The document discusses the issues with AdventureWorks' current fileshare system and proposes moving to a SharePoint Enterprise Content Management (ECM) system. It outlines problems with the existing system like poor user experience, lack of search capabilities, and insecure permissions. It then describes how SharePoint can help by allowing content addition and versioning, lifecycles with workflows and retention, improved collaboration, and managed metadata and search-based findability. It demonstrates some key SharePoint ECM features.

1. Fileshares are terrifying!
Leave them, and join the Enterprise
Content Revolution!

2. RYAN DENNIS
Solution Architect at
Blue Chip Consulting Group
/in/SharePointRyan www.sharepointryan.com
ryan@sharepointryan.com@SharePointRyan
www.bluechip-llc.com FatherHusband
Author
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Cyclist
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7. Agenda
AboutAdventureWorks
Company
background
CurrentState
Scary
business
problems
FutureState
Categorizing
content
Leveraging
search
Doing it
better
Questions
Q&A
Thoughts

8. About AdventureWorks
AdventureWorks Cycles is a large, multinational manufacturing
company. The company manufactures and sells metal and composite
bicycles to North American, European and Asian commercial
markets.
(Oh, and it’s a fictional company)

9. The AdventureWorks Fileshare
Folders created for every Country
Within each Country, folders
are created for every Year
4 folder
types in each
Department folder
Within each Year,
folders created for every
Department within the company

10. A Sample Document
Content
Type
Departme
nt
Version
Year
Authors
Created
Date
Document Status
Modified
Date
Compan
y
Country
Document
Type

11. Issues
User Experience /
User Interface
(UX/UI)
• Usability is
poor
• Documents are
buried n levels
deep
• Folder
browsing is
painful
• File path is
long and
hideous
Search /
Findability
• No full-text
search
• No metadata
refinement
• Duplicate
documents
• Search results
are poor
Security /
Permissions
• Difficult to
audit
permissions
• Difficult to set
custom
permissions
• Users don’t
know who can
see their
documents

12. What is ECM?
Enterprise Content 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.

13. Advantages of SharePoint ECM
CONTENT
ADDITION
• Version control
• Tagging /
metadata
• Office Web
Apps
CONTENT
LIFECYCLE
• Workflow /
approval
• Policies /
retention
• Quotas
CONTENT
COLLABORATION
• Change
Tracking
• Comments
• Shared co-
authoring
experience

14. Managed Metadata
• Key Features
– Content Type Publishing – sharing across site collections.
– Taxonomies – Creation and management of hierarchical collections of
managed terms.
• Key Concepts
– Taxonomy – A hierarchical classification of words, labels or terms that are
organized into groups based on similarities.
– Folksonomy – A classification that results when users collaboratively
apply words, labels or terms to content.

15. Managed Metadata Term Store

16. Key Concepts of Presentation
• SharePoint Site Collection
• Document Libraries & Views
• Document Templates
• Content Types & Metadata
• Content Organizer
• Document IDs
• Workflow
• Records Management
• Search

17. 2
Then, in the Office
program –
populate the
metadata values
in the Document
Information Panel
Custom Document Template
Notice that
the value
displays in the
document
body, this is
using a Quick
Part
1 3
First, create a
New
Document
In SharePoint, the metadata
values are automatically
applied without needing to
set them manually

18. Content Organizer
1. User creates a document and
uploads it to the SharePoint site –
specifies document properties
(metadata)
2. Document is automatically
moved to the Drop Off Library
3. Content Organizer Rules
determine the appropriate
destination based on document
metadata
4. Document is automatically
routed to the destination
Document Library
HR
Docs
IT
Docs
Legal
Docs

19. Search
• Quickly and easily find documents using:
–Text from document body
–Text from ANY document metadata/column values
• Preview the document right in the browser
• Refine your search results using Search Refiners
• Users only find what they have access to

20. SharePoint ECM
demonstration

21. Demo Recap
• Reviewed Document Center Site
• Reviewed the AdventureWorks IT Library
• Created a new Document based on the custom Document
Template
• Reviewed Document Quick Parts
• Reviewed other Enterprise features, such as Document ID,
Managed Metadata Filtering, etc.
• Performed a Search and used refiners

22. Other Capabilities / Technologies
Use OneDrive
for Business
for syncing
document
libraries,
access locally
via File
Explorer
Quickly reach
out to the
document
author /
contributor
from
SharePoint via
Skype For
Business
Comment and
collaborate
socially via
Yammer
Enterprise,
within Office
Online / Office
Web Apps

23. QUESTIONS?
Q&A | Thoughts | Discussion

24. RYAN DENNIS
Solution Architect at
Blue Chip Consulting Group
/in/SharePointRyan www.sharepointryan.com
ryan@sharepointryan.com@SharePointRyan
www.bluechip-llc.com FatherHusband
Author
GuitaristDrummer
Cyclist
Ryan at a glance Play and explore