Bob German, Principal ArchitectJonathan Ralton, Senior Information ArchitectBlueMetal Architectswww.bluemetal.com

Enterprise Content Management (ECM) Deep Dive with SharePoint 2013

SHAREPOINT 2013 + ENTERPRISE CONTENT MANAGEMENT

Bob German and Jonathan RaltonBlueMetal Architects

OUTLINE Orientation Demonstrations

1. Contract Management2. Records & eDiscovery

Centers3. Forms & Workflow4. Folder Metadata5. Video6. Geolocation Wrap-Up

Architectural Considerations

Conclusion Open Forum

SharePoint 2013 + Enterprise Content Management

SETTING THE STAGE

US

PRESENTER

BOB GERMAN

Principal Architect at BlueMetal Architects

Developer and architect on the SharePoint platform since it was called “Site Server 3.0”

Co-author of SharePoint 2010 Development with Silverlight for Addison-Wesley

http://blogs.msdn.com/BobGerman

@Bob1German

PRESENTER

JONATHAN RALTON

Senior Information Architect at BlueMetal Architects

SharePoint IT Pro since 2005 (WSS/SPS)

Contract Management, Document Management, Content Management

@jonralton

YOU

AUDIENCE

What are your roles? Developer Administrator Business User ?

What do you hope to learn?

SharePoint 2013 + Enterprise Content Management

ORIENTATION

ENTERPRISE CONTENT MANAGEMENT

Create Control Protect

Create and organize content easily with the help of relevant discovered information

Manage content policy, information architecture and taxonomy

Reduce risk and manage compliance with centralized eDiscovery tools

CREATE Discover the information

you need with rich and intuitive experiences

Create and organize your content easily and access it from anywhere

Bring together all your team’s email and documents in one place

CONTROL Enable search driven

experiences for quick discovery of content

Declare records and leverage archive and workflow to enforce content retention schedules

Organize content with taxonomy and centralized content types

PROTECT Perform eDiscovery and in-

place holds across the Office platform with unified search

Reduce costs by minimizing third party add-ons and expensive duplication of content repositories

Empower legal teams to perform eDiscovery without impact to user productivity

CONTENT TYPES

“a reusable collection of metadata (columns), workflow, behavior, and other

settings for a category of items or documents

in a…list or document library”

– Microsoft

SITE COLUMNS

“a reusable column definition, or template,

that you can assign to multiple lists across multiple SharePoint sites”

– Microsoft

SHAREPOINT BUILDING BLOCKS

CONTENT TYPES SITE COLUMNS

Use to… Maintain consistency

across libraries and lists Isolate workflow, policies,

and other settings Information Management

(Records Management) Etc.

Use to… Drive views Expose via search Drive reports Preserve information Trigger workflow Etc.

SHAREPOINT BUILDING BLOCKSConte

nt Types

Site Colum

ns

Metadata

SHAREPOINT BUILDING BLOCKS

TAXONOMY

Use to… Leverage security (List, Site) Differentiate list-based workflows (List) Segregate content (List, Site, Site Collection) Facilitate geographic placement (Farm) Control versioning (List) Account for alternate authentication method(s) (Web Application) Account for encryption (Web Application) Etc.

SHAREPOINT BUILDING BLOCKSFarm

Web Application

Content Database

Site Collection

Site

List/Library

Item

Item

Site Collection

Site

List/Library

Item

Site

List/Library

Item

Content Database

Site Collection

Site

List/Library

Item

Web Application

Content Database

Site Collection

Site

List/Library

Item

Item

List/Library

Item

Site Collection

Site

SHAREPOINT BUILDING BLOCKSConte

nt Types

Taxonomy

Context

TAXONOMY/CONTEXT

1. Determine what content is needed where

2. Associate at the appropriate level(s) on the appropriate container(s)

TAXONOMY/CONTEXT Consider:

The site and list/library columns that will identify, qualify, and differentiate those items and documents that will be stored

The list/library that will segregate those items and documents within the site(s)

The sites that will contain those lists/libraries within the site collection(s)

The site collections that will contain those sites within the web application(s)

The web application(s) that will contain those site collections within the farm(s)

RECORDS MANAGEMENT Managing critical content for

an enterprise, including: Classifying Storing Securing Preserving Destroying

Often related to legal matters:

Auditing and Compliance Finding, holding, and delivering content

for Litigation/Investigations (eDiscovery)

Microsoft’s focus is on electronic records in SharePoint and Exchange

SharePoint 2013 + Enterprise Content Management

DEMONSTRATIONS

Contract ManagementDEMONSTRATION

1

Records & eDiscovery CentersDEMONSTRATION

2

Forms & WorkflowDEMONSTRATION

3

Folder MetadataDEMONSTRATION

4

VideoDEMONSTRATION

5

GeolocationDEMONSTRATION

6

WRAP-UP

CONTRACT MANAGEMENT

THINGS WE SAW MAJOR TAKEAWAYS

QuickParts Metadata Navigation

Terms (Managed Metadata)

Key Filters

Templates on content types

Basic document assembly

Document Information Panel

1

RECORDS & EDISCOVERY CENTERS

THINGS WE SAW MAJOR TAKEAWAYS

Drop Off Library Content Organizer Rules

eDiscovery Set Search Sources Search Terms Export In-Place Hold

Surfacing content from SharePoint 2013 and Exchange 2013

Compliance

2

FORMS & WORKFLOW

THINGS WE SAW MAJOR TAKEAWAYS

InfoPath Form 2010-Style SharePoint

Designer Text-View Workflow

2013-Style SharePoint Designer Visual-View Workflow

In-Browser Form Rendering

Workflow Steps State Loop

3

FOLDER METADATA

THINGS WE SAW MAJOR TAKEAWAYS

Auto Population Metadata Navigation SkyDrive Pro

Catalyst to increase probability of complete and accurate metadata

Hybrid taxonomy Approachable familiar

folder-style structure Flattened view driven by

metadata

4

VIDEO

THINGS WE SAW MAJOR TAKEAWAYS

Drag and Drop or Embed

Store multiple renditions w/common metadata

Tagging, ratings, view counts

Search using metadata

Helpful for training, employee communications

Stored in Document Sets Powerful, but there are

limitations: HTML5 or Silverlight

playback Transcoding and renditions

are up to you

5

GEOLOCATION

THINGS WE SAW MAJOR TAKEAWAYS

Requires custom development: To enable the Geolocation

Field To geocode items

Powerful Map View is out of the box

Very cool hidden feature

Potential to geocode anything Pictures Documents Contacts

Potential unfinished featureMore to come from Redmond?

6

SharePoint 2013 + Enterprise Content Management

ARCHITECTURAL CONSIDERATIONS

WHERE SHAREPOINT CONTENT LIVES

S

QL

Serv

er

Company Portal

Central AdminSite

SSP AdminSite

Dept. Portals

Document Repository

http://portal

http://my

http://teamhttp://knowledge

http://someserver:40203

http://someserver:31415

Team Sites

My Sites

Web applicationContent DBSite Collection

KEY LIMITS AND BOUNDARIESObject Scope SharePoint 2010 SharePoint 2013

Content Databases

300/Web App 500/Farm

Content Content Database 200GB 1TB 200GB 4TB

Site Collections Farm (not specified) 250,000 non-Personal Site Collections and

500,000 Personal Site Collections

Site collections Database 2,000 recommended for upgrades5,000 supported

2,500 non-Personal Site Collections or10,000 Personal Site Collections

Web sites Site collection 250,000 250,000

(sub) Sites Site 2,000 (not specified)

Lists Site 2,000

Items List 30 M 30M

Items List View 5,000

Documents Doc Library 30 M 30M

Documents Folder 2,000

Document size File <2 GB> <2 GB>

Major Versions Document 400,000 400,000

Minor Versions Document <511> <511>

KEY LIMITS AND BOUNDARIESObject Scope SharePoint 2010 SharePoint 2013

Columns Columns List 276 single line192 multi line276 choice …

Joins List 8 lookups

Security SharePoint Groups Site Collection 10,000 10,000

SharePoint Groups User belongs to 5,000 5,000

Users and Directory Groups

SharePoint Group 5,000 5,000

Users and Directory Groups

Site Collection 2 M 2 M

Security Scopes(unique ACL’s per list)

List 5,000 5,000 recommended50,000 max

Document Editing

Concurrent Authors Document 10 10

Search Indexed Documents Search Configuration 100 M 100 M (10M/index partition)

Crawled Properties Search Service App 50,000

SharePoint 2013 + Enterprise Content Management

CONCLUSION

SUMMARY

ECM has evolved, where content creation and organization is and simple through discovery and intuitive collaboration

Ensure compliance is achieved through content policy, information

architecture, and taxonomy

Centralized eDiscovery across the Office platform helps protect organizations by improving compliance without affecting user productivity

1

3

2

SharePoint 2013 + Enterprise Content Management

OPEN FORUM

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SharePoint 2013 + Enterprise Content Management

REFERENCE SLIDES

FOR YOUR REFERENCESharePoint 2013 SharePoint Online

Resources for IT Pros bit.ly/1gJfv4Q

Features and Editions bit.ly/SP13-Service bit.ly/SPO-Service

Limits and Boundaries bit.ly/SP13-Limits bit.ly/SPO-Limits

Search Extensibility bit.ly/14rkhSm

Configure eDiscovery bit.ly/1aRNaIU

Technical Diagrams bit.ly/SP13-Diagrams

Updates bit.ly/1bwlI6p

SharePoint Maturity Model

www.sharepointmaturity.com

SHAREPOINT 2013 SEARCH HIGHLIGHTS

ONE Search Engine – Best of FAST and Enterprise Search

Many FAST Features go Mainstream Result Sources and Display Templates Content Search Web Part Query Rules Continuous Crawl

Overlapping Incremental Crawls

Recommendations Engine

WORLD CLASS SEARCH FOR EVERYONEContent Processing Pipeline All

Content Search Web Part Enterprise

Continuous Crawl All

Custom Entity Extraction Enterprise

Refiners All

Visual Refiners Standard

Phonetic Name Matching All

Expertise Search All

RECORDS MANAGEMENT FEATURES

Feature 2010 2013 O365

CORE

Content Organizer Standard Standard Mid, E1, E3, E4, K1

In-Place Hold Foundation

Foundation

All

Holds and eDiscovery

Enterprise

Enterprise

E3, E4 only

Multi-level retention Policies

Standard Standard Mid, E1, E3, E4, K1

SUPPORTING

Auditing Standard Standard All

Compliance Policy Standard Standard All

Content Type Publishing

Standard Standard Mid, E1, E3, E4, K1

Document IDs Standard Standard All

Document Sets Standard Standard All

Managed Metadata Standard Standard Mid, E1, E3, E4, K1

Metadata based navigation

Standard Standard Mid, E1, E3, E4, K1

Site Closure and Deletion Policies

N/A Standard Mid, E1, E3, E4, K1

VIDEO FORMATS

Supports HTML5 formats(see right)

Supports Silverlight player formats (WMA, H.263, H.264,MPEG-4 part 2)

Supports links to video contentoutside of SharePoint

Supports embedded video(HTML snippets)

No provision for format conversion

HOST-NAMED SITE COLLECTIONS

PATH-NAMEDHTTP://MYSERVER/SITES/SITENAME/

HOST-NAMEDHTTP://SITENAME.MYSERVER.LOCAL/

Easy to setup in Central Admin

Play nice with Alternate Access Mappings

Leads to common programming errors

Secure against cross-site scripting attacks

Great alternative to extra Web Applications

Microsoft wants to start using these

ORGANIZATIONS – ECM

AIIM SIM BOSTON

Association for Information and Image Managementwww.aiim.orgwww.aiim.org/sharepoint

Society for Information Managementwww.bostonsim.org

ORGANIZATIONS – KNOWLEDGE MANAGEMENT

SIKM

Systems Integration Knowledge Management Leaders Community http://groups.yahoo.com/neo/groups/sikmleaders

ORGANIZATIONS – CONTRACT MANAGEMENT

IACCM NACM

International Association for Contract & Commercial Managementwww.iaccm.org

National Contract Management Associationwww.ncmahq.org