Information management with SharePoint SPSAustin


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  • Point out that many of these topics are related, and involve at a higher level the setup of a proper plan and information architecture
  • Easy in easy out, taxonomy, logical organization, classification.Make it easy!Sites, lists, libraries, documents, files, pages, what do you do with them and how are they maintained to achieve best use?
  • Why are they being called “Enterprise Content Types?” *They are shareable. You can configure a site collection as a HUB that all others get pushed from**Enforce Consistency, Standards. Better Information ManagementIf content is more consistent, better standardized, and that way across all sites. This makes setting up queries, searches, and finding items easier. Makes polices more enforceable. Gives you more options and better options to take advantage of SharePointA content type defines the attributes of a list item, a document, or a folder. Each content type can specify:Properties to associate with items of its type.Workflows that can be launched from items of its type.Information management policies to associate with items of its type.Document templates (for document content types).Document conversions to make available (for document content types).Custom features.You can associate a content type with a list or library. When you do this, you are specifying that the list or library can contain items of that content type and that the New command in that list or library will let users create new items of that type.
  • Insert Screen Shots*All other sites that subscribe to this Managed Metadata service will inherit all the created content types.Once the HUB is set as a property of the Managed Metadata service you cannot change it in the GUI. You have to either setup a new one. Or use API/Powershell.You can do cross farm sharing with the use of a proxy-
  • Consumers of Content Types are to be Read only but you can build off of these through sub types or inheritanceNo lookup columnsThe content type hub timer job retrieves all the content types that are marked for publishing or re-publishingThe content type subscriber job grabs the content types and pulls them into the different site collections.What is pushedAll Site Columns etc. (No lookups)Workflow associations for the content type. But not the workflow definitions you must ensure these are deployed manuyallyINF MGT policies linked to the type
  • You saw previously the mention of the Managed Metadata service in Central admin. This is just another service for that. Everyone here should understand what the concept of Metadata is? (We may need to explain it) So what is Metadata? This of your SharePoint content as being a Vehicle. But you need metadata to to understand what that Vehicle is.Vehicle type is = CarVehicle brand = HondaVehicle Model = AccordVehicle Color = SilverYou can go on and on and get very specific Taxonomy: “a collection of controlled vocabulary terms organized into a hierarchical structure. Each term in a taxonomy is in one or more parent child relationships to other terms in the taxonomy”
  • Enterprise Key Words are like a super text field. You can enter in any value as an user, but still get the benefits of links to the Managed metadata store
  • Managed terms, which are usually pre-defined, can only be created by users with the appropriate permissions, and are often organized into a hierarchy.Enterprise keywords, which are simply words or phrases that have been added to SharePoint Server 2010 items. All enterprise keywords are part of a single, non-hierarchical term set called the keyword set.
  • Give Example of how it may work today with just an empty text field. This relies on users to type in their own data, which can be wrong, ,mis-spelled, or have a lack of knowledge
  • *This is an upgraded on steroids version of what was the record router in 20072 big keys in SharePoint. Make it easy to get stuff in, make it easy to find and get stuff out. The content organizer takes getting stuff in to the easiest place.Take your primary libraries, establish some rules on them and magically people’s content will just go in to the right place. The key to this is understanding what your users are going to be doing and what content they are going to be planing where. Information Architecture become more and more important.
  • Highlight the need for planningAn information management policy is a set of rules for a type of content. Each rule in a policy is a policy feature. For example, an information management policy feature could specify how long a type of content should be retained, or it could provide document auditing. Information management policies enable you to control who can access your organizational information, what they can do with it, and how long the information should be retained.Policy features are implemented as programs that run on SharePoint Server 2010. They can be enabled and configured by a server administrator and, when they are enabled, they can be used by site administrators to define policies. SharePoint Server 2010 includes policy features to help you manage your content. By using the SharePoint Server 2010 object model, you can design and install custom policy features that meet unique enterprise needs.A policy feature might use one or more policy resources, which are programs that provide some functionality to a policy feature. For example, a policy resource for a Barcode Generation policy feature could provide the unique barcode value. You can develop custom policy resources and install them to support policy features.When your organization uses the Microsoft Office system client applications along with SharePoint Server 2010, policies are enforced both on the server and in the client applications. This is done transparently; policy features that apply to a document are described in a policy statement that is associated with the document, and policy-aware applications prevent users from doing tasks that violate the document's policy.You can associate a policy with a library, list, or content type in the following ways:Associate policy features with a Site Collection policy, and then associate that policy with a content type or with a list or library. The top-level site of a site collection includes a Site Collection Policies gallery where administrators of the top-level site can create new policies. After creating a Site Collection policy, you can export it so that administrators of other site collections can import it into their Site Collection Policies galleries. This makes it possible for you to standardize policies across your organization. When a Site Collection policy is associated with a content type and that content type is associated with a list or library, the owner of the list or library cannot modify the Site Collection policy in the list or library. This ensures that policies that are assigned to a content type are enforced at each level of the site hierarchy.Associate a set of policy features directly with a content type, and then add that content type to one or more lists or libraries. To ensure that a policy that is created by using this method will be used in an entire site collection, associate it with a content type in the Site Content Type gallery of the top-level site collection. Then every item of that content type in the site collection, and every item of a content type that inherits from the original content type, will have the policy. When you use this method of associating a policy with a content type, it is harder to reuse the policy in other site collections, because policies created by using this method cannot be exported.
  • Show off and highlight Stages **This can now be full lifecycle of a record/file and not just the last stage. Open to more options such as kick off workflow, which can then be even more flexibleShow off Differences in records vs. non records as well as Content type vs. folder
  • Information management with SharePoint SPSAustin

    1. 1. Information Management in SharePoint PRESENTED BY: CHRIS GEIER CHRIS@K2.COM @CHRISGEIERK2 Confidential WWW.K2.COM
    2. 2. Thank you for being a part of the first SharePoint Saturday AustinPlease turn off all electronic devices or set them to vibrate.If you must take a phone call, please do so in the hall so as not to disturb others.Open wireless access is available with no passwordFeel free to “tweet and blog” during the sessionThanks to our Title Sponsors:
    3. 3. ABOUT ME• 15+ years in IT• Been working with SharePoint since 2001• Community Guy for K2• Regular event speaker on SharePoint• Lead Author on SharePoint 6 in 1 book • Geier/dp/0470877278/• All around good guy. (mostly)K2 Confidential WWW.K2.COM
    4. 4. TODAY’S AGENDA• introduction to Information Management in SharePoint 2010• Enterprise Content types• Managed Metadata• The Content Organizer• Information Management PoliciesK2 Confidential WWW.K2.COM
    5. 5. • What is Information ManagementK2 Confidential WWW.K2.COM
    6. 6. ENTERPRISE CONTENT TYPES• Content Types What are they?• A content type defines the attributes of a list item, a document, or a folder. Each content type can specify: • Properties to associate with items of its type. • Workflows that can be launched from items of its type. • Information management policies to associate with items of its type. • Document templates (for document content types). • Document conversions to make available (for document content types). • Custom features.• Why are they being called Enterprise Content types • They are A WHOLE NEW WORLD • Can be SHARED (Syndicated)K2 Confidential WWW.K2.COM
    7. 7. ENTERPRISE CONTENT TYPES - SYNDICATION• What is Syndication? • Enabled as Part of the Managed Metadata Service • All other sites that subscribe to this Managed Metadata service can inherit all the created content types.• Designate 1 site collection as the hub• Tell The Managed metadata service what to use as the hub• Planning Content Types • Confidential WWW.K2.COM
    8. 8. K2 Confidential WWW.K2.COM
    9. 9. Manage Service ApplicationSpecify URL of Hub Verify Connection K2 Confidential WWW.K2.COM
    10. 10. ENTERPRISE CONTENT TYPES• How does it work? -2 Timer jobs• The content type hub timer job retrieves all the content types that are marked for publishing or re-publishing from the site designated as hub.• The content type subscriber job grabs the content types and pulls them into the different site collections.• What is “Syndicated”? • All Site Columns etc. (No lookups) • Workflow associations for the content type. But not the workflow definitions you must ensure these are deployed manually • Information Management policies linked to the content typeK2 Confidential WWW.K2.COM
    11. 11. Content Type Publishing K2 Confidential WWW.K2.COM
    12. 12. CHECKPOINT• What does this mean to me?K2 Confidential WWW.K2.COM
    13. 13. MANAGED METADATA• What is Metadata? • “Data about Data” • An example ----• What is Managed Metadata? • Managed metadata is a hierarchical collection of centrally managed terms that you can define, and then use as attributes for items in Microsoft SharePoint Server 2010.K2 Confidential WWW.K2.COM
    14. 14. MANAGED METADATA COMPONENTS• Term • A term is a word or a phrase that can be associated with an item in SharePoint Server 2010.• Term Set • A collection of related terms. Managed metadata is a way of referring to the fact that terms and term sets can be created and managed independently from the columns themselves.K2 Confidential WWW.K2.COM
    15. 15. K2 Confidential WWW.K2.COM
    16. 16. TAXONOMY VS FOLKSONOMY• Formal vs. Informal• Predefined vs. organic growth• Term vs. KeywordK2 Confidential WWW.K2.COM
    17. 17. Demo Managed MetadataK2 Confidential WWW.K2.COM
    18. 18. Permissions Operation Level Availiable Operations Required Permissions Term Store Appoint Term Store Admins Farm Admin Creation of new term stores Farm Admin Create new Term group Term Store Admin Define avaiiliable languages Term Store Admin Creation of new term set Term group manager Importing new term sets Term group manager Define group contributors Term group manager Term Set Define term set owner, contacts, policy and tagging Term Set Contributor Create term Term Set Contributor copy term set Term Set Contributor reuse terms Term Set Contributor move term set Term Set Contributor Delete term set Term Set Contributor Term Create Term Set Contributor Copy Term Set Contributor Reuse Term Set Contributor Merge Term Set Contributor Deprecate Term Set Contributor Move Term Set Contributor Delete Term Set Contributor Custom Sorting Term Set Contributor K2 Confidential WWW.K2.COM
    19. 19. KEY METADATA POINTS• Taxonomy planning is crucial. • Setting up proper term store • Assigning Owners • Keeping up to dateK2 Confidential WWW.K2.COM
    20. 20. MANAGED METADATA…WHAT ELSE?• MUI support• No InfoPath Support• No SharePoint Workspace Support• No Support in Office 2007• Cannot Edit Managed Metadata values in Datasheet Mode• Limitations on view creation • No begins with • No Contains• No Calculated fields use• Must use GUID for SPD workflows• No ability to create from SPDK2 Confidential WWW.K2.COM
    21. 21. CHECKPOINT• What does this mean?• Users can play a significant role • Open Term set• Big benefit in unified corporate taxonomy.• Increase in find ability • Search • Tag CloudK2 Confidential WWW.K2.COM
    22. 22. • The Content OrganizerK2 Confidential WWW.K2.COM
    23. 23. THE CONTENT ORGANIZER• What is it? • Its really the content router.• What are the scopes and options? • Enabled on a Site by Site Basis • Rules are only for that siteK2 Confidential WWW.K2.COM
    24. 24. CONTENT ORGANIZER DOCUMENT FLOW• Documents with the correct content type, metadata, and matching rules are automatically routed to the final library and folder.• Documents that lack the amount of metadata required to match a rule are sent to the Drop-Off Library• Content Types with an associated rule are automatically added to the Drop-Off Library.• After a document has the appropriate amount of metadata and the specific metadata required to match a rule, it is automatically routed to the target library and folder.K2 Confidential WWW.K2.COM
    25. 25. CONTENT ORGANIZER KEY POINTS• Must use site content types.• Target libraries must contain content types• Local columns cannot be analyzed• Content Organizer rules are the basis of “Send to Connections”K2 Confidential WWW.K2.COM
    26. 26. The Content OrganizerDemo K2 Confidential WWW.K2.COM
    27. 27. THE CONTENT ORGANIZER SOME THINGS TO KNOW• Do not use custom local columns• Drop off library uses custom permissions • Take advantage of Rule Managers• Only libraries that act as a destination participate in rulesK2 Confidential WWW.K2.COM
    28. 28. CHECKPOINT• How does this help me? • Right Content Right PlaceK2 Confidential WWW.K2.COM
    29. 29. Information Management PoliciesK2 Confidential WWW.K2.COM
    30. 30. INFORMATION MANAGEMENT POLICIES• What Are they?• How Do they work?• Scope Options • By Content Type • By Document Library • Folder and Subfolder application• What can you do with them? • Retention • Auditing • Barcodes • LabelsK2 Confidential WWW.K2.COM
    31. 31. Implementing a policyDEMO K2 Confidential WWW.K2.COM
    32. 32. WHAT DOES THIS DO FOR ME? • CheckpointK2 Confidential WWW.K2.COM
    33. 33. QUESTIONS? Thank youK2 Confidential WWW.K2.COM
    34. 34. Thanks to Our Other Sponsors!