Transcript SharePoint ECM

Welcome to the
Minnesota SharePoint
User Group
April 9th, 2008
Enterprise Content Management
(ECM) in SharePoint
Erik Mau
http://www.sharepointmn.com
Agenda
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Introductions
ECM Stuff
Break
More ECM Stuff
Q&A
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User Group Goal / Objectives
Develop and support a local community focused on Microsoft
SharePoint Technologies
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Educate user group members about SharePoint Technologies
Transfer knowledge within the community
Communicate best practices
Introduce new products / solutions
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Introductions – MNSPUG Sponsors
Inetium (www.inetium.com)
• Technology consulting company
• Microsoft Gold Certified Partner
• Practice area focused on SharePoint
New Horizons – Minnesota (www.newhorizonsmn.com)
• Microsoft Gold Certified Partner
• Training on many technologies
Microsoft (www.microsoft.com)
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www.sharepointmn.com
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Website for user group
SharePoint resource documents
SharePoint resource links
RSS Feeds
Meeting Schedule
Past User Group Presentations
www.sharepointmn.com
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Upcoming Schedule
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Next Meeting
• May 14th 9:00 AM to 11:30 AM
• Microsoft’s Bloomington Office
• Topic: SharePoint: Real Implementations
4th Anniversary! – Come celebrate with us!
Check www.sharepointmn.com for updates!
• Ongoing Schedule
• 2nd Wednesday of every month
• 9:00 to 11:30 am
• Microsoft’s Bloomington Office
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Conferences
• Tech Ed – Developers – June 3-6, 2008
Tech Ed – IT Professionals – June 10-13, 2008
http://www.microsoft.com/events/teched2007/default.mspx
Orlando, Fl
Other Events
• Making your MOSS grow
April 14th – 18th – Las Vegas
High Monkey Consulting – Virgil Carroll
RSVP to [email protected]
More information at: http://www.highmonkey.com/moss.html
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Other Events
• CRM User Group
Creating a Marketing Campaign from A to Z within Microsoft Dynamics CRM
Thursday, April 17th 9:00 – 11:30 AM
• Minneapolis Office Developer Interest Group *New (still!)
Web Part Development in SharePoint
Tuesday, April 22nd 5:30 PM
Microsoft Bloomington Office
• Training - Developer’s Guide to Web Content Management (WCM)
May 12-16
Mindsharp Offices – Contact Tim Ryan
More information at http://www.mindsharp.com
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Other Events
• Twin Cities MPA Free Lunch ‘n’ Learn
April 23rd 12:00 – 2:00 PM – Microsoft Bloomington Office
SharePoint for Project Managers
RSVP at http://www.tcmpa.org
The Official Industry Association for Microsoft Office Project
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Blog Posts / News:
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Joel Oleson’s Blog has moved:
http://www.sharepointjoel.com/default.aspx
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Wes’s Blog has moved:
http://www.idubbs.com/blog
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Raymond’s Blog has moved:
http://www.iwkid.com/blog
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The Presentation…
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Today’s Agenda
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SharePoint And ECM Concepts
ECM Foundation: Document Management
Records Management
Web Content Management
Q&A
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SHAREPOINT AND ECM CONCEPTS
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What is Enterprise Content Management?
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ECM Defined…
• Document Management
– “A computer system (or set of computer
programs) used to track and store electronic
documents and / or images of paper documents.”
Wikipedia
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ECM Defined…
• Records Management
– “Practice of identifying, classifying, archiving,
preserving, and destroying records.” Wikipedia
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ECM Defined…
• Web Content Management
– “A content management system usually
implemented as a web application for creating
and managing HTML content.” Wikipedia
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SharePoint Concepts For ECM
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Content Database
Site Collection
Site
List / Library
Metadata (Columns / Content Types)
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DOCUMENT MANAGEMENT
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Document Management Topics
• The Core Platform
– Document Libraries
– Content Types & Site Columns
• Document Centers
• Constraints and Suggested Practices
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Document Management Topics
• The Core Platform
– Document Libraries
– Content Types & Site Columns
• Document Centers
• Constraints and Suggested Practices
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Document Libraries
• Document storage
• Security
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Document Libraries
• Document Storage
• Security
• Versioning
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Document Libraries
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Document Storage
Security
Versioning
Workflows
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Document Libraries
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Document Storage
Security
Versioning
Workflows
Metadata
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Document Libraries
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Document Storage
Security
Versioning
Workflows
Metadata
Views
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Document Libraries
• Additional Capabilities
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Upload single / multiple
Datasheet Mode
Explorer View
Outlook 2007 Integration
RSS / Alerts
Recycle Bin
Send To
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Scenario: Statement of Work / Contract
Currently, the Litware, Inc. sales teams creates contracts for customers that
are stored on a file system. SOW approvals and reviews are currently handle
by routing documents through email. Managing versions is important to
ensure that the final version is the document that is sent to the customer.
They want to leverage SharePoint for storing these customer-related
documents to improve both organization and internal processes. Only the
Sales Team and company directors should have access to the appropriate
documents.
Solution:
-Document Library
-Metadata for Context
-Approval Workflow
-Security
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Document Management Topics
• The Core Platform
– Document Libraries
–Content Types & Site Columns
• Document Centers
• Constraints and Suggested Practices
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An Analogy…
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An Analogy…
• Label = Metadata and Template
• How old = Expiration Policy, Retention / Disposition
Policy
• Where has it been = Auditing
• How do I prepare = Workflow
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Content Types
• Benefits
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Centralized Management
Organization of Metadata and Behavior
Control and Governance
Reuse
Inheritance
• Define
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Metadata / Document Information Panel
Document Template
Workflow
Policy
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Content Types: Management
• Top-level site “gallery”
• Child sites inherit
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Content Types: Management
• Name / Description
• Parent Content
Type
• Group
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Content Types: Define Metadata
• Existing “Site Columns”
• New “Site Column”
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Content Types: Define Document Templates
• Use Document Templates to avoid “Copy Document
Syndrome”
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Content Types: Define Policy
• Policy enforcement
• Capabilities
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Labels
Auditing
Expiration
Barcodes
Custom
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Content Types: Define Workflow
• Centrally manage, define, and associate workflows
– Approval
– Disposition
– Collect Signatures / Feedback
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Content Types: Define the “DIP”
• Document
Information Panel
• Easier Metadata
Management
• InfoPath 2007
Form
• Requires Office
2007
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Document Management Topics
• The Core Platform
– Document Libraries
– Content Types & Site Columns
• Document Centers
• Constraints and Suggested Practices
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Document Center Site Template
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Site template dedicated to document management
Content Types enabled
Versioning Settings enabled
Tree View enabled
Relevant Documents Web Part
Assigned Tasks
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Document Management Topics
• The Core Platform
– Document Libraries
– Content Types & Site Columns
• Document Centers
• Constraints and Suggested Practices
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Constraints and Suggested Practices
Constraint
Suggested Practice
Site Collection Limitations
• Content Types
• Site Columns
Leverage SharePoint “Features” to “staple”
company content types and site columns to site
collections.
Versioning on Document Libraries
Plan out content types and corresponding
document libraries to ensure versioning is
applied appropriately.
# of Documents per “Level” (2,000 Documents)
Plan document balancing techniques by using
folders or “automated” balancing techniques
using Event Handlers.
Capacity
Plan out Document Centers to align to content
databases.
SharePoint Groups and Indexing
Leverage AD Groups instead of SharePoint
Groups to avoid full crawls of large repositories.
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Scenario: Organization Growth and Improved Document Management
The Litware, Inc sales teams is growing and IS is interested in making changes
to ensure that the current document management solution can scale. The
sales team has been reorganized into “disciplines” so security, varying
approval workflow requirements, and document template standards have
been introduced.
Solution:
-SOW Content Types
-Document Templates
-Common Metadata
-Approval Workflows
-Barcode Policy
-Multiple Sales “Discipline” Sites
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RECORDS MANAGEMENT
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Records Management Topics
• Records Management Concepts
• Records Center Site Template
– Farm Configuration
– Routing
– Holds
• DoD 5015.2
• Constraints and Suggested Practices
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Records Management Topics
• Records Management Concepts
• Records Center Site Template
– Farm Configuration
– Routing
– Holds
• DoD 5015.2
• Constraints and Suggested Practices
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Records Management Concepts
• Documents authored and initially managed in a
“collaboration” space
• “Official” documents must be retained to comply
with legislation
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Logically categorized and organized
Available
Immutable (unchangeable)
Auditable
Disposable
Ability to Suspend Disposition
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Records Management Topics
• Records Management Concepts
• Records Center Site Template
– Farm Configuration
– Routing
– Holds
• DoD 5015.2
• Constraints and Suggested Practices
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Records Center Site Template
• Site template dedicated to records management
– Record Routing
– Hold Management
– Unclassified Records Management
• Owned by “Records Managers”
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Records Management Topics
• Records Management Concepts
• Records Center Site Template
– Farm Configuration
– Routing
– Holds
• DoD 5015.2
• Constraints and Suggested Practices
http://www.sharepointmn.com
Records Center: Farm Configuration
• SharePoint provides one record center per
Farm
• Configured in Central Administration
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Records Management Topics
• Records Management Concepts
• Records Center Site Template
– Farm Configuration
– Routing
– Holds
• DoD 5015.2
• Constraints and Suggested Practices
http://www.sharepointmn.com
Records Center: Routing Configuration
• Define a “route” for records based on content type
• Checks content type of incoming document and “routes” to
defined document library.
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Records Center: Record Routing
• Configure Document Library
– Define required metadata columns / associate content type
– Define auditing
– Define policies (i.e. Delete after 7 years)
• Check Content Type and Determine “Route”
• Deposits Document and Metadata based on “Route”
• Unique document name generated to avoid overwrite
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Records Center: Record Routing
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Records Management Topics
• Records Management Concepts
• Records Center Site Template
– Farm Configuration
– Routing
– Holds
• DoD 5015.2
• Constraints and Suggested Practices
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Records Center: Holds
• Holds created to:
– Identify documents that are being reviewed for legal reasons
– Ensure that document cannot be deleted or expired by policies
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Records Management Topics
• Records Management Concepts
• Records Center Site Template
– Farm Configuration
– Routing
– Holds
• DoD 5015.2
• Constraints and Suggested Practices
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DoD 5015.2: Resource Kit
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US Department of Defense Standard
Available for companies that must comply to standards
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Deployed as a set of “Features” to enhance Records Center
Example Features include:
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Security
Periodic Reviews
E-mail as Records
More complex retention rules
Unique IDs
Using Metadata for Routing
Automated Transfer of Records based on Expiration
Custom Expiration Formulas
And more…
Additional Information:
http://www.microsoft.com/sharepoint/capabilities/ecm/dod5015.mspx
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Records Management Topics
• Records Management Concepts
• Records Center Site Template
– Farm Configuration
– Routing
– Holds
• DoD 5015.2
• Constraints and Suggested Practices
http://www.sharepointmn.com
Constraints and Suggested Practices
Constraint
Suggested Practice
Site Collection Limitations
• Content Types
• Site Columns
Leverage SharePoint “Features” to “staple”
company content types and site columns to
records repository site collections.
Single Records Center per Farm
Implement a custom router to route
documents to appropriate record center.
Capacity
Plan out Record Centers to align to content
databases.
SharePoint Groups and Indexing
Leverage AD Groups instead of SharePoint
Groups to avoid full crawls of large repositories.
http://www.sharepointmn.com
Scenario: SOW Retention
Litware, Inc. is required to retain all SOW documents for legal and historical purposes.
All SOW documents must be retained for 7 years from the completion date of the
contract.
Solution:
-Records Center Site
-Configure Central Administration
-Configure Record Routing
-Configure Security
-Define Auditing and Policy for Record Retention
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WEB CONTENT MANAGEMENT
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Topics
• Publishing Sites
• Content Types and Page Layouts
• Managing Web Content
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Topics
• Publishing Sites
• Content Types and Page Layouts
• Managing Web Content
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Publishing Sites
• Site template configured with web content
management features enabled
– Page Layout Content Types
– Page Layouts
– Content Pages
– Page Libraries
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Topics
• Publishing Sites
• Content Types and Page Layouts
• Managing Web Content
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Page Layout Content Types
• Out-of-the-box Content Types for Publishing
– Article Page
– Redirect Page
– Welcome Page
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Page Layouts
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Web page templates that define the content layout
Created in SharePoint Designer (optional)
“Married” to the page layout content type
Field and Content Controls = Metadata from Content Type
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Topics
• Publishing Sites
• Content Types and Page Layouts
• Managing Web Content
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Page Library
• Storage for content pages
• Page content is metadata on the page!
• Familiar document management concepts apply
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Content Pages
• Content Page = Document in a Library
• Instance of a page layout
• WYSIWYG
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Content Pages: Page Editing Toolbar
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Check In / Checkout and Publish
Spell Check
Workflow
Unpublished Items
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Scenario: Press Releases
Litware, Inc. has been using SharePoint internally for document
management and collaboration. Given the employee’s
familiarity with the toolset, the marketing department would like
to build their public-facing site on SharePoint. Employees in the
marketing department create press releases on a weekly basis
and want to make sure that the content is reviewed and
approved before it goes live.
Solution:
-Create Publishing Site
-Define Press Release Content Type and Page Layout
-Configure Approval Workflow and Scheduling
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Q&A
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References
• Microsoft ECM Team Blog
http://blogs.msdn.com/ecm/
• Inetium Blogs
http://blogs.inetium.com
• DOD 5015.2: SharePoint Resource Kit
http://www.microsoft.com/sharepoint/capabilities/ecm/dod5015.mspx
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Thanks for coming!
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