kma sharepoint saturday hartford ecm wcm2011
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KMA SharePoint Saturday Hartford ECM WCM2011TRANSCRIPT
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)
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I live outside Boston…
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But I LOVE Connecticut…
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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
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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
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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)
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The bright frontier - 2010 Managed Metadata Service
• Centralized enterprise repository for tag hierarchies and keywords
• Publish and subscribe model for distributed content types
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Using MMS Taxonomy
• Add from common button
• Select from list tor type-ahead
• Consume from views, navigation, and search!
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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
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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
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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
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Taxonomy Administration
• Creating and managing terms and term sets
• Attaching to a library• Taxonomy navigation
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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
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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
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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
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Enable employees to deliver value fast with Document Sets
Different types of content items
Managed as a single entity
Aggregation - Document Sets
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Versioning and Approval
• Classic product functions
• User options• Interactive approval• Workflow approval
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Rules-based Routing
• Drop-off Library and Content Organizer
• Move content based on content type
• Move content based on metadata and properties
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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
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demo
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Declare a record in a team site
Location-based policies
Multi-stage disposition
policies
Enterprise Records Management
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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
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Information Lifecycle Management
• Default behavior is defined for Content Types (MMS)
• Redefine (override) at library/folder level
• Rich array of functions and custom workflow
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demo
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Web Content Management
• Decide on your paradigm – publishing vs. collaboration
• Business case – page creation by owners
• Edit and approve in place
• Optional - deployment paths
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WCM and Migration – Planning and Architecture
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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
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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
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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
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• 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 !
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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
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