sharepoint 2010: ecm-ready?

C D HC D H

Sh P i 2010C D H SharePoint 2010: ECM-Ready?ECM Ready?

David TappanC/D/H

C D H Quick FactsC D H Quick Facts

About Us• 20th Year• Grand Rapids &

Approach• Vendor Agnostic• Non reseller

Partnerships• Microsoft Gold• VMware Enterprise• Grand Rapids &

Royal Oak• 30 Staff

• Non-reseller• Professional

Services Only

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C D H ExpertiseC D H Expertise

• Project Managementj g• Infrastructure• Collaboration• Access & Identity Management (AIM)

C D H Talks TechC D HC D H Talks TechC D H

C D H AgendaC D H Agenda

Introducing SharePoint 2010• SharePoint 2007 vs 2010• SharePoint feature set• Where does ECM fit in SharePoint?Metadata and Content Types• Applying metadata

Managing enterprise metadata• Managing enterprise metadata• Content type syndicationRecords Management• Declaring RecordsDeclaring Records• File Plans• eDiscovery and Holds• Auditing and Reporting

C D H A Tale of Two Marketing SlidesC D H A Tale of Two Marketing SlidesBusiness Collaboration Platform for the Enterprise and the WebBusiness Collaboration Platform for the Enterprise and the Web

SharePoint 2010MOSS 2007

C D H SharePoint 2010 OverviewC D H SharePoint 2010 OverviewRibbon UIRibbon UISharePoint WorkspaceSharePoint MobileOffice ClientOffice Web App IntegrationStandards Support

Business Connectivity ServicesInfoPath Form ServicesExternal ListsWorkflowSharePoint DesignerVisual Studio Sites

Tagging, Tag Cloud, RatingsSocial Bookmarking

API EnhancementsREST/ATOM/RSS

Communities

Sites

Composites

Blogs and WikisMy SitesActivity FeedsProfiles and ExpertiseOrg Browser

PerformancePoint ServicesExcel ServicesChart Web PartVisio ServicesWeb AnalyticsSQL Server Integration

ContentInsights

Enterprise Content TypesMetadata and NavigationDocument SetsMulti-stage DispositionSocial Relevance

SQL Server IntegrationPowerPivot

Search

g pAudio and Video Content TypesRemote Blob StorageList Enhancements

Phonetic SearchNavigationFAST IntegrationEnhanced Pipeline

C D HAbout SharePoint 2007

C D H Records Management

• Records Center – Really a sample application

f f• Information Management Policy Enforcement– Auditing – log events and operations– Expiration – specify how long record is retainedExpiration specify how long record is retained– Barcodes – facilitate tracking of physical records

• Record Collection Programmable Interface– Record Routing – specify where each content

type goes– Hold – Can place a hold on documents and gather

h i l l i i dthem to a single location using custom code.

C D H About the Records CenterC D H About the Records Center

• The Web service is designed to work with third party document storage providers with minimum effort.

• Passes any metadata to be retained, including an audit history of the events performed on the document.

• The Web service is designed so that you could program workflows to manage movement of documents, or simply use built in "Send to Record Center" function in SharePoint.

C D HShortcomings of SharePoint

C D H 2007 Records Management• Library/folder size – 2000 item limit requires arbitrary folder structures to

be created. • Limited retention policies – Only single stage policies can be defined p y g g p

without custom development• Multiple copies – No document IDs, and “Send to Records Center” leaves

a copy rather than a link, with no indication that it is a record. • Auditing limited – Record declaration creates auditing snapshot; not easy

to read or aggregate. • Record Routing limited to content types – You cannot create a file plan

based on metadata without custom codebased on metadata without custom code. • Content types difficult to maintain – No built in process to maintain

consistency of content types across site collections. Records Repository strips content types entirely, and writes metadata to a separate XMLstrips content types entirely, and writes metadata to a separate XML document.

C D HSharePoint 2010 ECM

C D H Improvements

• Very large libraries and lists• Remote BLOB storage

D t ID /P i t t Li k• Document IDs/Persistent Links– Declare a record and leave a link

• Centrally managed and enforced metadata and content typestypes

• Improved user interface for profiling/tagging documents• Document Set content types• Hierarchical File Plans (Content Organizer)• Multi-stage retention & disposition• Legal Holdsega o ds

C D HC D H

C D H Metadata and Content Types

C D H Definition of TermsC D H Definition of Terms

• Taxonomy - Hierarchy, synonyms, descriptions, and translations

• Folksonomy Informal flat list of adhoc values• Folksonomy - Informal flat list of adhoc values• Term Store - Database that contains one or more

taxonomies available as a ‟Shared Service”• Term - Node in the taxonomy with a unique ID and many

text labels• Tagging - Applying metadata to an item (authoritative or

social)• Keywords - ‟Not just a text string”

C D H Applying Metadata: ‟Tagging”C D H Applying Metadata: Tagging

• Web Browser– List items can be tagged by using the ‟Edit Properties” UI

• AutomatedAutomated– By a workflow– By virtue of the location in which we choose to store the item

(location-based metadata)Values from the parent Document Set– Values from the parent Document Set

• Office Clients– Document Information Panel allows for tagging in the authoring

surface of the Office client– Backstage in the Office clients will allow full fidelity of the

managed metadata controls– InfoPath forms

• Custom AppsCustom Apps– 3rd party or custom applications using SharePoint Metadata OM

C D HManaged Metadata Column

C D H Type

• Managed Metadata– Single or multi-value field– Binds to any level of a hierarchical term set of any

term store (Share Application Service)– Tree-picker control

M d t d t l li t lib– Many managed metadata columns on a list, library, or content type

– Managed Keywords– Always for ‟folksonomies” – One keyword column per list or library– Validates against all terms in all term sets– Auto-complete– Disambiguation

C D H Metadata field & featuresC D H Metadata field & features

Closed Term Set

Closed Term Set

Open Term SetOpen Term Set Keywords SetKeywords SetSetSet

Flexible & open

Controlled & managed

C D H Term Store Management ToolC D H Term Store Management Tool

• Service Management– Access all available term stores from one location

• Security GroupsS y G p– Control how to edit/delete/create using SharePoint groups and users

• Term Sets– Allow/disallow end user updates– Term synonyms (including multilingual)– Advanced term management

– Copy– Reuse– Description– Merge– Import– DeprecateDeprecate– Delete

• Content Type Syndication– Central definition and management of:

– Metadata– Document Templatesp– Disposition

C D HContent Type Syndication:

C D H The Payoff

Content gets created using enterprise content type

Corporate policy gets applied, regardless of where content is createdis created

C D HDefining, Applying and

C D H Managing Metadata

Demo

C D HC D H

C D H Records Management

C D H Records Management FeaturesC D H Records Management Features

• Retention Policies• Declaring RecordsDeclaring Records• Document IDs• Content OrganizerContent Organizer• Legal Holds• Auditing and Reporting• Auditing and Reporting

C D H Retention PoliciesC D H Retention Policies

• Based on multiple factors– Content typeyp– Library– Folder

• Multi-stage retention policy

C D H Legal HoldsC D H Legal Holds

• Free text search• Local hold or exportLocal hold or export• Hold categories

C D H Declaring RecordsC D H Declaring Records

• In-Place• Sent to a Records CenterSent to a Records Center

– Manually– By policy

C D H Document IDsC D H Document IDs

• Permanent, unique, enterprise-wide• SearchableSearchable• Moveable• LinkableLinkable

C D H Content OrganizerC D H Content Organizer

• Based on record routing rules in SharePoint 2007

• Content Organizer Settings• Content Organizer Rulesg• Requires matching content types (value of

content type syndication)yp y )

C D H Records Management FeaturesC D H Records Management Features

Demo

C D H QuestionsC D H Questions

Your Questions• ?

My Questions• Is SharePoint 2010 ECM “ready for prime time”? • What scenarios do you envision for SharePoint

ECM?ECM?• Where does it fall short of “Enterprise ECM?”

C D H Thank YouC D H Thank You

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