Patrick Tucker provides an overview of document management features in SharePoint 2013. He discusses organizing documents using content types, metadata, and taxonomies. Documents can be stored in document libraries and managed using features like document sets, information management policies, holds, and records management. The content organizer and document ID service help track documents that move between libraries. Search and cross-site publishing aid in locating and reusing documents across sites.

1. Architecting a Content Management
Solution with SharePoint 2013
Patrick Tucker

2. Bio
• Patrick Tucker
• President and Lead Consultant
• White Owl Tech LLC
• MCT, MCTS, MCPD, MCITP, MCSD, MCAD, MCDBA
• ptucker@whiteowltech.com
• Blog: www.tuckersnet.com
• Twitter: @TuckersNet

3. So many documents, so little time
Where do your documents go in SharePoint?
How are they managed?
Document management controls the life
cycle of documents in your organization —
how they are created, reviewed, and
published, and how they are ultimately
disposed of or retained.
How does SharePoint 2013 help to
organize, store, route and retain
documents?

4. 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

5. 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

6. So, where do I put it?

7. Advice from TechNet
http://technet.microsoft.com/en-us/library/cc262215.aspx

8. Document Libraries
• Document Libraries are the primary containers, which
group content types
• Can receive documents by drag and drop, uploading or
through a Site Mailbox

9. Folders and Document Sets
• Folder can organize content and may seem like a tempting option
• Document sets organize, share metadata and provide a welcome
page

10. 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 life
cycles
• Not available in SharePoint Foundation 2013

11. So, how do I organize it?

12. 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 on
steroids)

13. Enterprise Content Types
• One site can become the source of record for content types and share
them across the entire farm
• Governance issue – consistent use of content types across the enterprise
• Choose which content types in the gallery to be published

14. Content Type Syndication
• MMS Properties - the place to start
• Create and publish content types in the ―hub‖ site and
consume in sites within the web application
• 2 Timer jobs control availability – ―Content Type Hub‖
and ―Content Type Subscriber‖
• Set property to consume content types!

15. Taxonomy Term Store
• Terms Sets contain terms which can easily be updated
over time
• Existing taxonomies may be imported

16. Tracking and Routing

17. What happens to documents over time?
• What if documents need to move later on?
• What if documents need to be redirected to more specific libraries
as they are added?
• How do I keep track of documents if they move?
• What if I need to group documents together in a more specific
way?

18. 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…

19. Content Organizer
Content is routed to
a specified location
based on the criteria
above
Specify alternate
content type names
to accommodate
taxonomy
differences
Submissions
matched to a
content type

20. 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

21. Management and Retention

22. 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

23. Holds and eDiscovery
 Holds allow documents to be ―frozen‖ in place or recorded in a specific state
for 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 be
added to a hold.
 eDiscovery may take place in the site or via a new site template called the
―eDiscovery Center‖

24. Discovery Center Site Template
• Discovery Center site to perform eDiscovery queries across multiple SharePoint
farms and Exchange servers
• In-place preservation of Exchange mailboxes and SharePoint sites Support for
searching and exporting content from file shares.
• The ability to export discovered content from Exchange Server 2013 and
SharePoint Server 2013.

25. What is a ―Record‖?
A record is a document or other electronic or physical entity in an organization that serves
as evidence of an activity or transaction performed by the organization and that requires
retention 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

26. In-place Records Management

27. Records Center Template
• If you want to keep all records in one place, there’s a template for that.
• Site template used to create a dedicated site for Records with features
automatically activated.

28. Publishing and Locating Documents

29. Cross Site Publishing
• The cross site publishing feature allows
reuse of list and library content across sites.
• Create a library in one, share it across
others and sync changes.
• Libraries become catalogs that other
publishing sites can consume
• Search is used to retrieve content and
―Result Sources‖ are automatically
populated with content from a list or
library.

30. Search
• Search may be used to find documents wherever they live in one or
more site collections
• Search may be narrowed to a specific content type or to locating all
documents tagged with specific metadata
• The Search Center site template provides a one stop shop for all
your search related needs
• The Content Search Web Part displays crawled content based on
queries defined in web parts. Category pages contain these web
parts to aggregate published content

31. Questions
• ptucker@whiteowltech.com
• Blog: www.tuckersnet.com
• Twitter: @TuckersNet