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Welcome to the  Nebraska SharePoint User Group May 7 th , 2008 Enterprise Content Management (ECM) in SharePoint Corey Erkes
Today’s Agenda <ul><li>SharePoint And ECM Concepts </li></ul><ul><li>ECM Foundation: Document Management </li></ul><ul><li...
SHAREPOINT AND ECM CONCEPTS
<ul><li>What is Enterprise Content Management? </li></ul>
ECM Defined… <ul><li>Document Management </li></ul><ul><ul><li>“ A computer system (or set of computer programs) used to t...
ECM Defined… <ul><li>Records Management </li></ul><ul><ul><li>“ Practice of identifying, classifying, archiving, preservin...
ECM Defined… <ul><li>Web Content Management </li></ul><ul><ul><li>“ A content management system usually implemented as a w...
SharePoint Concepts For ECM <ul><li>Content Database </li></ul><ul><li>Site Collection </li></ul><ul><li>Site </li></ul><u...
DOCUMENT MANAGEMENT
Document Management Topics <ul><li>The Core Platform </li></ul><ul><ul><li>Document Libraries </li></ul></ul><ul><ul><li>C...
Document Management Topics <ul><li>The Core Platform </li></ul><ul><ul><li>Document Libraries </li></ul></ul><ul><ul><li>C...
<ul><li>Document storage </li></ul><ul><li>Security </li></ul>Document Libraries
<ul><li>Document Storage </li></ul><ul><li>Security </li></ul><ul><li>Versioning </li></ul>Document Libraries
<ul><li>Document Storage </li></ul><ul><li>Security </li></ul><ul><li>Versioning </li></ul><ul><li>Metadata </li></ul>Docu...
<ul><li>Document Storage </li></ul><ul><li>Security </li></ul><ul><li>Versioning </li></ul><ul><li>Metadata </li></ul><ul>...
<ul><li>Additional Capabilities </li></ul><ul><ul><li>Upload single / multiple </li></ul></ul><ul><ul><li>Datasheet Mode <...
Document Management Topics <ul><li>The Core Platform </li></ul><ul><ul><li>Document Libraries </li></ul></ul><ul><ul><li>C...
<ul><li>Site template dedicated to document management </li></ul><ul><li>Content Types enabled </li></ul><ul><li>Versionin...
Document Management Topics <ul><li>The Core Platform </li></ul><ul><ul><li>Document Libraries </li></ul></ul><ul><ul><li>C...
Constraints and Suggested Practices Constraint Suggested Practice <ul><li>Site Collection Limitations </li></ul><ul><li>Co...
WEB CONTENT MANAGEMENT
Topics <ul><li>Publishing Sites </li></ul><ul><li>Content Types and Page Layouts </li></ul><ul><li>Managing Web Content </...
Topics <ul><li>Publishing Sites </li></ul><ul><li>Content Types and Page Layouts </li></ul><ul><li>Managing Web Content </...
Publishing Sites <ul><li>Site template configured with web content management features enabled </li></ul><ul><ul><li>Page ...
Topics <ul><li>Publishing Sites </li></ul><ul><li>Content Types and Page Layouts </li></ul><ul><li>Managing Web Content </...
Page Layout Content Types <ul><li>Out-of-the-box Content Types for Publishing </li></ul><ul><ul><li>Article Page </li></ul...
Page Layouts <ul><li>Web page templates that define the content layout </li></ul><ul><li>Created in SharePoint Designer (o...
Topics <ul><li>Publishing Sites </li></ul><ul><li>Content Types and Page Layouts </li></ul><ul><li>Managing Web Content </...
Page Library <ul><li>Storage for content pages </li></ul><ul><li>Page content is metadata on the page! </li></ul><ul><li>F...
Content Pages <ul><li>Content Page = Document in a Library </li></ul><ul><li>Instance of a page layout </li></ul><ul><li>W...
Content Pages: Page Editing Toolbar <ul><li>Check In / Checkout and Publish </li></ul><ul><li>Spell Check </li></ul><ul><l...
Scenario: Press Releases <ul><li>Sales Team has been using SharePoint internally for document management and collaboration...
Q & A http://www.sharepointmn.com
References <ul><li>Microsoft ECM Team Blog </li></ul><ul><li>  http://blogs.msdn.com/ecm/ </li></ul><ul><li>Inetium Blogs ...
Thanks for coming! http://www.sharepointmn.com
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ECM Introduction

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ECM Introduction

  1. 1. Welcome to the Nebraska SharePoint User Group May 7 th , 2008 Enterprise Content Management (ECM) in SharePoint Corey Erkes
  2. 2. Today’s Agenda <ul><li>SharePoint And ECM Concepts </li></ul><ul><li>ECM Foundation: Document Management </li></ul><ul><li>Web Content Management </li></ul><ul><li>Q&A </li></ul>
  3. 3. SHAREPOINT AND ECM CONCEPTS
  4. 4. <ul><li>What is Enterprise Content Management? </li></ul>
  5. 5. ECM Defined… <ul><li>Document Management </li></ul><ul><ul><li>“ A computer system (or set of computer programs) used to track and store electronic documents and / or images of paper documents.” Wikipedia </li></ul></ul>
  6. 6. ECM Defined… <ul><li>Records Management </li></ul><ul><ul><li>“ Practice of identifying, classifying, archiving, preserving, and destroying records.” Wikipedia </li></ul></ul>
  7. 7. ECM Defined… <ul><li>Web Content Management </li></ul><ul><ul><li>“ A content management system usually implemented as a web application for creating and managing HTML content.” Wikipedia </li></ul></ul>
  8. 8. SharePoint Concepts For ECM <ul><li>Content Database </li></ul><ul><li>Site Collection </li></ul><ul><li>Site </li></ul><ul><li>List / Library </li></ul><ul><li>Metadata (Columns / Content Types) </li></ul>
  9. 9. DOCUMENT MANAGEMENT
  10. 10. Document Management Topics <ul><li>The Core Platform </li></ul><ul><ul><li>Document Libraries </li></ul></ul><ul><ul><li>Content Types & Site Columns </li></ul></ul><ul><li>Document Centers </li></ul><ul><li>Constraints and Suggested Practices </li></ul>
  11. 11. Document Management Topics <ul><li>The Core Platform </li></ul><ul><ul><li>Document Libraries </li></ul></ul><ul><ul><li>Content Types & Site Columns </li></ul></ul><ul><li>Document Centers </li></ul><ul><li>Constraints and Suggested Practices </li></ul>
  12. 12. <ul><li>Document storage </li></ul><ul><li>Security </li></ul>Document Libraries
  13. 13. <ul><li>Document Storage </li></ul><ul><li>Security </li></ul><ul><li>Versioning </li></ul>Document Libraries
  14. 14. <ul><li>Document Storage </li></ul><ul><li>Security </li></ul><ul><li>Versioning </li></ul><ul><li>Metadata </li></ul>Document Libraries
  15. 15. <ul><li>Document Storage </li></ul><ul><li>Security </li></ul><ul><li>Versioning </li></ul><ul><li>Metadata </li></ul><ul><li>Views </li></ul>Document Libraries
  16. 16. <ul><li>Additional Capabilities </li></ul><ul><ul><li>Upload single / multiple </li></ul></ul><ul><ul><li>Datasheet Mode </li></ul></ul><ul><ul><li>Explorer View </li></ul></ul><ul><ul><li>Outlook 2007 Integration </li></ul></ul><ul><ul><li>RSS / Alerts </li></ul></ul><ul><ul><li>Recycle Bin </li></ul></ul><ul><ul><li>Send To </li></ul></ul>Document Libraries
  17. 17. Document Management Topics <ul><li>The Core Platform </li></ul><ul><ul><li>Document Libraries </li></ul></ul><ul><ul><li>Content Types & Site Columns </li></ul></ul><ul><li>Document Centers </li></ul><ul><li>Constraints and Suggested Practices </li></ul>
  18. 18. <ul><li>Site template dedicated to document management </li></ul><ul><li>Content Types enabled </li></ul><ul><li>Versioning Settings enabled </li></ul><ul><li>Tree View enabled </li></ul><ul><li>Relevant Documents Web Part </li></ul><ul><li>Assigned Tasks </li></ul>Document Center Site Template
  19. 19. Document Management Topics <ul><li>The Core Platform </li></ul><ul><ul><li>Document Libraries </li></ul></ul><ul><ul><li>Content Types & Site Columns </li></ul></ul><ul><li>Document Centers </li></ul><ul><li>Constraints and Suggested Practices </li></ul>
  20. 20. Constraints and Suggested Practices Constraint Suggested Practice <ul><li>Site Collection Limitations </li></ul><ul><li>Content Types </li></ul><ul><li>Site Columns </li></ul>Leverage SharePoint “Features” to “staple” company content types and site columns to site collections. Versioning on Document Libraries Plan out content types and corresponding document libraries to ensure versioning is applied appropriately. # of Documents per “Level” (2,000 Documents) Plan document balancing techniques by using folders or “automated” balancing techniques using Event Handlers. Capacity Plan out Document Centers to align to content databases. SharePoint Groups and Indexing Leverage AD Groups instead of SharePoint Groups to avoid full crawls of large repositories.
  21. 21. WEB CONTENT MANAGEMENT
  22. 22. Topics <ul><li>Publishing Sites </li></ul><ul><li>Content Types and Page Layouts </li></ul><ul><li>Managing Web Content </li></ul>
  23. 23. Topics <ul><li>Publishing Sites </li></ul><ul><li>Content Types and Page Layouts </li></ul><ul><li>Managing Web Content </li></ul>
  24. 24. Publishing Sites <ul><li>Site template configured with web content management features enabled </li></ul><ul><ul><li>Page Layout Content Types </li></ul></ul><ul><ul><li>Page Layouts </li></ul></ul><ul><ul><li>Content Pages </li></ul></ul><ul><ul><li>Page Libraries </li></ul></ul>
  25. 25. Topics <ul><li>Publishing Sites </li></ul><ul><li>Content Types and Page Layouts </li></ul><ul><li>Managing Web Content </li></ul>
  26. 26. Page Layout Content Types <ul><li>Out-of-the-box Content Types for Publishing </li></ul><ul><ul><li>Article Page </li></ul></ul><ul><ul><li>Redirect Page </li></ul></ul><ul><ul><li>Welcome Page </li></ul></ul>
  27. 27. Page Layouts <ul><li>Web page templates that define the content layout </li></ul><ul><li>Created in SharePoint Designer (optional) </li></ul><ul><li>“ Married” to the page layout content type </li></ul><ul><li>Field and Content Controls = Metadata from Content Type </li></ul>
  28. 28. Topics <ul><li>Publishing Sites </li></ul><ul><li>Content Types and Page Layouts </li></ul><ul><li>Managing Web Content </li></ul>
  29. 29. Page Library <ul><li>Storage for content pages </li></ul><ul><li>Page content is metadata on the page! </li></ul><ul><li>Familiar document management concepts apply </li></ul>
  30. 30. Content Pages <ul><li>Content Page = Document in a Library </li></ul><ul><li>Instance of a page layout </li></ul><ul><li>WYSIWYG </li></ul>
  31. 31. Content Pages: Page Editing Toolbar <ul><li>Check In / Checkout and Publish </li></ul><ul><li>Spell Check </li></ul><ul><li>Workflow </li></ul><ul><li>Unpublished Items </li></ul>
  32. 32. Scenario: Press Releases <ul><li>Sales Team has been using SharePoint internally for document management and collaboration. Given the employee’s familiarity with the toolset, the marketing department would like to build their site on SharePoint. Employees in the marketing department create press releases on a weekly basis and want to make sure that the content is reviewed and approved before it goes live. </li></ul><ul><li>Solution: </li></ul><ul><li>Create Publishing Site </li></ul><ul><li>Define Press Release Content Type and Page Layout </li></ul><ul><li>Configure Approval Workflow </li></ul>
  33. 33. Q & A http://www.sharepointmn.com
  34. 34. References <ul><li>Microsoft ECM Team Blog </li></ul><ul><li> http://blogs.msdn.com/ecm/ </li></ul><ul><li>Inetium Blogs http://blogs.inetium.com </li></ul><ul><li>DOD 5015.2: SharePoint Resource Kit </li></ul><ul><ul><li>http://www.microsoft.com/sharepoint/capabilities/ecm/dod5015.mspx </li></ul></ul>http://www.sharepointmn.com
  35. 35. Thanks for coming! http://www.sharepointmn.com

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