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Leave the Fileshare, and join the Enterprise Content Revolution!

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Fileshares and folders have been the bread and butter for Enterprise Content Management for a very long time. They’ve served their purpose, and they were great at one time – but it’s time to leave them for a better, smarter solution. Enterprise Content Management in SharePoint Server is here to stay – and simply migrating your fileshare data into a more robust and intelligent structure can help you better find and manage your enterprise data. In this session, we’ll look at an example of a fileshare and how we can very easily redefine our Enterprise Content Management strategy using SharePoint Server as the platform. Attendees will witness how easy it can be to add and categorize content using out-of-the-box SharePoint functionality – and how you can start to use Enterprise Content Management to better serve your business.

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Leave the Fileshare, and join the Enterprise Content Revolution!

  1. 1. LEAVE THE FILESHARE! and join the Enterprise Content Revolution! Ryan Dennis | @SharePointRyan | sharepointryan.com
  2. 2. RYAN DENNIS Solution Architect at Blue Chip Consulting Group /in/SharePointRyan www.sharepointryan.com ryan@sharepointryan.com@SharePointRyan www.bluechip-llc.com FatherHusband Author GuitaristDrummer Cyclist Ryan at a glance Play and explore
  3. 3. AGENDA • About AdventureWorks • The Current Fileshare Scenario • Redefining our ECM strategy • Categorizing Content in SharePoint • Leveraging Search with our ECM implementation • Q&A
  4. 4. ABOUT ADVENTUREWORKS AdventureWorks Cycles is a large, multinational manufacturing company. The company manufactures and sells metal and composite bicycles to North American, European and Asian commercial markets. (Oh, and it’s a fictional company)
  5. 5. THE ADVENTUREWORKS FILESHARE Folders created for every Country Within each Country, folders are created for every Year 4 folder types in each Department folder Within each Year, folders created for every Department within the company
  6. 6. A SAMPLE DOCUMENT Content Type Departme nt Version Year Authors Created Date Document Status Modified Date Compan y Country Document Type
  7. 7. ISSUES User Experience / User Interface (UX/UI) • Usability is poor • Documents are buried n levels deep • Folder browsing is painful • File path is long and hideous Search / Findability • No full-text search • No metadata refinement • Duplicate documents • Search results are poor Security / Permissions • Difficult to audit permissions • Difficult to set custom permissions • Users don’t know who can see their documents
  8. 8. WHAT IS ECM? Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.
  9. 9. ADVANTAGES OF SHAREPOINT ECM • Version control and version history • Workflow/approval/publishing • Tagging/Metadata • Search • Shared editing experience • Quotas • Auditing • Change Tracking • Inline Comments
  10. 10. MANAGED METADATA • Key Features • Content Type Publishing – sharing across site collections. • Taxonomies – Creation and management of hierarchical collections of managed terms. • Key Concepts • Taxonomy – A hierarchical classification of words, labels or terms that are organized into groups based on similarities. • Folksonomy – A classification that results when users collaboratively apply words, labels or terms to content.
  11. 11. MANAGED METADATA TERM STORE
  12. 12. KEY CONCEPTS OF PRESENTATION • SharePoint Site Collection • Document Libraries & Views • Document Templates • Content Types & Metadata • Content Organizer • Document IDs • Workflow • Records Management • Search
  13. 13. 2 Then, in the Office program – populate the metadata values in the Document Information Panel CUSTOM DOCUMENT TEMPLATE Notice that the value displays in the document body, this is using a Quick Part 1 3 First, create a New Document In SharePoint, the metadata values are automatically applied without needing to set them manually
  14. 14. CONTENT ORGANIZER 1. User creates a document and uploads it to the SharePoint site – specifies document properties (metadata) 2. Document is automatically moved to the Drop Off Library 3. Content Organizer Rules determine the appropriate destination based on document metadata 4. Document is automatically routed to the destination Document Library HR Docs IT Docs Legal Docs
  15. 15. SEARCH • Quickly and easily find documents using: • Text from document body • Text from ANY document metadata/column values • Preview the document right in the browser • Refine your search results using Search Refiners • Users only find what they have access to
  16. 16. SharePoint ECM D E M O
  17. 17. DEMO RECAP • Reviewed Document Center Site • Reviewed the AdventureWorks IT Library • Created a new Document based on the custom Document Template • Reviewed Document Quick Parts • Reviewed other Enterprise features, such as Document ID, Managed Metadata Filtering, etc. • Performed a Search and used refiners
  18. 18. OTHER CAPABILITIES / TECHNOLOGIES Use OneDrive for Business for syncing document libraries, access locally via File Explorer Quickly reach out to the document author / contributor from SharePoint via Skype For Business Comment and collaborate socially via Yammer Enterprise, within Office Online / Office Web Apps
  19. 19. QUESTIONS? Q&A | Thoughts | Discussion
  20. 20. RYAN DENNIS Solution Architect at Blue Chip Consulting Group /in/SharePointRyan www.sharepointryan.com ryan@sharepointryan.com@SharePointRyan www.bluechip-llc.com FatherHusband Author GuitaristDrummer Cyclist Ryan at a glance Play and explore

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