SharePoint 2010 Enterprise Content Management (ECM) Features

SharePoint 2010 –

Enterprise Content Management

Features

www.velrada.com Enterprise wide Information Management

Features

Deep Dive Workshop

Wednesday 18th November 2009

• Architecture

• Document Management

• Records Management

• Office Integration

Agenda


• Office Integration

• Designing a Solution

• 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

Architecture and ECM


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

A New Architecture


No SSP, now “SharePoint Web Services”

A New Architecture


Enables Cross Farm Management of Key aspects of ECM

• http://technet.microsoft.com/en-us/sharepoint/ee518664.aspx

• What is Metadata?

– Literally, Data about Data

• Why is it Important?

– “No Metadata no Portal!”

Metadata Architecture


– “No Metadata no Portal!”

• 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

The Managed Metadata Service


– 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

• 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,

The Content Type Service


– 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

• 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.

Web Content Management in SharePoint (Internet)


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

WCM Features


Workflow


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


• 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)

• Document ID’s

• Document Sets

• Managed Metadata

• Folders

• Content Type Hub

Key Features in 2010


• Content Type Hub

• Content Organiser

• Content Query

• DID is a service

• ID follows “document”

• Can be turned on or off

• Action must be taken to

force ID (timer job etc)

Document ID Service


force ID (timer job etc)

• Can be commenced from

a preset string and force reset

• 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

Document Sets


• 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!

Document Sets


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


• 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

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


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

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


• eDiscovery and Hold

• Multi-stage Retention Policies

• Compliance details UI

New Records Centre UI

• Far “Cleaner” UI out of the box

• Easy to submit a

Record

• Can search for

Document ID’s


Document ID’s

• For RM folks

“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


• 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

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


level – so even a blog entry is discoverable

• Compliance settings can be viewed per document

• Increased auditing events

• New event handlers

Backstage


Managed Metadata in Office


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)


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

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”)


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”

Building Solutions – Determine Goals


Building Solutions – High Level Structure


Building Solutions – Add Detail; Use the Features!


© 2009 Velrada Capital Pty Ltd . All rights reserved.

The information herein is for informational purposes only and represents the current view of Velrada Capital as of the date of this presentation. Velrada Capital cannot guarantee the accuracy of any information provided after the date of this presentation. VELRADA CAPITAL MAKES NO WARRANTIES, EXPRESS, IMPLIEDOR STATUTORY, AS TO THE INFORMATION IN THIS

PRESENTATION.

SharePoint 2010 Enterprise Content Management (ECM) Features

Technology

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