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ECM And Enterprise Metadata in SharePoint 2010
This document discusses Enterprise Content Management (ECM) and enterprise metadata in SharePoint. It defines ECM as strategies and tools for capturing, managing, storing, and delivering organizational content and documents. It describes key ECM capabilities in SharePoint like document management, records management, and web content management. It also explains how SharePoint features like document sets, content types, and metadata navigation improve ECM. Finally, it outlines the enterprise metadata service which allows centralized management of terms across SharePoint.
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ECM And Enterprise Metadata in SharePoint 2010
- 1. ECM and Enterprise Metadata Enterprise Content Management and Enterprise Metadata
- 2. AGENDA Introduce ECM ECM andEnterprise Metadata Document Management Record Management Web Content Management Enterprise Metadata
- 3. What is ECM? EnterpriseContent Management (ECM) is the strategies, methods, and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.
- 4. Why ECM? Helps bringstructure out of chaos Helps maintain order when the structure becomes too big. Cover both unstructured and structured data for an organization Avoid the chaos of unmanaged and unchecked content development that leads to duplication, rework, and wasted time and money.
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- 6. What is ECMin SharePoint? Provides an expanded subset of options, an expanded scope, and is more extensible than in previous versions. ECM features are available to everyone in the enterprise, are easy to use, and support a broad range of content from the formal and structured to the informal and unstructured. ECM features and functionality are also highly extensible and scalable.
- 7. ECM in SharePoint DocumentManagement Record Management Web Content Management Digital Assets Management Enterprise Metadata Management
- 8. ECM in SharePoint DigitalAssets Management Supports the ingestion, annotation, storage, retrieval, and rendering of digital content, including audio, video, and images. Document Management Create, store, and track documents, document sets, and other types of content. Includes technology that can use to navigate through collections of documents and filter based on metadata, and a way to locate documents based on metadata defaults.
- 9. ECM in SharePoint RecordManagement Identifying documents as records, and ways to manage those records throughout their life cycle—identifying and creating records, eDiscovery or hold, auditing, expiration, and disposal. Supports managing records in an archive or repository, and supports in-place records management.
- 10. ECM in SharePoint WebContent Management Enables the configuration, deployment, customization, and optimization of sites, site collections, pages, Web Parts, and documents. Enterprise Metadata A hierarchical collection of centrally managed terms that you can define and then use as metadata throughout SharePoint Server 2010 and other Microsoft Office 2010 applications.
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- 12. “Featurization” of ECM MOSS 2007 Document Center Record Center SharePoint Server 2010 Refactored into SharePoint Features
- 13. “Featurization” of ECM ContentOrganizer Document ID Service Document Sets Holds and eDiscovery In-Place Records Management Metadata Navigation and Filtering Ratings
- 14. Document Management Document Sets Enables users to create a single work product that contains multiple work items Base on specific content type called Document Sets: Allow Content Types Shared Fields Welcome Page Default Content
- 15. Document Management Create ContentTypes that will be allowed in the Document Sets Create new Content Type that derives from the Document Set content type Add Document Set to document library
- 16. Document IDs All documentsand document sets within that site collection are automatically assigned a site collection scope unique ID Users will always be able to find it using the unique document ID. Document IDs are generated by a document ID provider.
- 17. Records Management Custom documentprovider can be implemented to replace the oob funcitonality Inherit your provider from the Microsoft.Office.DocumentManagement.DocumentIdP rovider Replace provider using Microsoft.Office.DocumentManagement. DocumentId.SetProvider() Applies change in Site Collection level
- 18. Records Management Converting manyof the records management–specific capabilities into SharePoint features Some of the records management features Content Organizer Holds and eDiscovery In-Place Records Management
- 19. Content Organizer Users typicallyneed a good understanding of the site / library structure to know where to save documents Content organizer - users upload to sites Routing rules will determine where the document is saved Routing rules defined by site administrators
- 20. Web Content Management Enableyou to configure, customize, develop, optimize, and publish sites, site collections, pages, Web Parts, and documents Controlled consistency Rich customization features and extensibility through the user interface (UI) and the object model. Extensive integration with Microsoft Office 2010 that Functionality in one integrated set of capabilities that you can use to create dynamic, customized Web sites.
- 21. Web Content Management ContentQuery WebPart Context filters introduced Filter query results based on query string or current page content values MOSS 2007 only allowed static filters OOTB SharePoint Server 2010 adds capability for page authors / designers to select content fields to display via customization UI In MOSS 2007, developers had to manually specify these fields in the CQWP’s CommonViewFields property & in the XSLT
- 22. Enterprise Metadata Huge investmentsin metadata across the platform Metadata based navigation Easier for users as content is more discoverable Content stewards help in creating indices on metadata fields for enhanced nav. performance Users can now filter search results using metadata of result set Location based metadata Content stewards create helpers for libraries & content types
- 23. Enterprise Metadata Service Application(Term Store) » Groups » Term Sets » Terms Locations » Cities » Redmond Administrators & users create term stores & terms Flat list or hierarchical list Disambiguating, reusing, merging & deprecating terms Custom properties available from OM Term store facilitates the management & retrieval of metadata & relationships Terms can belong to one or more term sets Translations & synonyms
- 24. Term Store One term store per shared service app Many groups per term store. Used as security boundary Many term sets per group (max 1000 total per term store) 30K terms per term set (max. 1m total) Synonyms Description Translations (Custom properties)
- 25. Enterprise Metadata Enterprise Keywordsand Tags Enterprise Keywords = Term Free text entries are converted to terms in term store – not part of any hierarchy though Can be promoted to term sets Tags Can be terms or keywords Shell Tags: Kept in sync with the item’s managed keyword field Saved in the item’s managed keyword field Social Tags: Allows users to create and apply keywords to items Stored in social store, not with the item itself
- 26. Enterprise Metadata Provides richinterface for full management of term sets and terms Import of term sets and terms Translations & synonyms Manage term set / term languages Submission policy (open / closed) Open means users can submit terms to the term store (when adding / editing items) Regardless of the policy, users can always submit keywords
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- 28. Rich object modelfor developers
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