Http:// Welcome to the Nebraska SharePoint User Group May 7 th, 2008 Enterprise Content Management...

http://www.sharepointne.com

Welcome to the Nebraska SharePoint

User Group

May 7th, 2008Enterprise Content Management

(ECM) in SharePoint

Corey Erkes


Today’s Agenda

• SharePoint And ECM Concepts• ECM Foundation: Document Management• Web Content Management• Q&A


SHAREPOINT AND ECM CONCEPTS


What is Enterprise Content Management?


ECM Defined…

• Document Management– “A computer system (or set of computer

programs) used to track and store electronic documents and / or images of paper documents.” Wikipedia


ECM Defined…• Records Management

– “Practice of identifying, classifying, archiving, preserving, and destroying records.” Wikipedia


ECM Defined…• Web Content Management

– “A content management system usually implemented as a web application for creating and managing HTML content.” Wikipedia


SharePoint Concepts For ECM• Content Database• Site Collection• Site• List / Library• Metadata (Columns / Content Types)


DOCUMENT MANAGEMENT


Document Management Topics• The Core Platform

– Document Libraries– Content Types & Site Columns

• Document Centers• Constraints and Suggested Practices


• Document storage• Security

Document Libraries


• Document Storage• Security• Versioning

Document Libraries


• Document Storage• Security• Versioning• Metadata

Document Libraries


• Document Storage• Security• Versioning• Metadata• Views

Document Libraries


• Additional Capabilities– Upload single / multiple– Datasheet Mode– Explorer View– Outlook 2007 Integration– RSS / Alerts– Recycle Bin– Send To

Document Libraries




• Document Centers• Constraints and Suggested Practices


Document Center Site Template• Site template dedicated to document management• Content Types enabled• Versioning Settings enabled• Tree View enabled• Relevant Documents Web Part• Assigned Tasks




• Document Centers

• Constraints and Suggested Practices


Constraint Suggested PracticeSite Collection Limitations• Content Types• Site Columns

Leverage SharePoint “Features” to “staple” company content types and site columns to site collections.

Versioning on Document Libraries Plan out content types and corresponding document libraries to ensure versioning is applied appropriately.

# of Documents per “Level” (2,000 Documents) Plan document balancing techniques by using folders or “automated” balancing techniques using Event Handlers.

Capacity Plan out Document Centers to align to content databases.

SharePoint Groups and Indexing Leverage AD Groups instead of SharePoint Groups to avoid full crawls of large repositories.

Constraints and Suggested Practices


WEB CONTENT MANAGEMENT


Topics• Publishing Sites• Content Types and Page Layouts• Managing Web Content


Publishing Sites• Site template configured with web content

management features enabled– Page Layout Content Types– Page Layouts– Content Pages– Page Libraries


Topics• Publishing Sites• Content Types and Page Layouts• Managing Web Content


Page Layout Content Types• Out-of-the-box Content Types for Publishing

– Article Page– Redirect Page– Welcome Page


Page Layouts• Web page templates that define the content layout• Created in SharePoint Designer (optional)• “Married” to the page layout content type• Field and Content Controls = Metadata from Content Type


Topics• Publishing Sites• Content Types and Page Layouts

• Managing Web Content


Page Library• Storage for content pages• Page content is metadata on the page!• Familiar document management concepts apply


Content Pages• Content Page = Document in a Library• Instance of a page layout• WYSIWYG


Content Pages: Page Editing Toolbar• Check In / Checkout and Publish• Spell Check• Workflow• Unpublished Items


Scenario: Press ReleasesSales Team has been using SharePoint internally for document management and collaboration. Given the employee’s familiarity with the toolset, the marketing department would like to build their site on SharePoint. Employees in the marketing department create press releases on a weekly basis and want to make sure that the content is reviewed and approved before it goes live.

Solution:-Create Publishing Site-Define Press Release Content Type and Page Layout-Configure Approval Workflow


Q & A

http://www.sharepointmn.com


References• Microsoft ECM Team Blog

http://blogs.msdn.com/ecm/

• Inetium Blogshttp://blogs.inetium.com

• DOD 5015.2: SharePoint Resource Kithttp://www.microsoft.com/sharepoint/capabilities/ecm/dod5015.mspx



Thanks for coming!


Http:// Welcome to the Nebraska SharePoint User Group May 7 th, 2008 Enterprise Content Management...

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