Content is King - ECM in SharePoint 2010 - SharePoint Saturday Denver

Content is King - Enterprise Content Management in SharePoint 2010

Chris McNultySharePoint Strategic Product Manager

Quest Software

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©2011 Quest Software, Inc. All rights reserved..

Chris McNulty• SharePoint Strategic Product

Manager at Quest Software

• 10+ years with SharePoint

• 20 years consulting (led KMA SharePoint practice) and financial services technology (Santander, John Hancock/Manulife, GMO, State Street)

• MBA in Investment Management from Boston College

• Write and speak often on Microsoft IW technologies (blogs & books)

• MCSE MCTS MSA MVTSP MCC

• Hiking, cooking, playing guitar, colonial history, photography

• My family: Hayley, three kids (17, 7, 5) and my dog Stan

About Home

About Home

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Welcome to Denver – Orange Crush

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Agenda

• Solution Overview

• Managed Metadata – Keys to ECM

• ECM – Enterprise Content Management• Versioning and Approvals

• Drop-off library

• Records Management – In Place vs. Records Center

• Document Hold

• Disposition and ILM

• Putting it Together

• The classification challenges…and answers

• Q&A and Summary

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Enterprise Content Management

Adjective Noun Verbs

Example Red Spreadsheets Copy to Folder

SharePoint 2007 -- Content Type “Copy”

SharePoint 2010 Managed Metadata (Content Types and/or Taxonomy)

Documents Copy, Link, Move, Update

Find and use!

“Sentence Structure”

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What is metadata?

• Literally, “after data”

• In practical usage, it means data about data

• For SharePoint, it usually means data that describes or classifies:• other data (lists)

• documents (libraries)

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Wait, what was SharePoint again?

Microsoft SharePoint 2010Ribbon UISharePoint WorkspaceSharePoint MobileOffice Client and Office Web App IntegrationStandards Support

Tagging, Tag Cloud, RatingsSocial BookmarkingBlogs and WikisMy SitesActivity FeedsProfiles and ExpertiseOrg Browser

Enterprise Content TypesMetadata and NavigationDocument SetsMulti-stage DispositionAudio and Video Content TypesRemote Blob StorageList Enhancements

Social RelevancePhonetic SearchNavigationFAST IntegrationEnhanced Pipeline

PerformancePoint ServicesExcel ServicesChart Web PartVisio ServicesWeb AnalyticsSQL Server IntegrationPowerPivot

Business Connectivity ServicesInfoPath Form ServicesExternal ListsWorkflowSharePoint DesignerVisual StudioAPI EnhancementsREST/ATOM/RSS Communities

Search

Sites

Composites

ContentInsights

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SharePoint Information Architecture (http://intranet)

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2010 Managed Metadata Service

• Centralized enterprise repository for tag hierarchies and keywords

• Publish and subscribe model for distributed content types

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Using MMS Taxonomy

• Add from common button

• Select from list tor type-ahead

• Consume from views, navigation, and search!

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Folksonomy

• Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords

• Centrally stored in the MMS application

• Easily enabled option for all document libraries

• Can also be applied to content outside SharePoint

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Social tagging

• Tags are aggregated to each user’s profile page

• Tags have profile pages

• Tags can be “followed” just like people in SharePoint social nets

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MMS - Shared Service Applications

• 2007 Shared Services Provider has been decoupled.

• Each element is now a Shared Service Application

• MMS is an SSA

• Administer metadata without being a farm admin

http://globalweb http://itportal

Visio

Search

Excel Calc

Metadata

User Profiles

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Taxonomy Administration

• Creating and managing terms and term sets

• Attaching to a library

• Taxonomy navigation

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Taxonomy Operations

• Term sets can be copied, relocated, and reused from existing terms

• Terms can be copied, reused, merged, deprecated, etc.

• Keywords (folksonomy) can be moved into a managed term set or deleted

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Content Type Hubs

• Define one master site collection to house master content types

• Publish and synchronize across multiple farm and or site collections

Content Type Hub

Managed Metadata Service Application

Other Site Collection

Subscribed Content TypesLocal Content Types

Primary Site Collection

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DEMO• MMS Usage

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Enterprise Content Management

• Content Aggregation

• Approvals and Versioning

• Drop-off Library & Content Organizer

• Digital Media Management

• Records Management & Records Center• In Place vs. Records Center

• Hold and Discovery

• ILM and Retention Policies

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Different types of content items

Managed as a single entity

Aggregation - Document Sets

http://blogs.kma-llc.net/.a/6a0115709993d0970b0133f0a42a85970b-pi

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Versioning and Approval

• Classic product functions

• User options

• Interactive approval

• Workflow approval

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DEMO• Versioning and Approval• Document Sets

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Rules-based Routing

• Drop-off Library and Content Organizer

• Move content based on content type

• Move content based on metadata and properties

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Microsoft Confidential, Prototype OnlyStreaming

video on web pages

Ribbon menu for media content

Digital-Asset Management

Digital Media Content Management

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DEMO• Content Organizer• Digital Media Management

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Declare a record in a team site

Location-based policies

Multi-stage disposition

policies

Enterprise Records Management

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Records Management and Holds

• In place vs. Records Center

• Enablements• Site Collection Feature “In

Place Records Management”

• Records Center – Custom Site Collection

• Hold and eDiscovery Site Feature

• Custom Send To Actions (Cent. Admin)

• Move, Copy, Move and Leave Link

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Information Lifecycle Management

• Default behavior is defined for Content Types (MMS)

• Redefine (override) at library/folder level

• Rich array of functions and custom workflow

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Web Content Management

• Decide on your paradigm – publishing vs. collaboration

• Business case – page creation by owners

• Edit and approve in place

• Optional - deployment paths

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WCM and Migration – Planning and Architecture

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All together now

Initial

Collaboration

• Multiuser editing• Work in SharePoint Workspace• Work in OWA

Drop-off

Library

• Send from Document Center and leave behind a link• Look for PowerPoint Files• Require a Department

Routing

• If Marketing Send to Home Page Library• If Not Send to Presentation Archive

Retention

• Marketing Forever• Others Three Months

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Demo – SharePoint ECM

So many documents, so little time…

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ECM Pyramid

Actions100s

Documents1000s

Descriptions, Tags, Classifications

10 X 1000s

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Classification challenges

• “Verbs” - Actions• ECM

• Search, navigation, findability

• “Nouns” – Documents

• “Adjectives” - Classifications• Manual data entry

• The cost of the *

• Custom development• Text vs. context

• Event receivers

• Workflow models

• FAST Pipeline

• Auto-classification

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ECM Cheat SheetFunction Feature Scope Where to configure it

Content Organizer Site Site Settings | Content Organizer Rules

Hold and eDiscovery Site Site Settings | Hold and eDiscovery Section

In place Records Management

Site Collection Context Menu | Compliance Details

Send to Records Center

Define in Central Admin

Central Admin: General Settings | Send TO Connections

ILM Variable Content Type definition; or override at library/folder level in library settings – Information Management Policy Settings

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Resources

• From Microsoft:• SharePoint 2010 site: http://sharepoint.microsoft.com

• SharePoint Team Blog: http://blogs.msdn.com/sharepoint/default.aspx

• From Quest• www.quest.com

• www.sharepointforall.com

http://blogs.msdn.com/sharepoint/default.aspx

http://www.quest.com/

http://www.sharepointforall.com/

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•Questions

•Contact Me

•SharePint Saturday – Katie Mullins

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Thank you…

• Contact• Email [email protected]

• Blog http://www.chrismcnulty.net/blog

• Also http://www.sharepointforall.com

• Also http://blogs.kma-llc.net/microknowledge

• Twitter: @cmcnulty2000

• LinkedIn:http://www.linkedin.com/in/cmcnulty

• Upcoming:• Nov. 2011 – Microsoft New England (Best of SPC2011)

• Dec. 2011 – SPS South Florida, PSSPUG/Seattle, Gilbane Boston

• Jan. 2011 – SPS Austin TX (Business Intelligence)

http://www.chrismcnulty.net/blog

http://www.chrismcnulty.net/blog

http://www.sharepointforall.com/

http://blogs.kma-llc.net/microknowledge

http://blogs.kma-llc.net/microknowledge

http://www.linkedin.com/in/cmcnulty

http://www.linkedin.com/in/cmcnulty

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Questions?Get more information at

www.Quest.com/ControlYourChaos

Technology

Content is King - ECM in SharePoint 2010 - SharePoint Saturday Denver