Transcript Enterprise Content Management for SharePoint 2013

Enterprise Content
Management
File Share Migration
to Sharepoint 2013 ECM
SharePoint ECM Project
Proposed
Implementation Strategy
• Prioritize for, plan, engage SME’s and execute
migration by:
•
•
•
Projects, Area, or Workgroup
Department
Division
• Provide Online SharePoint training, run by their
champion
•
With live, relevant data this could yield some early wins
and important survey feedback to improve the process
• Build automated migration group profiles , content
types, metadata then execute the batch migrations
off hours
Migration Strategy Best-Practices
1. Comprehensive As-Is file inventory, while collecting
meta-data, building Content Types
2. Parallel design for ADDS, nav meta-data in term store
3. Parallel file inventory meta-data to term store and
content types to central content type HUB
Migration Strategy Options
1. Manual one-file at a time
2. Automated File hold in place
3. Automated Move to other drive area
Proposed Implementation Process
• Design/test ONE workgroup at a time
• Inventory Data Sources using SharePoint
•
Location/Workgroup, Department, Division, Owners,
gathering search, reporting meta-data attributes, defining
content types, navigation TAXONOMY, and tagging
Taxonomy
http://bit.ly/1vG6Dtq
Iterative – SME centric Work Plan
Identify
Data
PERSME
Division
Sources
Identify
Data
Sources
Construct
Navigation,
Metadata &
SP sub site
Identify
Content
Type
Execute Plan
Set ADDS Identify SME
group
Markup
Batch
Metadata
PER
Department,
project or
Area
2. Migration In Place - Connector
ITERATIONS
Pre – Migration Activities
INVENTORY
DATA
SOURCES
•
•
•
•
•
NAVIGATION
TAXONOMY
•
•
•
•
Establish Content
Types in Hub
Location
Workgroup
Department
Division
Owners
DEFINING
CONTENT
TYPES
Configure
SharePoint
for ECM
Migration
Publishing
Manage
Metadata
Term Store
Content
type HUB
ADDS
Work Group Migration
H DRIVE
FILE
SERVER
Setup Content Types
and Workgroup jobs
for moving data to
Libraries, while
automating metadata insertion
FOR Individuals,
setup jobs for
moving data to
Mysites
SharePoint 2013 SQL Server
• Web Content / Navigation
• Content types
• Pointer to Mass Storage
Deploy, Test, Train,
Feedback
Test Deployment,
and Log Check
User
Champion
TEST
Online Train,
Demo, Test
End User
Acceptance
PROS
CONS
• Parallel operation
• Old Files Left in system
•
• Profiles Could be Staged for Later Cleanup
https://www.youtube.com/watch?v=2521_n9cldU
3. Migrate to new Storage Area
ITERATIONS
Pre – Migration Activities
INVENTORY
DATA
SOURCES
•
•
•
•
•
NAVIGATION
TAXONOMY
•
•
•
•
•
Establish Content
Types in Hub
Location
Workgroup
Department
Division
Owners
DEFINING
CONTENT
TYPES
Configure
SharePoint
for ECM
Migration
Publishing
Manage
Metadata
Term Store
Content
type HUB
ADDS
Deploy, Test, Train,
Feedback
Work Group Migration
H DRIVE
FILE
SERVER
Setup Content Types
and Workgroup jobs
for moving data to
Libraries, while
automating metadata insertion
Test Deployment,
and Log Check
OTHER
SAN or
NAS
FILE
SYSTEM
FOR Individuals,
setup jobs for
moving data to
Mysites
SharePoint 2013 SQL Server
• Web Content / Navigation
• Content types
• Pointer to Mass Storage
PROS
• Cleaner Resultant File System
https://www.youtube.com/watch?v=JoAwLqeiXRE
User
Champion
TEST
Online Train,
Demo, Test
End User
Acceptance
CONS
• Shorter parallel
operation
Untangling File Shares using SharePoint
Metadata Navigation, Content Types, and Tag Metadata
• Instead on relying on human resources to remember WHERE content is stored
in file shares, SharePoint (and other ECM’s) use intuitive web navigation and
Google like keyword searches to find content.
• Content in file shares always comes from an individual, project, area,
workgroup, department and division. By also identifying ‘what types of
content’ need to be moved, we can move hundreds of documents at a time
into the ECM while tagging them with key METADATA information.
• This SEARCH enables human resources to simply use web navigation to their
work area and work with the same files as before.
6 min Content type educational video
https://www.youtube.com/watch?v=Yj3g5JnPo6s
• Adding new information by content type, acquires the new metadata for the
new document and files in the same or a new storage device.
FILE + Content Specific Metadata + Intuitively
Navigable Secure Collaboration Space = ECM
•
•
•
•
EXAMPLES
Finance Quarterly Reports
HR Employment Contracts
OPS Renewable Facilities
BHS Invoices
Must be implemented
at the farm level prior
to any other work
Why Manage Metadata ?
• Why Manage? – To provide Consistency of Search
• A Managed Metadata column is like spelling
correction used optimally. As you enter partial
keyword information required to add a new
document, suggestions from the enterprise
taxonomy or folksonomy are displayed.
• When should you subscribe to an Enterprise
taxonomy…versus building one from the ground
up ? How consistent do you need to be?
Base Taxonomy
http://www.wandinc.com/taxonomies.aspx
http://www.wandinc.com/medical-administration-taxonomy.aspx
Which automated tool to use?
• There are literally dozens of tools and migration approaches on the market today I
have reviewed most of them. Trial period testing using round trip proof of concept
migration are the best ways to insure a successful project.
• Of all the tools I reviewed one stood out as the best reviewed and most capable
http://www.avepoint.com/resources/videos/
http://www.avepoint.com/assets/pdf/doc6/DocAve_6_Platform_sheet.pdf
Technical Pre-requisites,
decisions, and instructional videos
1. Confirm current SQLServer configuration
2. Confirm Publishing Mode
3. Configure Managed Metadata Service 8 min http://bit.ly/1vIuZgR
a) Configuring Term store http://bit.ly/13HFmLm
4. Establish Content Type Hub http://bit.ly/10mmqPQ
a) Other PREREQ to use content types - http://bit.ly/1pl9lCH
b) Content type demo HR onboarding http://bit.ly/1EidLgK
5. Metadata Planning 1hr http://bit.ly/1tHQ3Y1
6. Set Navigation by metadata 8min http://bit.ly/1tbRF7i
7. Review and test of search strategy and configuration http://bit.ly/1zuRwkm
a) Enterprise search center – ram critical
b) Warning about in-place migration and slower mass storage conflicts
c) Intro https://www.youtube.com/watch?v=_4MtgJ8-g1I
d) 20 min https://www.youtube.com/watch?v=8XkfISljrt8
e) 56min https://www.youtube.com/watch?v=T1J_pMD7V_4
8. Test and Revision of add new document leg of workflow going forward
Navigational Organization
SHAREPOINT CENTRAL ADMINISTRATION
Admin
BHS
FFN
Vocational
Managed Meta-Data
Conclusions
This presentation was designed to both educate and technically prescribe the
project plan for the Lakewood migration from File Shares to SharePoint
• Identified Project Success Factors
• Provided 3 Strategic Options for migration
• Identified Best Practices from similar
Projects
• Built/Tested a SharePoint centric process to
streamline the data collection effort
• Drawn detailed technical flows for the two
major strategic options
• Detailed explanation of the file share
untangling process, with or without relocating files
• The roles of content type, managed
metadata, and taxonomy
• Suggested a semi-automatic toolset for
migration/conversion
• Technical Pre-Requisites & SharePoint
Farm architecture
https://www.youtube.com/watch?v=DIcsL9u9WIo
navigation