Hierarchy of management that covers different levels of management
Sharepoint 2010 ECM Presentations
1. SharePoint 2010 –
Enterprise Content Management
Features
Deep Dive Workshop
Wednesday 18th November 2009
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2. Agenda
• Architecture
• Document Management
• Records Management
• Office Integration
• Designing a Solution
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3. Architecture and ECM
• Effect of Architecture Changes on Scalability?
– 1 Million documents in a folder, list view
– Millions of documents in a library
– Terabytes in a farm
– More effective storage options – manage data where
it is cheapest to do so
• Effect on Design of ECM Solutions?
– Removes design considerations around document libraries in a site
– No need to worry about the Windows Explorer view
breaking a design
– You can design once and apply to many
– Different technical governance considerations
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4. A New Architecture
No SSP, now “SharePoint Web Services”
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5. A New Architecture
Enables Cross Farm Management of Key aspects of ECM
• http://technet.microsoft.com/en-us/sharepoint/ee518664.aspx
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6. Metadata Architecture
• What is Metadata?
– Literally, Data about Data
• Why is it Important?
– “No Metadata no Portal!”
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7. The Managed Metadata Service
• The Managed Metadata Service:
– Allows you to create more than one service – i.e.: a corporate service, or a legal
department service
– Is effectively a term store of words and phrases
– Will allow the sharing metadata taxonomies and terms across multiple SharePoint
webs and site collections
– Is available to the whole Enterprise SharePoint environment
– Can be easily leveraged across other Office applications – i.e.: to tag email
– Could be extended to be a “meta repository” for other applications – provides
consistent descriptive information across your organisation
– Managed terms – hierarchy or predefined terms
– Managed keywords – Free text words or phrases used where appropriate
http://msdn.microsoft.com/en-us/library/ee559337(office.14).aspx
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8. The Content Type Service
• The Content Type Hub:
– Is a new service that allows enterprise level management of content types
– In 2007, Content types were restricted to Site collections, this is no longer the
case
– Content types can be connected to web applications through the Managed
Metadata service interface
– Granular configuration over consummation of services – publish, un-publish,
republish
http://www.chakkaradeep.com/post/2009/11/03/SharePoint-2010-Content-Type-Hubs-e28093-Publish-and-
Subscribe-to-Content-Types.aspx
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9. Web Content Management in SharePoint (Internet)
• Was not a focus of the MOSS 2007 Platform
• Is a significant focus of the 2010 Platform
– SharePoint Server 2010 for Internet Sites, Enterprise For organizations looking to create
scalable customer-facing Internet websites or private secure extranet sites using the full
Enterprise capabilities of SharePoint Server 2010.
– SharePoint Server 2010 for Internet Sites, Standard For small and mid-sized
organizations looking to create public Internet sites or basic extranets using the Standard
features of SharePoint Server 2010
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15. Other Key WCM Features
• Ratings (but will not work anonymously)
• Comments and user feedback
• Wiki based editing pages – not restrictive templates
• Choice of (configurable) WYSIWYG editors
• Tag clouds
• Versions still on a page by page basis – no whole site versioning
• Web parts will be versioned along with the page
• CMIS – Vendor agreed standard to allow interoperability
• W3C compliant code XHTML
• IE 6 is not supported (move towards compliant browser standards)
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16. Key Features in 2010
• Document ID’s
• Document Sets
• Managed Metadata
• Folders
• Content Type Hub
• Content Organiser
• Content Query
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17. Document ID Service
• DID is a service
• ID follows “document”
• Can be turned on or off
• Action must be taken to
force ID (timer job etc)
• Can be commenced from
a preset string and force reset
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18. Document Sets
• Are a “Feature” within a Site Collection
• Are a content type – can have rules applied to them as per
any Content Type
• Documents within a set can be treated as a single entity
• All documents in a set can be treated like individual files
• A set can be downloaded as a zip file
• A set can be moved to a location based on metadata
• Each set has an ID as does each document in the set!
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20. Managed Metadata, Folders, Content Types
• Inferred metadata based on a number of parameters (such
as location, content type etc)
• Provides ability to populate multiple values from a lookup to
a single list
• Provides a new “managed metadata” column type
• Allows the ability edit “Item” and “Document”
• Folders now act as true parents to any children of it
• You can still hide folders from views
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21. Content Organiser & Content Query (CQWP)
• Effectively enables rules based submission and filing
• A “Feature” of a Site Collection
• Creates a “Drop Off” document library
• User can be redirected to this library on upload or allowed
to ignore drop off rules and upload
• Priority, content types, conditions, target location, send to
another site, create subfolders and more
• Use the enhanced CQWP to surface back to the user
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22. Key Features
• Revamped Records Centre
• In Place Records Management
• Library and folder based retention
• Ability to create and manage central File Plan
• eDiscovery and Hold
• Multi-stage Retention Policies
• Compliance details UI
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23. New Records Centre UI
• Far “Cleaner” UI out of the box
• Easy to submit a
Record
• Can search for
Document ID’s
• For RM folks
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24. “In Place” Management
• Allows Records to be declared in the Document Library in
which they were created
• Documents are padlocked after record is declared
• Will use retention and disposal policy of library
• Does not appear to use RM File Plan – not the same as
“Manage in Place”
• “True RM” only happens once document is declared and
moved
• Automatic or manual declaration
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25. e-Discovery, Holds, Compliance Checking
• Search consistently across all sites
• Sites contain settings to allow for granular holds and
discovery
• Keywords and rules for hold and discovery at the site
level – so even a blog entry is discoverable
• Compliance settings can be viewed per document
• Increased auditing events
• New event handlers
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27. Managed Metadata in Office
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28. Workspace
• Allows desktop client for offline / online desktop
interaction
• Stores and manages documents and list data
• Does not manage page data (apparently One Note will
do this)
• Only works on Windows platform (Sorry Mac folks)
• Unlikely to be in anything other than high level Office
packages
• But..it is the branding of a package that SharePoint
needed to complete a gap in capability
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29. Building Solutions
• So what can all these features do for your solution?
• Less coding required if thought is given to
architecture up front
• More need for training (“where has my document
gone”)
• Supports Portal – “store once, reuse many”
• Negates need for links, through the use of queries
and metadata
• Think outside “web pages” and documents
• Think outside “1 navigation” – think “slice and dice”
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30. Building Solutions – Determine Goals
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31. Building Solutions – High Level Structure
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32. Building Solutions – Add Detail; Use the Features!
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33. Building Solutions – Add Detail; Use the Features!
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