KMA SharePoint Saturday Hartford ECM WCM2011

This information is confidential and was prepared by Knowledge Management Associates solely for the use of our client; it is not to be relied on by any 3rd party without KMA’s prior written consent.

Content is King - Enterprise Content Management in SharePoint 2010

SharePoint Saturday HartfordJanuary 29, 2011Chris McNulty

About Me• Working with SharePoint technologies since 2000/2001• Managing Practice Lead, KMA• 20 years consulting and financial services technology

(Santander, John Hancock, GMO, State Street)• MBA in Investment Management from Boston College• Write and speak often on Microsoft IW technologies • Microsoft MCSE/MCTS/MSA/MVTSP

About KMA• Full-service IT consulting firm established in 1995• 29 employees: Partner, PM, Analyst, Developer, QA • Microsoft technology focus:

• Microsoft Gold Certified Partner / Working with SharePoint technologies since 2001

• Specialties in • Collaboration: Portals, Communities, Content

Management• Insight: Enterprise Search and Business Intelligence• Productivity: Forms and Office Client

Customization, Mekko Graphics (ISV)

(3)Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved.

Twitterhashtag: #spshartfordTwitter hashtag:

I live outside Boston…



But I LOVE Connecticut…



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

• WCM– Planning – Collaboration vs. Publishing– Microsoft Reference Architecture

• Putting it Together• Q&A and Summary

Microsoft SharePoint Server 2010 … the bright frontier

Eastern Long Island, July 4, 2010



Enterprise Content Management “Sentence Structure”

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



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)



The bright frontier - 2010 Managed Metadata Service

• Centralized enterprise repository for tag hierarchies and keywords

• Publish and subscribe model for distributed content types

Twitter hashtag:

Using MMS Taxonomy

• Add from common button

• Select from list tor type-ahead

• Consume from views, navigation, and search!



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



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

Twitter hashtag:

MMS - Shared Service Applications

• The 2007 Shared Services Provider has been broken up.

• Each of its elements is now a Shared Service Application

• MMS is also a Shared Service Application

• Records/librarians/IA can administer metadata without becoming farm admins

http://globalweb http://itportal

Visio

Search

Excel Calc

Metadata

User Profiles



Taxonomy Administration

• Creating and managing terms and term sets

• Attaching to a library• Taxonomy navigation

Twitter hashtag:

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

Twitter hashtag:

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

Twitter hashtag:

demo



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



Enable employees to deliver value fast with Document Sets

Different types of content items

Managed as a single entity

Aggregation - Document Sets

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



Versioning and Approval

• Classic product functions

• User options• Interactive approval• Workflow approval



Rules-based Routing

• Drop-off Library and Content Organizer

• Move content based on content type

• Move content based on metadata and properties



Microsoft Confidential, Prototype Only

Rich authoring and publishing for web and multi-media content

Streaming video on web pages

Ribbon menu for media content

Digital-Asset Management

Pre-Beta screenshots, subject to change

Digital Media Content Management



demo



Declare a record in a team site

Location-based policies

Multi-stage disposition

policies

Enterprise Records Management



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



Information Lifecycle Management

• Default behavior is defined for Content Types (MMS)

• Redefine (override) at library/folder level

• Rich array of functions and custom workflow



demo



Web Content Management

• Decide on your paradigm – publishing vs. collaboration

• Business case – page creation by owners

• Edit and approve in place

• Optional - deployment paths



WCM and Migration – Planning and Architecture



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



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

(35)Copyright 2011 © KMA, LLC. All rights reserved. Twitter hashtag: #spshartford

Resources

• From Microsoft:– SharePoint 2010 site: http://sharepoint.microsoft.com– SharePoint Team Blog: http://blogs.msdn.com/sharepoint/default.aspx

– From KMA– Webinars, white papers and blogs at www.kma-llc.net

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

http://www.kma-llc.net/


Twitterhashtag: #kmasp2010 Twitter hashtag:

• Prizes• Questions?• Evaluations• Next Steps

– Feb 2011 SPTechCon San Francisco (Admin & BI)– Feb 2011 SPS San Diego (Managed Metadata & BI)– Mar 2011 SPS Redmond (MMS)– Mar 2011 Boston SPUser Group (BI with our next speaker,

Sadie Van Buren)– April 2011 SPS Boston– June 2011 SPTechCon Boston (MMS & BI)

• Stay Tuned for @sadalit !

(37)Copyright 2011 © KMA, LLC. All rights reserved. Twitter hashtag: #spshartford

Thank you…

• Contact Details– Email [email protected]– Blog http://blogs.kma-llc.net/microknowledge– Twitter: http://twitter.com/cmcnulty2000– LinkedIn:http://www.linkedin.com/in/cmcnulty

mailto:[email protected]

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

http://twitter.com/cmcnulty2000

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

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

Next: Sadie Van Buren

Consulting Manager, Burntsand

• Project Manager and Business Analyst focusing on SharePoint

• Working with SharePoint since beta 2003 version

• Over 40 SharePoint implementations• Microsoft Certified Technology

Specialist

Presenting: Assess Your SharePoint Maturity With The SharePoint Maturity Model

KMA SharePoint Saturday Hartford ECM WCM2011

Technology

Transcript of KMA SharePoint Saturday Hartford ECM WCM2011