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Content is King - ECM in SharePoint 2010 - SharePoint Saturday Denver
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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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©2011 Quest Software, Inc. All rights reserved..
Welcome to Denver – Orange Crush
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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
SharePoint Information Architecture (http://intranet)
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©2011 Quest Software, Inc. All rights reserved..
2010 Managed Metadata Service
• Centralized enterprise repository for tag hierarchies and keywords
• Publish and subscribe model for distributed content types
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©2011 Quest Software, Inc. All rights reserved..
Using MMS Taxonomy
• Add from common button
• Select from list tor type-ahead
• Consume from views, navigation, and search!
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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
Taxonomy Administration
• Creating and managing terms and term sets
• Attaching to a library
• Taxonomy navigation
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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
DEMO• MMS Usage
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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
Different types of content items
Managed as a single entity
Aggregation - Document Sets
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©2011 Quest Software, Inc. All rights reserved..
Versioning and Approval
• Classic product functions
• User options
• Interactive approval
• Workflow approval
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©2011 Quest Software, Inc. All rights reserved..
DEMO• Versioning and Approval• Document Sets
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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
Microsoft Confidential, Prototype OnlyStreaming
video on web pages
Ribbon menu for media content
Digital-Asset Management
Digital Media Content Management
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©2011 Quest Software, Inc. All rights reserved..
DEMO• Content Organizer• Digital Media Management
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©2011 Quest Software, Inc. All rights reserved..
Declare a record in a team site
Location-based policies
Multi-stage disposition
policies
Enterprise Records Management
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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
WCM and Migration – Planning and Architecture
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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
Demo – SharePoint ECM
So many documents, so little time…
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©2011 Quest Software, Inc. All rights reserved..
ECM Pyramid
Actions100s
Documents1000s
Descriptions, Tags, Classifications
10 X 1000s
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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
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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©2011 Quest Software, Inc. All rights reserved..
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
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©2011 Quest Software, Inc. All rights reserved..
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©2011 Quest Software, Inc. All rights reserved..
•Questions
•Contact Me
•SharePint Saturday – Katie Mullins
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©2011 Quest Software, Inc. All rights reserved..
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)
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©2011 Quest Software, Inc. All rights reserved..
Questions?Get more information at
www.Quest.com/ControlYourChaos