4. Over 2.2 Million Licensed Users Worldwide
• First Mover with SharePoint for ECM
• Imaging for SharePoint since 2003
• KnowledgeLake is a Fujitsu Company
• KL software is shipped with scanners
• 170K Employees/70 Countries/$66B
• Headquartered in St. Louis
• Deployed in 37 countries
• Microsoft Managed Gold ISV Partner
• Member of Microsoft's PAC, DAC and TAP
• Adding on the average of 275,000 users per year
7. 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.
8. “Content” can refer to several
types of sources:
• Scanned Images
• Electronic Documents
• E-Mail
• Web Pages
17. Business Drivers for ECM
• Reduce Environmental Impact
• Improve Operational Efficiency
• Enhance Customer Service
• Eliminate Shipping and Faxing
• Streamline Document Processing
• Enable Regulatory Compliance
• Decrease Operating Costs
• Decrease Storage Space
• Provide Disaster Recovery
18. COMMON USE CASES
Scan, Manage, Route, Search, Retrieve, and View
• Accounts Payable/HR/Contracts
• Insurance Claims and Enrollment
• Bank Lending
• Healthcare Records
• Health Admissions/Accounting
• Government Agencies
• Oil and Gas
19. ECM
• Content Types
• Metadata
• Templates
• Workflow
• Retention Policy
• Content Organizer
• Records Mgmt
• In-place records
PPT WORD EXCEL
Content Type
Yes Metadata
Yes Retention
Yes Workflow
Yes Templates
24. Taxonomy is the key functionality within Document Management
A structured way to categorize information, to allow better access
25. SharePoint Taxonomy = The hierarchical architecture
Taxonomy is the classification and organization of
SharePoint ‘containers’
Also includes Columns and Content Types
26. Typical Approaches to classification
Individual / Departmental
Organizational
Third-Party / Industry
Standards
27. • Where is the “thing” I want?
– Extranet or Intranet?
– Folder?
– Departmental Site?
– Inbox?
• What “thing” am I looking for?
– Does it have a content type?
– Office Document?
– PDF?
– Multimedia?
28. What is the level of knowledge about taxonomy in
the company as a whole?
How much do I know about the subject matter?
How much ramp up do I need?
How many types of content will I need to consider?
How many stakeholders and subject matter experts
(SMEs) are there? Will they be available to help
create the optimal taxonomy based on the subject
matter?
What types of politics or “issues” exist today
between groups of owners/subject matter experts?
Will they debate and/or argue over terminology or
what should be classified where?
ACCORDING TO
29. Does any of the terminology need to be created
from scratch or re-written?
Has any user feedback been received so far
(internal or external, formal or informal), as to what
they like and don’t like about finding the company’s
information?
Will we need to train internal users to tag content?
Will our external customers be willing to help us
validate the taxonomy before implementation?
Do we have demographic information about our
users available, so that we can target specific
categories of content once the taxonomy is
implemented?
ACCORDING TO
30. Constructing the vocabulary structure and relationships
Using this structure to categorize documents as they are
created and added to the repository
The ability to search using the defined categories
The three challenges
36. Content Type Syndication
Act of sharing a site collection’s content
types with other site collections in the farm
Content Type Hub
Content Type Syndication enables an
administrator to specify a single site
collection per managed metadata service
37. No need to define at the site collection level
Simplifies the management of content types
Consistent taxonomy, Same content types across multiple site collections
38.
39. • When to use a content type hub?
– If you are using SharePoint for Document
Management…then ALWAYS!
• How much overhead?
– No significant increase in deployment effort
– No change in system performance using
the HUB.
• How do you sell the content type hub?
– Increased standardization
– Reduced administrative workload
– Reduced errors
40. 1. Navigate to the Search Service Application and Disable All
Search Crawls
2. Create Hub Site Collection
3. Set Hub in Managed Metadata Service Application
4. Configuration Taxonomy in the HUB
5. Create and apply Content Types to HUB Library
6. Upload non-Office Files (Searchable PDF recommended) to the
HUB library for every changed content type populating all fields
Configure Content Sources
7. Create Managed Properties corresponding to Crawled Properties
8. Publish Finalized Content Types from the newly created Hub
9. Trigger Content Type Hub Timer Jobs
10.Continue with remaining configuration of farm/sites
41. 1. SSA: Disable Crawl schedule
2. Confirm auto-gen of metadata properties is disabled for all Search Schema
categories (SharePoint 2013)
3. Create new content type on the taxonomy site collection
4. Apply it to the HUB document library
5. Upload non-Office Files (Searchable PDF recommended) to the HUB library for
every changed content type populating all fields
6. Create a new Content Source for the HUB site collection
7. Point Content Source to the HUB Site Collection, and only the HUB site collection
8. Run a full crawl
9. Create Managed Properties corresponding to Crawled Properties
10.Republish all content types and ensure both Hub Publisher and Hub Subscriber
timer jobs have been run
11.Proceed with remaining configuration for content type(s)
12.Run a full crawl on the default content source
13.Set crawl schedule on the Default Content Source
42. 1. Disable Crawl schedule
2. Edit Existing content type on the taxonomy site collection
3. Upload non-Office Files (Searchable PDF recommended) to the HUB
library for every changed content type populating all fields
4. Search Service Application: Create a new Content Source for the HUB
site collection
5. Point Content Source to the HUB Site Collection, and only the HUB site
collection
6. Run a full crawl
7. Create Managed Properties corresponding to Crawled Properties (A
simple modification to an existing managed property may be the only
change needed)
8. Republish all content types and ensure both Hub Publisher and Hub
Subscriber timer jobs have been run
9. Proceed with remaining configuration for content type(s)
10.Run a full crawl on the default content source
11.Set crawl schedule on the Default Content Source
45. • When do I use it?
– To generate a new site taxonomy using the Content Type Hub
• What does it do?
– #1. Validating Services and Accounts
– #2. Create the ECM Site Collection
– #3. Create Content Type HUB
– #4. HUB - Create Site Columns
– #5. HUB - Create Content Types
– #6. HUB - Create Document Library
– #7. Create Content Type Source for HUB and Perform a Full Crawl
– #8. Publish Content Types from the HUB
– #9. Run the Content Type Subscriber Jobs
– #10.Set Default Managed Properties to not queryable
– #11.Add/Remove Managed Properties - SP2013 Only
– #12.Perform a secondary crawl
– #13.Create Document Library and attach Content Types
