Code PaLOUsa - Architecting a Content Management Solution with SharePoint 2013
Architecting a Content ManagementSolution with SharePoint 2013Patrick Tucker
Bio• Patrick Tucker• President and Lead Consultant• White Owl Tech LLC• MCT, MCTS, MCPD, MCITP, MCSD, MCAD, MCDBA• firstname.lastname@example.org• Blog: www.tuckersnet.com• Twitter: @TuckersNet
So many documents, so little timeWhere do your documents go in SharePoint?How are they managed?Document management controls the lifecycle of documents in your organization —how they are created, reviewed, andpublished, and how they are ultimatelydisposed of or retained.How does SharePoint 2013 help toorganize, store, route and retaindocuments?
Enterprise Content Management• Defining and Organizing• Storing Documents in SharePoint• Enterprise Content Types• Managed Metadata Service (Taxonomy)• Tracking and Routing• Content Organizer• Document ID Service• Document Sets• Management and Retention• In Place Records Management• Information Management Policies & Retention• Holds and eDiscovery
Document Management Features• Site Collection Features• Content Type Syndication Hub• Document ID Service• Document Sets• In Place Records Management• Library and Folder Based Retention• Site Features• Content Organizer• Hold and eDiscovery
Advice from TechNethttp://technet.microsoft.com/en-us/library/cc262215.aspx
Document Libraries• Document Libraries are the primary containers, whichgroup content types• Can receive documents by drag and drop, uploading orthrough a Site Mailbox
Folders and Document Sets• Folder can organize content and may seem like a tempting option• Document sets organize, share metadata and provide a welcomepage
Document Center• Don’t buy your features one at a time, bundle them!• A site template designed to create large document repositories• Comes equipped with all the features needed to manage doc lifecycles• Not available in SharePoint Foundation 2013
Metadata and Content Types• Metadata is simply additional data• List level - Columns associated with library• Site level – shared content definitions• Enterprise Level – Content Type Hub• Values may be driven by taxonomy terms (think of choice fields onsteroids)
Enterprise Content Types• One site can become the source of record for content types and sharethem across the entire farm• Governance issue – consistent use of content types across the enterprise• Choose which content types in the gallery to be published
Content Type Syndication• MMS Properties - the place to start• Create and publish content types in the ―hub‖ site andconsume in sites within the web application• 2 Timer jobs control availability – ―Content Type Hub‖and ―Content Type Subscriber‖• Set property to consume content types!
Taxonomy Term Store• Terms Sets contain terms which can easily be updatedover time• Existing taxonomies may be imported
What happens to documents over time?• What if documents need to move later on?• What if documents need to be redirected to more specific librariesas they are added?• How do I keep track of documents if they move?• What if I need to group documents together in a more specificway?
Send To Connections• Allows moving documents from one library to another across sites• Send To Connections are configured in Central Administration• OfficialFile.asmx at the site level is used• Can be set at the library level• Are key to understanding the next step…
Content OrganizerContent is routed toa specified locationbased on the criteriaaboveSpecify alternatecontent type namesto accommodatetaxonomydifferencesSubmissionsmatched to acontent type
Document ID Service If documents need to move from place to place, how do we keep track? Document IDs remain consistent as documents move You can search for a document by its ID Assigned IDs may be partially customized
Information Management Policies• Can be implemented at Site, Content Type and Library levels• Handle document retention and auditing• Different policies may be created for documents and records• Direct effect on the life cycle of documents
Holds and eDiscovery Holds allow documents to be ―frozen‖ in place or recorded in a specific statefor legal or auditing purposes. Holds can be done in the site via the ―Hold‖feature eDiscovery is the process of locating content (through Search)that should beadded to a hold. eDiscovery may take place in the site or via a new site template called the―eDiscovery Center‖
Discovery Center Site Template• Discovery Center site to perform eDiscovery queries across multiple SharePointfarms and Exchange servers• In-place preservation of Exchange mailboxes and SharePoint sites Support forsearching and exporting content from file shares.• The ability to export discovered content from Exchange Server 2013 andSharePoint Server 2013.
What is a ―Record‖?A record is a document or other electronic or physical entity in an organization that servesas evidence of an activity or transaction performed by the organization and that requiresretention for some time period. Holds are designed to be temporary. Records are designed to be permanent Records may be declared in place or moved to a Record Center Records are locked down and can be read but no longer edited
Cross Site Publishing• The cross site publishing feature allowsreuse of list and library content across sites.• Create a library in one, share it acrossothers and sync changes.• Libraries become catalogs that otherpublishing sites can consume• Search is used to retrieve content and―Result Sources‖ are automaticallypopulated with content from a list orlibrary.
Search• Search may be used to find documents wherever they live in one ormore site collections• Search may be narrowed to a specific content type or to locating alldocuments tagged with specific metadata• The Search Center site template provides a one stop shop for allyour search related needs• The Content Search Web Part displays crawled content based onqueries defined in web parts. Category pages contain these webparts to aggregate published content