This document summarizes Patrick Tucker's presentation on architecting a SharePoint 2013 content management solution. It discusses defining and organizing content through tools like content types, metadata, and taxonomies. It also covers tracking and routing content with features like the content organizer and document ID service. Finally, it discusses management and retention of content through policies, holds, records management, and eDiscovery tools in SharePoint 2013.

1. Architecting a SharePoint
2013 Content Management
Solution
Patrick Tucker

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5. Bio
 Patrick Tucker
 Strategic Data Systems, MS Gold Partner
 Principal Consultant, SharePoint
 MCT, MCTS, MCPD, MCITP, MCSD, MCAD, MCDBA
 Patrick.Tucker@sds-consulting.com | tuckersnet@live.com
 Blog: www.tuckersnet.com
 Twitter: @TuckersNet

6. Giveaways
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7. So many documents, so little time
Where do your documents go in SharePoint?
How are they managed?
Document management controls the
life cycle of documents in your
organization — how they are created,
reviewed, and published, and how
they are ultimately disposed of or
retained.
How does SharePoint 2013 help to
organize, store, route and retain
documents?

8. Enterprise Content Management
 Defining and Organizing
 Storing Documents in SharePoint
 Enterprise Content Types
 Managed Metadata Service (Taxonomy)
 Tracking and Routing
 Content Organizer
 Document ID Service
 Document Sets
 Management and Retention
 In Place Records Management
 Information Management Policies & Retention
 Holds and eDiscovery

9. Document Management Features
 Site Collection Features
 Content Type Syndication Hub
 Document ID Service
 Document Sets
 In Place Records Management
 Library and Folder Based Retention
 Site Features
 Content Organizer
 Hold and eDiscovery

10. So, where do I put it?

11. Advice from TechNet
http://technet.microsoft.com/en-us/library/cc262215.aspx

12. Document Libraries
 Document Libraries are the primary containers, which group
content types
 Can receive documents by drag and drop, uploading or through
a Site Mailbox

13. Offline and Social
 SkyDrive Pro replaces your My Site to store personal documents ―in the
cloud‖ and allows 7GB of personal storage
 ―Sync‖ allows you to synchronize a copy of a library on your local PC
 Can use the link in SharePoint or the SkyDrive Pro client application that
installs as part of Office 2013
 Newsfeed shows sites and documents that you are following

14. Folders and Document Sets
 Folder can organize content and may seem like a tempting option
 Document sets organize, share metadata and provide a welcome page

15. Document Center
 Don’t buy your features one at a time, bundle them!
 A site template designed to create large document repositories
 Comes equipped with all the features needed to manage doc life cycles
 Not available in SharePoint Foundation 2013

16. So, how do I organize it?

17. Metadata and Content Types
 Metadata is simply additional data
 List level - Columns associated with library
 Site level – shared content definitions
 Enterprise Level – Content Type Hub
 Values may be driven by taxonomy terms (think of choice fields on steroids)

18. Enterprise Content Types
 One site can become the source of record for content types and share them
across the entire farm
 Governance issue – consistent use of content types across the enterprise
 Choose which content types in the gallery to be published

19. Taxonomy Term Store
 Terms Sets contain terms which can easily be updated over time
 Existing taxonomies may be imported

20. Tracking
and Routing

21. What happens to documents over time?
 What if documents need to move later on?
 What if documents need to be redirected to more specific libraries as they
are added?
 How do I keep track of documents if they move?
 What if I need to group documents together in a more specific way?

22. Send To Connections
 Allows moving documents from one library to another across sites
 Send To Connections are configured in Central Administration
 OfficialFile.asmx is the submission point
 Are key to understanding the next step…

23. Content Organizer

24. Document ID Service
 If documents need to move from place to place, how do we keep track?
 Document IDs remain consistent as documents move
 You can search for a document by its ID
 Assigned IDs may be partially customized

25. Management
and Retention

26. Information Management Policies
 Can be implemented at Site, Content Type and Library levels
 Handle document retention and auditing
 Different policies may be created for documents and records
 Direct effect on the life cycle of documents

27. Holds and eDiscovery
 Holds allow documents to be ―frozen‖ in place or recorded in a specific
state for legal or auditing purposes. Holds can be done in the site via the
―Hold‖ feature
 eDiscovery is the process of locating content (through Search)that should
be added to a hold.
 eDiscovery may take place in the site or via a new site template called the
―eDiscovery Center‖

28. Discovery Center Site Template
 Discovery Center site to perform eDiscovery queries across multiple
SharePoint farms and Exchange servers
 In-place preservation of Exchange mailboxes and SharePoint sites —
including SharePoint list items and SharePoint pages — while still
allowing users to work with site content.
 Support for searching and exporting content from file shares.
 The ability to export discovered content from Exchange Server 2013
and SharePoint Server 2013.

29. What is a ―Record‖?
A record is a document or other electronic or physical entity in an
organization that serves as evidence of an activity or transaction
performed by the organization and that requires retention for some time
period.
 Holds are designed to be temporary. Records are designed to be
permanent
 Records may be declared in place or moved to a Record Center
 Records are locked down and can be read but no longer edited

30. In-place Records Management
Declare Records without moving the list
items

31. Records Center Template
 If you want to keep all records in one place, there’s a template for that.
 Site template used to create a dedicated site for Records with features
automatically activated.

32. Publishing and Locating
Documents

33. Cross Site Publishing
 The cross site publishing feature
allows reuse of list and library content
across sites.
 Create a library in one, share it across
others and sync changes.
 Libraries become catalogs that other
publishing sites can consume
 Search is used to retrieve content
and ―Result Sources‖ are
automatically populated with
content from a list or library.

34. Search
 Search may be used to find documents wherever they live in one or
more site collections
 Search may be narrowed to a specific content type or to locating all
documents tagged with specific metadata
 The Search Center site template provides a one stop shop for all your
search related needs
 The Content Search Web Part displays crawled content based on
queries defined in web parts. Category pages contain these web
parts to aggregate published content

35. Questions
 Patrick.Tucker@sds-consulting.com | tuckersnet@live.com
 Blog: www.tuckersnet.com
 Twitter: @TuckersNet