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Welcome
Improving Information
and Document Management
With SharePoint
Simon Rawson
simon@powermark.net.au
0430 986 682
© PowerMark Solutions 2014
Overview
• Chapter 1: ISO15489 and SharePoint
• Chapter 2: Document Sets, Taxonomies,
Versioning and Metadata Navigation
• Chapter 3: Holds, Disposition, Information
Management and Content Organizer
• Chapter 4: Configuring Content Hubs and
Managed Metadata Services
• Chapter 5: Document and Web Accessibility
• Chapter 6: SharePoint 2013 update
Chapter 1
ISO 15489, Records Management and
SharePoint
ISO / AS 15489
• “The field of management responsible for the
efficient & systematic control of the creation,
receipt, maintenance, use & disposition of
records, including the processes for capturing
& maintaining evidence of & information
about business activities & transactions in the
form of records”
The Requirement for Managing
Records
• Public versus private sector
• Primary legislative drivers – generally public
sector
– National Archives Act and state legislation
– Many other Acts
– Privacy Amendment (Private Sector) Act 2000 –
extended FOI rights into the private sector
• AICD - records management a Board
governance responsibility
Some Key Resources
• ICA - Principles and Functional Requirements
for Records in Electronic Office Environments
• NAA – Checkup – A toll for assessing your
agency’s information and records
management
• Wise Technology - Analysis of MOSS 2007 and
SharePoint 2010 against ICA ERMS
Requirements
How Does SharePoint Stack Up?
•88% of Records functionality as defined by the ICA standard is now available
“out of the box” using Sharepoint 2010
•Additional configuration and Third party applications are required to provide
specific records compliance functionality
Compared with MOSS 2007
there are significant
improvements
High level requirements of ICA
Module 2
SharePoint RM Scorecard
• Electronic business information has to be actively managed and
reliably maintained as authentic evidence of business activity

• Business information has to be linked to its business context
through the use of metadata.

• Business information has to be kept and must remain accessible to
authorised users for as long as required.

• Business information has to be able to be disposed of in a managed,
systematic and auditable way.

• Systems should support good business information management as
an organic part of the business process.

• Systems for capturing and managing business information have to
rely on standardised metadata as an active, dynamic and integral
part of the recordkeeping process.

SharePoint RM Scorecard
• Systems have to ensure interoperability across platforms and
domains and over time

• Systems should rely as far as possible on open standards and
technological neutrality.

• Systems should have the capacity for bulk import and export using
open formats.

• Systems must maintain business information in a secure
environment

• As much metadata as possible should be system generated. 
• It should be as easy as possible for users to create/capture records
of business activity.

ICA Requirements
Key Areas of Non-compliance
• Native Security Classification
• Physical and Hybrid Records Management
• Metadata Export and transfer
• Email management and automated capture
of related metadata
• Complex Classification configuration
• Complex disposal and transfer actions
• Automated capture of non Microsoft content
Boiling Down Further
• Email capture – including metadata
• Item security
• Physical and hybrid records management
Summary
• Third party and configuration solutions are
available for all SharePoint gaps
• SharePoint stacks up better than some
specialist RM solutions
• Don’t approach this as an RM or compliance
problem - focus on user interaction with
information and things which make sense in
day-to-day practice
NAA Checkup 2.0
• Description
• How can Checkup 2.0 be used in my agency?
– information and records management SWOT
– identify areas of high risk
– prioritise other records and information
management attention
– support a case for resources or initiatives
– report to senior management on agency
compliance with NAA minimum requirements
– assist in planning strategies, policies, procedures
and training materials
NAA Checkup 2.0
• http://naa.gov.au/records-
management/check-up/index.aspx
• Walkthrough of Checkup 2.0
• Group discussion
Chapter 2
Document Sets, Taxonomies, Versioning, and
Metadata Navigation
Managing Check-in and Check-out
• Enabled in Document Library Settings page
along with Draft Item Security and Approval
• Check-out optionally downloads a temporary
copy to the user’s machine
– Defaults to My DocumentsSharePoint Drafts
– Local copies are deleted by check-in
• Check-in makes documents visible to others
• SharePoint Workspace allows check-out/in
version changes when offline
Version Control
• Each version is a complete copy
• Configured in Document Library Settings
• The number of retained major (published) and
minor (draft) versions can be specified
• Visibility of drafts can be restricted
• New or changed items can be held in draft
pending approval
Using Unique Document IDs
• Every document can have a unique ID
• The Document ID Service controls item IDs
• Prefix character strings for IDs apply across
Site Collections
• A search scope can be assigned for ID lookup
Site Columns
• Created at site or site collection level
• Automatically inherited by child sites
• Can be associated with lists and libraries
Content Types
• Think of as a “content classification” (e.g.: Proposal,
Purchase Order, Video, Invoice, Image, Project Plan, Contact
Record etc.)
• Each Content Type may specify:
– Associated columns (metadata fields)
– An associated template (e.g.: Purchase_Order.xslt)
– Workflows and information management policies
• Used for governance/consistency of specific content across
an enterprise
• Hierarchical
– Inherits properties of parent content type (e.g.: columns)
– Always inherited down from a site, site collection or content
type hub
Using Document Sets
• A content type with multiple content objects
• Document Sets are managed as a single unit
• Version control applies to the Set or
documents within the set
• Metadata applies to the set or documents
• Document Sets are an editable web part page
Metadata driven scenarios
FolksonomyManaged Taxonomy Open Hierarchies
Level of Control
GlobalLocal
Scope
Managed Metadata Service
• Enable classification, drill down, type ahead
and search throughout SharePoint
• Share Content Types and Term Stores across
Site Collections and Web Applications
• Each Managed Metadata Service has one
Term Store
• Term Stores can store multiple Term Sets and
Managed Keywords
Metadata Navigation and Filtering
• Navigation and filters are set on the Metadata
navigation Settings page under Site Settings
• Key features making metadata navigation and
filtering possible are:
– Indices
– Query builder enhancements
– Fallback queries
• The Content Query Web Part is used to display
filtered lists on publishing pages
Managed Metadata Column Type
• New column type in SharePoint 2010
• Managed keywords
– Unstructured to form “Folksonomy”
– Validation/auto complete against existing keywords
– 1 per content type
• Managed Terms
– Looks up a ‘Term set’
– Open or closed
– Supports synonyms, multi-lingual,
Managed Keywords
• Stored within the default Managed
Metadata Service
• Type-ahead feature helps ensure only
unique new keywords are added
• Suggests matching words from any term
store
• Assigned an ID when new term committed
to memory
• Can be promoted to managed terms
Enterprise / Managed Keywords &
Ratings
• Term Sets can be closed or open to keywords
• Administrators can block specific terms
• Keywords can be promoted to a Term Set
• MySites provide keyword management and
are searchable
• Ratings allow users to note the value of
documents – and is searchable
Using Term Sets
• Users, email addresses or groups of users can
be assigned term set management rights
• Terms can be added, reused, deprecated,
moved etc by a Term Set manager
• Term sets can be imported from CSV files
• Term sets can be closed or open (ie. users can
add tags)
• Specific terms can be blocked as tags
Enterprise / Managed Keywords &
Ratings
• Term Sets can be closed or open to keywords
• Administrators can block specific terms
• Keywords can be promoted to a Term Set
• MySites provide keyword management and
are searchable
• Ratings allow users to note the value of
documents – and is searchable
Site Templates for Structured
Document Management
• The Document Center site template is pre-
configured with:
–A Document Library with metadata
navigation turned on
–Content Query Web Part for returning
relevant results by logged-in user
• The Record Center site template is pre-
configured with Content Organizer and a
Record Library
Features to Configure for Document
and Records Management
• Site Features
– Content Organizer
– Hold and eDiscovery
• Site Collection Features
– Content Type Syndication Hub
– Document ID Service
– Document Sets
– In Place Records Management
– Library and Folder Based Retention
Chapter 3
Holds, Disposition, Information Management,
and Content Organizer
Out of the Box (OOB) Workflow
(Including the 3-state Workflow)
• OOB workflows are now based on the Office
Task
• OOB workflows are:
– Approval
– Collect Feedback
– Collect Signatures
– 3-state Workflow (enabled as a feature)
• Disposition Approval Workflow allows users to
retain or delete expired documents
Information Management Policies
• Information Management Policies are set by
content type or location
• Polices may be set for:
– Policy statements
– Barcodes
– Signatures
– Audit trails
– Retention and disposal
– Labels
Disposition Sentencing
• Retention Stages are rules governing the
disposition of records and non-records
• Different rules can apply to records and non-
records
• There is no limit to the number of policies
which can be set
• Defaults are set by Content Type, which can
be overridden at the library and folder level
The Drop-Off Library and Content
Organizer
• Available in every Site and Site Collection
• Drop Off Library is a staging point for initial
storage of content
• Content Organizer Rules determine location
based on priority, content type, and metadata
conditions
• Can automatically create folders based on
metadata values
• “Behind the scenes” operation
Content Organizer Rules
• Content Organizer Settings and Rules are
managed under Site Settings
• Rule Names are used in reports such as a
library’s File Plan Report
• The same rule can be applied to differently
named content types in other sites
• Rules define locations where content is stored,
and can create folders automatically
Records Management Overview
• All content can be treated as a record
• Records can be declared ‘in-place’ or moved
to a Records Center
• Content Organizer automates classification of
records
• Multiple retention stages can apply through
the lifetime of a policy
• Most processing is shielded from users by
workflow and automation
In-place Versus Record Centre Records
• When records are declared and moved to a
Records Center, a link to the record is left
• When using location based policy, policies are
specific to the library / location
• Hierarchical file plans are supported via multi-
level policies and Content Organizer Rules
• Overidable inheritance applies
Legal Holds and eDiscovery
• Typically apply during due diligence or
litigation
• Stages are identification, collection, and
preservation
• Held content cannot be edited and is
suspended from disposition
• Accessed through Site Settings -> Site
Administration
• Provides reports on holds
Exercise
Application of SharePoint to real world
information management
Content types Lists & libraries
Workflow
Filtering & metadata
navigation
Taxonomy Forms
Metadata Metrics, KPI and dashboards
External content types
Labels, barcodes and RFID
(third party – FileTrail)
Records declaration & lifecycle
management
Profiles, communities & social
media
Information Architecture
• 5 levels (CMMI model)
– Initial
– Repeatable
– Managed
– Measured
– Optimised
Process Maturity
Governance Structure
Sponsor
Strategic
Oversight
Intranet
Working
Group
Main Governance Elements
Chapter 4
Configuring Content Hubs and Managed
Metadata Services
Managed Metadata Service
• New feature in 2010
• One of 13 individual shared service apps
• Responsible for the storage and sharing of
enterprise keywords plus the syndication of
content types
Managed Metadata Service:
Defining Terms
Expression Definition
Keyword Unstructured user-generated word or phrase used to classify content
Term A node/leaf within a taxonomy (e.g.: Australia > NSW > Sydney) with
a unique ID
Term Store A database that stores terms and keywords
Taxonomy A formal, hierarchical collection of terms
Folksonomy An informal, unstructured collection of keywords
Tagging The process of applying keywords to a document or item
Content type hub A site collection from which its content types are made available to
other site collections, web apps and farms
Content Type Syndication The process of publishing content types from a hub to other web
apps and/or farms
Components of the
Managed Metadata Service
Content Type syndication
• Optional feature of the Managed Metadata
Service which publishes Content Types to
connected web apps
• Delivers consistency and governance
• Any site collection can become a hub
• Max 1 hub per Managed Metadata Service
• Can syndicate to other farms
Configuring a content type hub
• Identify hub site collection and enable
‘Content Type Syndication’ feature
• Specify hub url in MMS properties
• Enable hub consumption from MMS service
connection
• Publish specific content types from hub
• Check for and correct errors
• Wait for timer jobs to sync content types
Content type syndication:
Publishing Content Types
• Only nominated content types are published
• Publish, Republish, Unpublish
• Associated columns, policies & workflow
associations (not actual workflows)
• Consumed content types can be extended
• Error reporting service detects problems
• Timer Jobs
Planning Managed Metadata Services
and Content Hubs
Chapter 5
Document and Web Content
Accessibility
Relevance of Accessibility
• Government sector
– Accessibility compliance is mandatory
– Applies to government and agencies at all levels
– They take it seriously
• Private sector
– Accessibility is important to large organisations
– Monitoring for privacy and social media is
increasingly important – it’s a big risk issue
• Risk is real – the Disability Discrimination Act
provides teeth
Accessibility Standards
• W3C – Web Content Authoring Guidelines
(WCAG) – apply to documents and web content
• Adhering to WCAG provides defence against
litigation
• Current version 2.0, endorsed by the Australian
government June 30, 2010
• Mandatory for all federal, state and local
government agencies – timelines 2012-2014 –
both internal and external systems
• Electronic delivery notwithstanding, much
collateral is produced for print
• Brochures, manuals, catalogues, books
• Standard and groups of note are PDF UA
(universal access) and DAISY
• WHO has finished tagged, accessible PDF
• To be released in conjunction with the WHO
World Disability Report in June 2011
• Demo to AGIMO and the Department of
Health and Ageing in June
Print Accessibility
Microsoft’s SharePoint 2010
Compliance
• WCAG 2.0
– A: SP-Foundation Administration and
Configuration
– AA: All Default Content Pages
• *Customization voids conformance
• *Customers may make independent
conformance statements
Accessibility Improvements
• Improved keyboard support for elements
• Navigation focus consistent through elements
• Increased use of CSS for page layout
• Cross-browser support for Firefox and Safari
OOB Accessibility Issues
• No browser font resizing
• Visual labels for controls are consistently
missing
• Tables still used for layout in lieu of CSS
• Only skip navigation for navigation through
major areas of content
• ASP.NET page structure – by default wrapped
in a form
Solutions
• SharePoint can be made accessible
• Manually – design effort – customisations to
CSS, master pages and layout pages
• Via a third party product from HiSoftware
– Accessibility Foundation Module (AFM), which
supersedes Microsoft’s Accessibility Kit for
SharePoint (AKS)
– Sheriff SP – provides SharePoint workflow for
assessing accessibility and post-publication audit
Most EDRM functions were substantially
improved in SharePoint 2010. SharePoint 2013
additions include:
• eDiscovery Sites and Case Management
• Site Compliance (great for projects)
• Site Mailboxes
• Search Centers (Centres) and site specific
search
Ch 6: SharePoint 2013 Update

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Information and Records Management in SharePoint - An In-depth Review

  • 1. Welcome Improving Information and Document Management With SharePoint Simon Rawson simon@powermark.net.au 0430 986 682 © PowerMark Solutions 2014
  • 2. Overview • Chapter 1: ISO15489 and SharePoint • Chapter 2: Document Sets, Taxonomies, Versioning and Metadata Navigation • Chapter 3: Holds, Disposition, Information Management and Content Organizer • Chapter 4: Configuring Content Hubs and Managed Metadata Services • Chapter 5: Document and Web Accessibility • Chapter 6: SharePoint 2013 update
  • 3. Chapter 1 ISO 15489, Records Management and SharePoint
  • 4. ISO / AS 15489 • “The field of management responsible for the efficient & systematic control of the creation, receipt, maintenance, use & disposition of records, including the processes for capturing & maintaining evidence of & information about business activities & transactions in the form of records”
  • 5. The Requirement for Managing Records • Public versus private sector • Primary legislative drivers – generally public sector – National Archives Act and state legislation – Many other Acts – Privacy Amendment (Private Sector) Act 2000 – extended FOI rights into the private sector • AICD - records management a Board governance responsibility
  • 6. Some Key Resources • ICA - Principles and Functional Requirements for Records in Electronic Office Environments • NAA – Checkup – A toll for assessing your agency’s information and records management • Wise Technology - Analysis of MOSS 2007 and SharePoint 2010 against ICA ERMS Requirements
  • 7. How Does SharePoint Stack Up? •88% of Records functionality as defined by the ICA standard is now available “out of the box” using Sharepoint 2010 •Additional configuration and Third party applications are required to provide specific records compliance functionality Compared with MOSS 2007 there are significant improvements
  • 8. High level requirements of ICA Module 2
  • 9. SharePoint RM Scorecard • Electronic business information has to be actively managed and reliably maintained as authentic evidence of business activity  • Business information has to be linked to its business context through the use of metadata.  • Business information has to be kept and must remain accessible to authorised users for as long as required.  • Business information has to be able to be disposed of in a managed, systematic and auditable way.  • Systems should support good business information management as an organic part of the business process.  • Systems for capturing and managing business information have to rely on standardised metadata as an active, dynamic and integral part of the recordkeeping process. 
  • 10. SharePoint RM Scorecard • Systems have to ensure interoperability across platforms and domains and over time  • Systems should rely as far as possible on open standards and technological neutrality.  • Systems should have the capacity for bulk import and export using open formats.  • Systems must maintain business information in a secure environment  • As much metadata as possible should be system generated.  • It should be as easy as possible for users to create/capture records of business activity. 
  • 12. Key Areas of Non-compliance • Native Security Classification • Physical and Hybrid Records Management • Metadata Export and transfer • Email management and automated capture of related metadata • Complex Classification configuration • Complex disposal and transfer actions • Automated capture of non Microsoft content
  • 13. Boiling Down Further • Email capture – including metadata • Item security • Physical and hybrid records management
  • 14. Summary • Third party and configuration solutions are available for all SharePoint gaps • SharePoint stacks up better than some specialist RM solutions • Don’t approach this as an RM or compliance problem - focus on user interaction with information and things which make sense in day-to-day practice
  • 15. NAA Checkup 2.0 • Description • How can Checkup 2.0 be used in my agency? – information and records management SWOT – identify areas of high risk – prioritise other records and information management attention – support a case for resources or initiatives – report to senior management on agency compliance with NAA minimum requirements – assist in planning strategies, policies, procedures and training materials
  • 16. NAA Checkup 2.0 • http://naa.gov.au/records- management/check-up/index.aspx • Walkthrough of Checkup 2.0 • Group discussion
  • 17. Chapter 2 Document Sets, Taxonomies, Versioning, and Metadata Navigation
  • 18. Managing Check-in and Check-out • Enabled in Document Library Settings page along with Draft Item Security and Approval • Check-out optionally downloads a temporary copy to the user’s machine – Defaults to My DocumentsSharePoint Drafts – Local copies are deleted by check-in • Check-in makes documents visible to others • SharePoint Workspace allows check-out/in version changes when offline
  • 19. Version Control • Each version is a complete copy • Configured in Document Library Settings • The number of retained major (published) and minor (draft) versions can be specified • Visibility of drafts can be restricted • New or changed items can be held in draft pending approval
  • 20. Using Unique Document IDs • Every document can have a unique ID • The Document ID Service controls item IDs • Prefix character strings for IDs apply across Site Collections • A search scope can be assigned for ID lookup
  • 21. Site Columns • Created at site or site collection level • Automatically inherited by child sites • Can be associated with lists and libraries
  • 22. Content Types • Think of as a “content classification” (e.g.: Proposal, Purchase Order, Video, Invoice, Image, Project Plan, Contact Record etc.) • Each Content Type may specify: – Associated columns (metadata fields) – An associated template (e.g.: Purchase_Order.xslt) – Workflows and information management policies • Used for governance/consistency of specific content across an enterprise • Hierarchical – Inherits properties of parent content type (e.g.: columns) – Always inherited down from a site, site collection or content type hub
  • 23. Using Document Sets • A content type with multiple content objects • Document Sets are managed as a single unit • Version control applies to the Set or documents within the set • Metadata applies to the set or documents • Document Sets are an editable web part page
  • 24. Metadata driven scenarios FolksonomyManaged Taxonomy Open Hierarchies Level of Control GlobalLocal Scope
  • 25. Managed Metadata Service • Enable classification, drill down, type ahead and search throughout SharePoint • Share Content Types and Term Stores across Site Collections and Web Applications • Each Managed Metadata Service has one Term Store • Term Stores can store multiple Term Sets and Managed Keywords
  • 26. Metadata Navigation and Filtering • Navigation and filters are set on the Metadata navigation Settings page under Site Settings • Key features making metadata navigation and filtering possible are: – Indices – Query builder enhancements – Fallback queries • The Content Query Web Part is used to display filtered lists on publishing pages
  • 27. Managed Metadata Column Type • New column type in SharePoint 2010 • Managed keywords – Unstructured to form “Folksonomy” – Validation/auto complete against existing keywords – 1 per content type • Managed Terms – Looks up a ‘Term set’ – Open or closed – Supports synonyms, multi-lingual,
  • 28. Managed Keywords • Stored within the default Managed Metadata Service • Type-ahead feature helps ensure only unique new keywords are added • Suggests matching words from any term store • Assigned an ID when new term committed to memory • Can be promoted to managed terms
  • 29. Enterprise / Managed Keywords & Ratings • Term Sets can be closed or open to keywords • Administrators can block specific terms • Keywords can be promoted to a Term Set • MySites provide keyword management and are searchable • Ratings allow users to note the value of documents – and is searchable
  • 30. Using Term Sets • Users, email addresses or groups of users can be assigned term set management rights • Terms can be added, reused, deprecated, moved etc by a Term Set manager • Term sets can be imported from CSV files • Term sets can be closed or open (ie. users can add tags) • Specific terms can be blocked as tags
  • 31. Enterprise / Managed Keywords & Ratings • Term Sets can be closed or open to keywords • Administrators can block specific terms • Keywords can be promoted to a Term Set • MySites provide keyword management and are searchable • Ratings allow users to note the value of documents – and is searchable
  • 32. Site Templates for Structured Document Management • The Document Center site template is pre- configured with: –A Document Library with metadata navigation turned on –Content Query Web Part for returning relevant results by logged-in user • The Record Center site template is pre- configured with Content Organizer and a Record Library
  • 33. Features to Configure for Document and Records Management • Site Features – Content Organizer – Hold and eDiscovery • Site Collection Features – Content Type Syndication Hub – Document ID Service – Document Sets – In Place Records Management – Library and Folder Based Retention
  • 34. Chapter 3 Holds, Disposition, Information Management, and Content Organizer
  • 35. Out of the Box (OOB) Workflow (Including the 3-state Workflow) • OOB workflows are now based on the Office Task • OOB workflows are: – Approval – Collect Feedback – Collect Signatures – 3-state Workflow (enabled as a feature) • Disposition Approval Workflow allows users to retain or delete expired documents
  • 36. Information Management Policies • Information Management Policies are set by content type or location • Polices may be set for: – Policy statements – Barcodes – Signatures – Audit trails – Retention and disposal – Labels
  • 37. Disposition Sentencing • Retention Stages are rules governing the disposition of records and non-records • Different rules can apply to records and non- records • There is no limit to the number of policies which can be set • Defaults are set by Content Type, which can be overridden at the library and folder level
  • 38. The Drop-Off Library and Content Organizer • Available in every Site and Site Collection • Drop Off Library is a staging point for initial storage of content • Content Organizer Rules determine location based on priority, content type, and metadata conditions • Can automatically create folders based on metadata values • “Behind the scenes” operation
  • 39. Content Organizer Rules • Content Organizer Settings and Rules are managed under Site Settings • Rule Names are used in reports such as a library’s File Plan Report • The same rule can be applied to differently named content types in other sites • Rules define locations where content is stored, and can create folders automatically
  • 40. Records Management Overview • All content can be treated as a record • Records can be declared ‘in-place’ or moved to a Records Center • Content Organizer automates classification of records • Multiple retention stages can apply through the lifetime of a policy • Most processing is shielded from users by workflow and automation
  • 41. In-place Versus Record Centre Records • When records are declared and moved to a Records Center, a link to the record is left • When using location based policy, policies are specific to the library / location • Hierarchical file plans are supported via multi- level policies and Content Organizer Rules • Overidable inheritance applies
  • 42. Legal Holds and eDiscovery • Typically apply during due diligence or litigation • Stages are identification, collection, and preservation • Held content cannot be edited and is suspended from disposition • Accessed through Site Settings -> Site Administration • Provides reports on holds
  • 43. Exercise Application of SharePoint to real world information management Content types Lists & libraries Workflow Filtering & metadata navigation Taxonomy Forms Metadata Metrics, KPI and dashboards External content types Labels, barcodes and RFID (third party – FileTrail) Records declaration & lifecycle management Profiles, communities & social media
  • 45. • 5 levels (CMMI model) – Initial – Repeatable – Managed – Measured – Optimised Process Maturity
  • 48. Chapter 4 Configuring Content Hubs and Managed Metadata Services
  • 49. Managed Metadata Service • New feature in 2010 • One of 13 individual shared service apps • Responsible for the storage and sharing of enterprise keywords plus the syndication of content types
  • 50. Managed Metadata Service: Defining Terms Expression Definition Keyword Unstructured user-generated word or phrase used to classify content Term A node/leaf within a taxonomy (e.g.: Australia > NSW > Sydney) with a unique ID Term Store A database that stores terms and keywords Taxonomy A formal, hierarchical collection of terms Folksonomy An informal, unstructured collection of keywords Tagging The process of applying keywords to a document or item Content type hub A site collection from which its content types are made available to other site collections, web apps and farms Content Type Syndication The process of publishing content types from a hub to other web apps and/or farms
  • 51. Components of the Managed Metadata Service
  • 52. Content Type syndication • Optional feature of the Managed Metadata Service which publishes Content Types to connected web apps • Delivers consistency and governance • Any site collection can become a hub • Max 1 hub per Managed Metadata Service • Can syndicate to other farms
  • 53. Configuring a content type hub • Identify hub site collection and enable ‘Content Type Syndication’ feature • Specify hub url in MMS properties • Enable hub consumption from MMS service connection • Publish specific content types from hub • Check for and correct errors • Wait for timer jobs to sync content types
  • 54. Content type syndication: Publishing Content Types • Only nominated content types are published • Publish, Republish, Unpublish • Associated columns, policies & workflow associations (not actual workflows) • Consumed content types can be extended • Error reporting service detects problems • Timer Jobs
  • 55. Planning Managed Metadata Services and Content Hubs
  • 56. Chapter 5 Document and Web Content Accessibility
  • 57. Relevance of Accessibility • Government sector – Accessibility compliance is mandatory – Applies to government and agencies at all levels – They take it seriously • Private sector – Accessibility is important to large organisations – Monitoring for privacy and social media is increasingly important – it’s a big risk issue • Risk is real – the Disability Discrimination Act provides teeth
  • 58. Accessibility Standards • W3C – Web Content Authoring Guidelines (WCAG) – apply to documents and web content • Adhering to WCAG provides defence against litigation • Current version 2.0, endorsed by the Australian government June 30, 2010 • Mandatory for all federal, state and local government agencies – timelines 2012-2014 – both internal and external systems
  • 59. • Electronic delivery notwithstanding, much collateral is produced for print • Brochures, manuals, catalogues, books • Standard and groups of note are PDF UA (universal access) and DAISY • WHO has finished tagged, accessible PDF • To be released in conjunction with the WHO World Disability Report in June 2011 • Demo to AGIMO and the Department of Health and Ageing in June Print Accessibility
  • 60. Microsoft’s SharePoint 2010 Compliance • WCAG 2.0 – A: SP-Foundation Administration and Configuration – AA: All Default Content Pages • *Customization voids conformance • *Customers may make independent conformance statements
  • 61. Accessibility Improvements • Improved keyboard support for elements • Navigation focus consistent through elements • Increased use of CSS for page layout • Cross-browser support for Firefox and Safari
  • 62. OOB Accessibility Issues • No browser font resizing • Visual labels for controls are consistently missing • Tables still used for layout in lieu of CSS • Only skip navigation for navigation through major areas of content • ASP.NET page structure – by default wrapped in a form
  • 63. Solutions • SharePoint can be made accessible • Manually – design effort – customisations to CSS, master pages and layout pages • Via a third party product from HiSoftware – Accessibility Foundation Module (AFM), which supersedes Microsoft’s Accessibility Kit for SharePoint (AKS) – Sheriff SP – provides SharePoint workflow for assessing accessibility and post-publication audit
  • 64. Most EDRM functions were substantially improved in SharePoint 2010. SharePoint 2013 additions include: • eDiscovery Sites and Case Management • Site Compliance (great for projects) • Site Mailboxes • Search Centers (Centres) and site specific search Ch 6: SharePoint 2013 Update