SharePoint ECM

1
Welcome to the Nebraska SharePoint User Group
May 7th, 2008 Enterprise Content Management(ECM)
in SharePoint
Corey Erkes
2
Agenda

• Introductions
• ECM Stuff
• Break
• More ECM Stuff
• Q A

3
User Group Goal / Objectives

• Develop and support a local community focused on
  Microsoft SharePoint Technologies
• Educate user group members about SharePoint
  Technologies
• Transfer knowledge within the community
• Communicate best practices
• Introduce new products / solutions

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Introductions NESPUG Sponsors

• Inetium (www.inetium.com)
• Technology consulting company
• Microsoft Gold Certified Partner
• Practice area focused on SharePoint
• Microsoft (www.microsoft.com)

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www.sharepointne.com

• Website for user group
• SharePoint resource documents
• SharePoint resource links
• RSS Feeds
• Meeting Schedule
• Past User Group Presentations

www.sharepointne.com
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Upcoming Schedule

• Next Meeting
• June 4th 900 AM to 1100 AM
• Microsoft Office
• Topic TBD Check www.sharepointne.com for
  updates!
• Ongoing Schedule
• 1st Wednesday of every month
• 900 to 1100 am
• Microsoft Office

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Other Events
Conferences

• Tech Ed Developers June 3-6, 2008Tech Ed
  IT Professionals June 10-13, 2008http//www.mic
  rosoft.com/events/teched2007/default.mspx
  Orlando, Fl

• Making your MOSS growApril 14th 18th Las
  VegasHigh Monkey Consulting Virgil
  CarrollRSVP to training_at_highmonkey.com More
  information at http//www.highmonkey.com/moss.htm
  l

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Blog Posts / News

• Joel Olesons Blog has movedhttp//www.sharepoin
  tjoel.com/default.aspx
• Wess Blog has movedhttp//www.idubbs.com/blog
  
• Raymonds Blog has movedhttp//www.iwkid.com/blo
  g

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Business Intelligence Training

• Six part seminar over Microsoft Business
  Intelligence and Data Warehousing Toolkit.
• Hosted by 1Staff Training and the Inetium
  Business Intelligence team. First session starts
  June 5th.
• Visit www.heartlandbi.com for more information.

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The Presentation
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Todays Agenda

• SharePoint And ECM Concepts
• ECM Foundation Document Management
• Records Management
• Web Content Management
• QA

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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

• 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

• Document Storage
• Security
• Versioning
• Workflows

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Document Libraries

• Document Storage
• Security
• Versioning
• Workflows
• Metadata

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Document Libraries

• Document Storage
• Security
• Versioning
• Workflows
• Metadata
• Views

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Document Libraries

• Additional Capabilities
• 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 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.
  Sales team member needs to approve document
  before sending to customer.
• 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
• Centralized Management
• Organization of Metadata and Behavior
• Control and Governance
• Reuse
• Inheritance
• Define
• 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
• 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

• 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
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Scenario Organization Growth and Improved
Document Management

• The sales team is growing and 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
• Label 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
• 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

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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

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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

• US Department of Defense Standard
• Available for companies that must comply to
  standards
• Security
• Periodic Reviews
• E-mail as Records
• More complex retention rules
• Deployed as a set of Features to enhance
  Records Center
• Example Features include
• Unique IDs
• Using Metadata for Routing
• Automated Transfer of Records based on Expiration
• Custom Expiration Formulas
• And more
• Additional Information http//www.microsoft.com/s
  harepoint/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

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Constraints and Suggested Practices
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Scenario SOW Retention

• The Sales Team 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
• Define 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

• 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

• Check In / Checkout and Publish
• Spell Check
• Workflow
• Unpublished Items

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Scenario Press Releases

• Sales Team has been using SharePoint internally
  for document management and collaboration. Given
  the employees familiarity with the toolset, the
  marketing department would like to build their
  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

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Q A
http//www.sharepointmn.com
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References

• Microsoft ECM Team Blog
• http//blogs.msdn.com/ecm/
• Inetium Blogshttp//blogs.inetium.com
• DOD 5015.2 SharePoint Resource Kit
• http//www.microsoft.com/sharepoint/capabilities/e
  cm/dod5015.mspx

http//www.sharepointmn.com
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Thanks for coming!
http//www.sharepointmn.com