This document summarizes an introduction to enterprise content management (ECM) concepts in SharePoint, including document management and web content management. It discusses key ECM definitions and concepts like document libraries, content types, and page layouts. It also provides an example scenario of using these features to create a publishing site for marketing press releases with approval workflows.

1. Welcome to the Nebraska SharePoint User Group May 7 th , 2008 Enterprise Content Management (ECM) in SharePoint Corey Erkes

2. Today’s Agenda SharePoint And ECM Concepts ECM Foundation: Document Management Web Content Management Q&A

3. SHAREPOINT AND ECM CONCEPTS

4. What is Enterprise Content Management?

5. ECM Defined… Document Management “ A computer system (or set of computer programs) used to track and store electronic documents and / or images of paper documents.” Wikipedia

6. ECM Defined… Records Management “ Practice of identifying, classifying, archiving, preserving, and destroying records.” Wikipedia

7. ECM Defined… Web Content Management “ A content management system usually implemented as a web application for creating and managing HTML content.” Wikipedia

8. SharePoint Concepts For ECM Content Database Site Collection Site List / Library Metadata (Columns / Content Types)

9. DOCUMENT MANAGEMENT

10. Document Management Topics The Core Platform Document Libraries Content Types & Site Columns Document Centers Constraints and Suggested Practices

11. Document Management Topics The Core Platform Document Libraries Content Types & Site Columns Document Centers Constraints and Suggested Practices

12. Document storage Security Document Libraries

13. Document Storage Security Versioning Document Libraries

14. Document Storage Security Versioning Metadata Document Libraries

15. Document Storage Security Versioning Metadata Views Document Libraries

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

17. Document Management Topics The Core Platform Document Libraries Content Types & Site Columns Document Centers Constraints and Suggested Practices

18. Site template dedicated to document management Content Types enabled Versioning Settings enabled Tree View enabled Relevant Documents Web Part Assigned Tasks Document Center Site Template

19. Document Management Topics The Core Platform Document Libraries Content Types & Site Columns Document Centers Constraints and Suggested Practices

20. Constraints and Suggested Practices Constraint Suggested Practice Site Collection Limitations Content Types Site Columns Leverage SharePoint “Features” to “staple” company content types and site columns to site collections. Versioning on Document Libraries Plan out content types and corresponding document libraries to ensure versioning is applied appropriately. # of Documents per “Level” (2,000 Documents) Plan document balancing techniques by using folders or “automated” balancing techniques using Event Handlers. Capacity Plan out Document Centers to align to content databases. SharePoint Groups and Indexing Leverage AD Groups instead of SharePoint Groups to avoid full crawls of large repositories.

21. WEB CONTENT MANAGEMENT

22. Topics Publishing Sites Content Types and Page Layouts Managing Web Content

23. Topics Publishing Sites Content Types and Page Layouts Managing Web Content

24. Publishing Sites Site template configured with web content management features enabled Page Layout Content Types Page Layouts Content Pages Page Libraries

25. Topics Publishing Sites Content Types and Page Layouts Managing Web Content

26. Page Layout Content Types Out-of-the-box Content Types for Publishing Article Page Redirect Page Welcome Page

27. Page Layouts 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

28. Topics Publishing Sites Content Types and Page Layouts Managing Web Content

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

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

31. Content Pages: Page Editing Toolbar Check In / Checkout and Publish Spell Check Workflow Unpublished Items

32. Scenario: Press Releases Sales Team has been using SharePoint internally for document management and collaboration. Given the employee’s familiarity with the toolset, the marketing department would like to build their site on SharePoint. Employees in the marketing department create press releases on a weekly basis and want to make sure that the content is reviewed and approved before it goes live. Solution: Create Publishing Site Define Press Release Content Type and Page Layout Configure Approval Workflow

33. Q & A http://www.sharepointmn.com

34. References Microsoft ECM Team Blog http://blogs.msdn.com/ecm/ Inetium Blogs http://blogs.inetium.com DOD 5015.2: SharePoint Resource Kit http://www.microsoft.com/sharepoint/capabilities/ecm/dod5015.mspx http://www.sharepointmn.com

35. Thanks for coming! http://www.sharepointmn.com