This document discusses key features in SharePoint related to document management, records management, and web content management. It describes document libraries, content types, templates, and policies that allow organizations to control the lifecycle of documents. It also explains records centers and the DoD 5015.2 standard for compliant records management, including routing records, holds, and an immutable records repository. Overall, the document outlines how SharePoint provides capabilities for organizations to centrally manage documents, records, and web content throughout their lifecycles.

2. Fabián Imaz, Director MOSSCA.org; CUMUY
Juan Andrés Valenzuela; MVP MOSS, MOSSCA.org

3. SharePoint Server 2007 Feature Areas
Web Content Administración
ECM Fundamentos: Document
Administración
Records Administración

4. •Herrameintas del Usuario Trabajo individual
Collaboration Content
• Servidores  La Organización Administraci
ón
Portals Serv
Search
ers
Streamlined Business
processes intelligence
Word Business
processing modelling
Clients Data
Presentations management
Information
management

5. Administración de Documentos
“La administración de documentos controla el
ciclo de vida de los documentos de la
organización, es decir, cómo se crean,
revisan, publican y usan, además de cómo se
eliminan o conservan al final del ciclo. Aunque
el término "administración" implica el control
completo de la información, un sistema de
administración de documentos eficaz debe
reflejar la referencia cultural de la
organización que vaya a usarlo”

6. Records Administración
“Records Management es una disciplina que
estudia el tratamiento adecuado en las
organizaciones a ciertos activos de
información denominados registros”
Wikipedia.

7. Web Content Administración
“Sistema que permite la administración,
creación, manejo, eliminación de páginas web
y los contenidos vinculados a éstos.”
Wikipedia

9. Publicación de Sitios
Tipos de Contenido y Layouts de Páginas
Administrando contenido web

10. Tipos de Contenidos de Páginas
Plantillas de Páginas
Páginas de Contenido
Bibliotecas de Páginas

11. Out-of-the-box Tipos de Contenido for
Publishing
Article Page
Redirect Page
Welcome Page

12. Web page templates that define the content layout
Created in SharePoint Designer (optional)
“Married” to the page layout content type
Field and Content Controls = Metadata from Content
Type

13. Content Page = Document in a Library
Instance of a page layout
WYSIWYG

14. Check In / Checkout and Publish
Spell Check
Workflow
Unpublished Items

15. Storage for content pages
Page content is metadata on the page!
Familiar document management concepts apply

18. Document Administración Pains
The Core Platform
Document Libraries
Tipos de Contenido
Site Columns
Document Centers
Demos & Scenario

19. Document Administración Pains

20. Document Libraries
Document storage
Security
Library-level Security
Folder and Item-level
Security
Require Content
Approval
Draft Item Security

21. Document Libraries
Versioning
Check-in / Checkout
Major and Minor Versioning
Version Administración
Require Checkout

22. Document Libraries
Workflows
Approval
Collect Feedback
Collect Signatures
Disposition Approval
Custom…

23. Document Libraries
Metadata (a.k.a. Columns)
Provide context
Options:
Text
Lookups
Dates
Boolean
Custom

24. Document Libraries
Views
Provide different display based on metadata captured
Options:
Filtering
Sorting
Grouping

25. Document Libraries
Capabilities
Upload single / multiple
Datasheet Mode
Explorer View
Outlook 2007 Integration
RSS / Alerts
Recycle Bin
Send To

27. Una analogía

28. Una Analogía
Etiqueta= Content Type (Metadata, Template)
Fecha de Vencimiento= Retention / Disposition Políticas
Fecha de Manufactura= Auditing
Cómo se fabricó = Workflow
Quien puede disponer de este producto en la despensa=
Security

29. Tipos de Contenido
Beneficios
Centralized Administración
Organization of Metadata and Behavior
Control and Governance
Reuse
Inheritance
Definiciones
Metadata / Document Information Panel
Document Template
Workflow
Políticas

30. Tipos de Contenido: Administración
Top-level site “gallery”
Child sites inherit

31. Tipos de Contenido: Administración
Name / Description
Parent Content
Type
Group

32. Tipos de Contenido: Metadata
Existing “Site Columns”
New “Site Column”

33. Tipos de Contenido: Plantillas de
Documentos
Use Plantillas de Documentos to avoid “Copy
Document Syndrome”

34. Tipos de Contenido: Políticas
Políticas enforcement
Capabilities
Labels
Auditing
Expiration
Barcodes
Custom

35. Tipos de Contenido: The DIP
Document
Information
Panel
InfoPath 2007
Form
Requiere Office
2007

36. Document Center Site Template
Site template dedicated to document management
Tipos de Contenido enabled
Versioning Settings enabled
Tree View enabled
Relevant Documents Web Part

39. Conceptos de Administración de Registros
Records Center Site Template
DoD 5015.2

40. Documents authored and initially managed
in a “collaboration” space
“Official” documents must be retained to
comply with legislation
Logically categorized and organized
Available
Immutable
Auditable
Disposable
Suspend Disposition

41. Site template dedicated to records management
Record Routing
Hold Administración
Unclassified Records Administración
Owned by “Records Managers”

42. SharePoint provides one record center per
Farm
Configured in Central Administration

43. Define a “route” for records based on content type
Checks content type of incoming document and “routes”
to defined document library.

44. Corresponding Document Library is configured in Records
Repository
Define required metadata columns / associate content type
Define auditing
Define policies
Checks content type of incoming document and “routes” it to defined
document library.
Deposits document and metadata in corresponding library.
Metadata stored in XML and promoted to available columns
Version history
Unique document name generated to avoid overwrite

46. Holds created to:
Identify documents that are being reviewed for legal reasons
Ensure that document cannot be deleted or expired by policies

47. US Department of Defense Standard
Available for companies that must comply to these standards
Deployed as a set of “Features” that provide enhanced capabilities to
the default records center site.
Additional Information:
http://www.microsoft.com/sharepoint/capabilities/ecm/dod5015.mspx

49. Fabián Imaz, Director MOSSCA.org; CUMUY
Juan Andrés Valenzuela; MVP MOSS, MOSSCA.org