Content is King - ECM in SharePoint 2010 - SharePoint Saturday Denver

Content is King - Enterprise Content
Management in SharePoint 2010
Chris McNulty
SharePoint Strategic Product Manager
Quest Software

Chris McNulty
• SharePoint Strategic Product Manager
at Quest Software
• 10+ years with SharePoint
• 20 years consulting (led KMA SharePoint
practice) and financial services
technology (Santander, John
Hancock/Manulife, GMO, State Street)
• MBA in Investment Management from
Boston College
• Write and speak often on Microsoft IW
technologies (blogs & books)
• MCSE MCTS MSA MVTSP MCC
• Hiking, cooking, playing guitar, colonial
history, photography
• My family: Hayley, three kids (17, 7, 5)
and my dog Stan

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©2011 Quest Software, Inc. All rights reserved..

Welcome to Denver – Orange Crush

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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
• Putting it Together
• The classification challenges…and answers
• Q&A and Summary

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Enterprise Content Management
“Sentence Structure”

Adjective Noun Verbs

Example Red Spreadsheets Copy to Folder

SharePoint 2007 -- Content Type “Copy”

SharePoint 2010 Managed Metadata Documents Copy, Link, Move,
(Content Types and/or Update
Taxonomy)
Find and use!

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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)

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Wait, what was SharePoint again?

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Ribbon UI
SharePoint Workspace
SharePoint Mobile
Office Client and Office Web App Integration
Business Connectivity Services Standards Support
InfoPath Form Services
External Lists
Workflow
SharePoint Designer
Sites
Tagging, Tag Cloud, Ratings
Visual Studio
Social Bookmarking
API Enhancements
REST/ATOM/RSS
Composites Communities Blogs and Wikis
My Sites
Activity Feeds
Profiles and Expertise
Org Browser
PerformancePoint Services
Insights Content
Excel Services
Chart Web Part
Visio Services
Web Analytics Enterprise Content Types
Search Metadata and Navigation
SQL Server Integration
PowerPivot Document Sets
Multi-stage Disposition
Social Relevance Audio and Video Content Types
Phonetic Search Remote Blob Storage
Navigation List Enhancements
FAST Integration
Enhanced Pipeline

SharePoint Information Architecture
(http://intranet)

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2010 Managed Metadata Service
• Centralized enterprise
repository for tag
hierarchies and keywords
• Publish and subscribe
model for distributed
content types

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

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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

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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

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MMS - Shared Service Applications
• 2007 Shared Services
Provider has been User Profiles

Metadata
decoupled.
Search

• Each element is now a
Excel Calc
Visio

Shared Service
Application
• MMS is an SSA
• Administer metadata
http://globalweb http://itportal
without being a farm
admin

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

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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

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Content Type Hubs
• Define one master site
collection to house
Managed Metadata Service Application

master content types
• Publish and synchronize
Primary Site Collection

across multiple farm and Content Type Hub

or site collections Other Site Collection

Local Content Types Subscribed Content Types

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DEMO
• MMS Usage

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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

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Aggregation - Document Sets

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Versioning and Approval
• Classic product
functions
• User options
• Interactive
approval
• Workflow approval

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DEMO
• Versioning and Approval
• Document Sets

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

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Digital Media Content Management

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DEMO
• Content Organizer
• Digital Media Management

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Enterprise Records Management

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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

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

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

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WCM and Migration – Planning and Architecture

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All together now
• Multiuser editing
• Work in SharePoint Workspace
Initial
Collaboration • Work in OWA

• Send from Document Center and leave behind a link
• Look for PowerPoint Files
Drop-off
Library • Require a Department

• If Marketing Send to Home Page Library
• If Not Send to Presentation Archive
Routing

• Marketing Forever
• Others Three Months
Retention

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Demo – SharePoint ECM

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So many documents, so little
time…

ECM Pyramid

Actions
100s

Documents
1000s

Descriptions, Tags, Classificatio
ns
10 X 1000s
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Classification challenges
• “Verbs” - Actions
• ECM
• Search, navigation, findability
• “Nouns” – Documents
• “Adjectives” - Classifications
• Manual data entry
• The cost of the *

• Custom development
• Text vs. context
• Event receivers
• Workflow models
• FAST Pipeline

• Auto-classification

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ECM Cheat Sheet
Function Feature Scope Where to configure it

Content Organizer Site Site Settings | Content
Organizer Rules
Hold and eDiscovery Site Site Settings | Hold and
eDiscovery Section
In place Records Site Collection Context Menu |
Management Compliance Details
Send to Records Center Define in Central Admin Central Admin: General
Settings | Send TO
Connections
ILM Variable Content Type definition;
or override at
library/folder level in
library settings –
Information
Management Policy
Settings
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Resources
• From Microsoft:
• SharePoint 2010 site: http://sharepoint.microsoft.com
• SharePoint Team Blog: http://blogs.msdn.com/sharepoint/default.aspx

• From Quest
• www.quest.com
• www.sharepointforall.com

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•Questions
•Contact Me
•SharePint Saturday –
Katie Mullins

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Thank you…
• Contact
• Email chris.mcnulty@quest.com
• Blog http://www.chrismcnulty.net/blog
• Also http://www.sharepointforall.com
• Also http://blogs.kma-llc.net/microknowledge
• Twitter: @cmcnulty2000
• LinkedIn:http://www.linkedin.com/in/cmcnulty
• Upcoming:
• Nov. 2011 – Microsoft New England (Best of SPC2011)
• Dec. 2011 – SPS South Florida, PSSPUG/Seattle, Gilbane
Boston
• Jan. 2011 – SPS Austin TX (Business Intelligence)

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Questions?
Get more information at
www.Quest.com/ControlYourChaos

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Content is King - ECM in SharePoint 2010 - SharePoint Saturday Denver

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