sps philly architecting a content management solution

Architecting a SharePoint 2013 Content Management SolutionPatrick Tucker

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Bio

Patrick Tucker

Strategic Data Systems, MS Gold Partner

Principal Consultant, SharePoint

MCT, MCTS, MCPD, MCITP, MCSD, MCAD, MCDBA

Patrick.Tucker@sds-consulting.com | tuckersnet@live.com

Blog: www.tuckersnet.com

Twitter: @TuckersNet

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So many documents, so little timeWhere do your documents go in SharePoint? How are they managed?

Document management controls the life cycle of documents in your organization — how they are created, reviewed, and published, and how they are ultimately disposed of or retained.

How does SharePoint 2013 help to organize, store, route and retain documents?

Enterprise Content Management

Defining and Organizing

Storing Documents in SharePoint

Enterprise Content Types

Managed Metadata Service (Taxonomy)

Tracking and Routing

Content Organizer

Document ID Service

Document Sets

Management and Retention

In Place Records Management

Information Management Policies & Retention

Holds and eDiscovery

Document Management Features

Site Collection Features

Content Type Syndication Hub

Document ID Service

Document Sets

In Place Records Management

Library and Folder Based Retention

Site Features

Content Organizer

Hold and eDiscovery

So, where do I put it?

Advice from TechNet

http://technet.microsoft.com/en-us/library/cc262215.aspx

Document Libraries

Document Libraries are the primary containers, which group content types

Can receive documents by drag and drop, uploading or through a Site Mailbox

Offline and Social

SkyDrive Pro replaces your My Site to store personal documents “in the cloud” and allows 7GB of personal storage

“Sync” allows you to synchronize a copy of a library on your local PC

Can use the link in SharePoint or the SkyDrive Pro client application that installs as part of Office 2013

Newsfeed shows sites and documents that you are following

Folders and Document Sets

Folder can organize content and may seem like a tempting option

Document sets organize, share metadata and provide a welcome page

Document Center

Don’t buy your features one at a time, bundle them!

A site template designed to create large document repositories

Comes equipped with all the features needed to manage doc life cycles

Not available in SharePoint Foundation 2013

So, how do I organize it?

Metadata and Content Types

Metadata is simply additional data

List level - Columns associated with library

Site level – shared content definitions

Enterprise Level – Content Type Hub

Values may be driven by taxonomy terms (think of choice fields on steroids)

Enterprise Content Types

One site can become the source of record for content types and share them across the entire farm

Governance issue – consistent use of content types across the enterprise

Choose which content types in the gallery to be published

Taxonomy Term Store

Terms Sets contain terms which can easily be updated over time

Existing taxonomies may be imported

Tracking and Routing

What happens to documents over time?

What if documents need to move later on?

What if documents need to be redirected to more specific libraries as they are added?

How do I keep track of documents if they move?

What if I need to group documents together in a more specific way?

Send To Connections

Allows moving documents from one library to another across sites

Send To Connections are configured in Central Administration

OfficialFile.asmx is the submission point

Are key to understanding the next step…

Content Organizer

Property based conditions route

contentContent is routed

to a specified location based on the criteria above

Specify alternate content type

names to accommodate

taxonomy differences

Submissions matched to a content type

Document ID Service

If documents need to move from place to place, how do we keep track?

Document IDs remain consistent as documents move

You can search for a document by its ID

Assigned IDs may be partially customized

Management and Retention

Information Management Policies

Can be implemented at Site, Content Type and Library levels

Handle document retention and auditing

Different policies may be created for documents and records

Direct effect on the life cycle of documents

Holds and eDiscovery Holds allow documents to be “frozen” in place or recorded in a specific

state for legal or auditing purposes. Holds can be done in the site via the “Hold” feature

eDiscovery is the process of locating content (through Search)that should be added to a hold.

eDiscovery may take place in the site or via a new site template called the “eDiscovery Center”

Discovery Center Site Template

Discovery Center site to perform eDiscovery queries across multiple SharePoint farms and Exchange servers

In-place preservation of Exchange mailboxes and SharePoint sites — including SharePoint list items and SharePoint pages — while still allowing users to work with site content.

Support for searching and exporting content from file shares.

The ability to export discovered content from Exchange Server 2013 and SharePoint Server 2013.

What is a “Record”?

A record is a document or other electronic or physical entity in an organization that serves as evidence of an activity or transaction performed by the organization and that requires retention for some time period.

Holds are designed to be temporary. Records are designed to be permanent

Records may be declared in place or moved to a Record Center

Records are locked down and can be read but no longer edited

In-place Records ManagementDeclare Records without moving the list items

Define in place records policy per

library

Declare records in place to make them read only

Edit capabilities are removed

Records Center Template

If you want to keep all records in one place, there’s a template for that.

Site template used to create a dedicated site for Records with features automatically activated.

Publishing and Locating Documents

Cross Site Publishing

The cross site publishing feature allows reuse of list and library content across sites.

Create a library in one, share it across others and sync changes.

Libraries become catalogs that other publishing sites can consume

Search is used to retrieve content and “Result Sources” are automatically populated with content from a list or library.

Search

Search may be used to find documents wherever they live in one or more site collections

Search may be narrowed to a specific content type or to locating all documents tagged with specific metadata

The Search Center site template provides a one stop shop for all your search related needs

The Content Search Web Part displays crawled content based on queries defined in web parts. Category pages contain these web parts to aggregate published content

Questions

Patrick.Tucker@sds-consulting.com | tuckersnet@live.com

Blog: www.tuckersnet.com

Twitter: @TuckersNet