion Policies N/A Standard Mid, E1, E3, E4, K1
    54. 54. VIDEO FORMATS  Supports HTML5 formats (see right)  Supports Silverlight player formats (WMA, H.263, H.264, MPEG-4 part 2)  Supports links to video content outside of SharePoint  Supports embedded video (HTML snippets)  No provision for format conversion
    55. 55. HOST-NAMED SITE COLLECTIONS PATH-NAMED HTTP://MYSERVER/SITES/SITENAME/ HOST-NAMED HTTP://SITENAME.MYSERVER.LOCAL/  Easy to setup in Central Admin  Play nice with Alternate Access Mappings  Leads to common programming errors  Secure against cross-site scripting attacks  Great alternative to extra Web Applications  Microsoft wants to start using these
    56. 56. ORGANIZATIONS – ECM AIIM SIM BOSTON  Association for Information and Image Management www.aiim.org www.aiim.org/sharepoint  Society for Information Management www.bostonsim.org
    57. 57. ORGANIZATIONS – KNOWLEDGE MANAGEMENT SIKM  Systems Integration Knowledge Management Leaders Community http://groups.yahoo.com/ne o/groups/sikmleaders
    58. 58. ORGANIZATIONS – CONTRACT MANAGEMENT IACCM NACM  International Association for Contract & Commercial Management www.iaccm.org  National Contract Management Association www.ncmahq.org