This document provides an overview and summary of enterprise content management capabilities in SharePoint 2010. It discusses managed metadata and taxonomy administration for organizing content. Features covered include document and record management, versioning, approvals, digital media management, information lifecycle management, and planning for web content management. The presentation aims to demonstrate how these capabilities can be implemented and integrated together using SharePoint 2010 and its reference architecture.

1. Content is King - Enterprise Content Management in SharePoint 2010 SharePoint Saturday HartfordJanuary 29, 2011Chris McNulty

3. Managing Practice Lead, KMA

4. 20 years consulting and financial services technology (Santander, John Hancock, GMO, State Street)

5. MBA in Investment Management from Boston College

6. Write and speak often on Microsoft IW technologies

8. 29 employees: Partner, PM, Analyst, Developer, QA

9. Microsoft technology focus:

10. Microsoft Gold Certified Partner / Working with SharePoint technologies since 2001

11. Specialties in

12. Collaboration: Portals, Communities, Content Management

13. Insight: Enterprise Search and Business Intelligence

15. But I LOVE Connecticut…

16. Agenda Solution Overview Managed Metadata – Keys to ECM ECM – Enterprise Content Management Versioning and Approvals Drop-off library Records Management – In Place vs. Records Center Document Hold Disposition and ILM WCM Planning – Collaboration vs. Publishing Microsoft Reference Architecture Putting it Together Q&A and Summary

17. Microsoft SharePoint Server 2010 … the bright frontier Eastern Long Island, July 4, 2010

18. Enterprise Content Management “Sentence Structure”

19. What is metadata? Literally, “after data” In practical usage, it means data about data For SharePoint, it usually means data that describes or classifies: other data (lists) documents (libraries)

20. The bright frontier - 2010 Managed Metadata Service Centralized enterprise repository for tag hierarchies and keywords Publish and subscribe model for distributed content types

21. Using MMS Taxonomy Add from common button Select from list tor type-ahead Consume from views, navigation, and search!

22. Folksonomy Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords Centrally stored in the MMS application Easily enabled option for all document libraries Can also be applied to content outside SharePoint

23. Social tagging Tags are aggregated to each user’s profile page Tags have profile pages Tags can be “followed” just like people in SharePoint social nets

24. Search Tags are automatically crawled properties All tags and terms are available as left hand “refinements”

25. MMS - Shared Service Applications The 2007 Shared Services Provider has been broken up. Each of its elements is now a Shared Service Application MMS is also a Shared Service Application Records/librarians/IA can administer metadata without becoming farm admins

26. Taxonomy Administration Creating and managing terms and term sets Attaching to a library Taxonomy navigation

27. Taxonomy Operations Term sets can be copied, relocated, and reused from existing terms Terms can be copied, reused, merged, deprecated, etc. Keywords (folksonomy)can be moved into a managed term set or deleted

28. Content Type Hubs Define one master site collection to house master content types Publish and synchronize across multiple farm and or site collections

29. demo

30. Make it easy for users to enter metadata and use it Hierarchical taxonomy structure Metadata-driven navigation Capture metadata in Office Managed Metadata

31. Enterprise Content Management Content Aggregation Approvals and Versioning Drop-off Library & Content Organizer Digital Media Management Records Management & Records Center In Place vs. Records Center Hold and Discovery ILM and Retention Policies

32. Enable employees to deliver value fast with Document Sets Managed as a single entity Different types of content items Aggregation - Document Sets

33. Versioning and Approval Classic product functions User options Interactive approval Workflow approval

34. SharePoint Content Make it easy for users to enter metadata and use it Hierarchical taxonomy structure Metadata-driven navigation Capture metadata in Office Pre-Beta screenshots, subject to change

35. Rules-based Routing Drop-off Library and Content Organizer Move content based on content type Move content based on metadata and properties

36. Rich authoring and publishing for web and multi-media content Microsoft Confidential, Prototype Only Streaming video on web pages Ribbon menu for media content Digital-Asset Management Pre-Beta screenshots, subject to change Digital Media Content Management

37. demo

38. Declare a record in a team site Location-based policies Multi-stage disposition policies Enterprise Records Management

39. Records Management and Holds In place vs. Records Center Enablements Site Collection Feature “In Place Records Management” Records Center – Custom Site Collection Hold and eDiscovery Site Feature Custom Send To Actions (Cent. Admin) Move, Copy, Move and Leave Link

40. Information Lifecycle Management Default behavior is defined for Content Types (MMS) Redefine (override) at library/folder level Rich array of functions and custom workflow

41. demo

42. Web Content Management Decide on your paradigm – publishing vs. collaboration Business case – page creation by owners Edit and approve in place Optional - deployment paths

43. WCM and Migration – Planning and Architecture

44. All together now

45. ECM Cheat Sheet

47. SharePoint 2010 site: http://sharepoint.microsoft.com

48. SharePoint Team Blog: http://blogs.msdn.com/sharepoint/default.aspx

49. From KMAWebinars, white papers and blogs at www.kma-llc.net

51. Questions?

52. EvaluationsNext Steps Feb 2011 SPTechCon San Francisco (Admin & BI) Feb 2011 SPS San Diego (Managed Metadata & BI) Mar 2011 SPS Redmond (MMS) Mar 2011 Boston SPUser Group (BI with our next speaker, Sadie Van Buren) April 2011 SPS Boston June 2011 SPTechCon Boston (MMS & BI) Stay Tuned for @sadalit !

53. Thank you… Contact Details Email cmcnulty@kma-llc.net Blog http://blogs.kma-llc.net/microknowledge Twitter: http://twitter.com/cmcnulty2000 LinkedIn:http://www.linkedin.com/in/cmcnulty

55. Working with SharePoint since beta 2003 version

56. Over 40 SharePoint implementations

57. Microsoft Certified Technology Specialist Presenting: Assess Your SharePoint Maturity With The SharePoint Maturity Model Consulting Manager, Burntsand