Slides of my SharePoint 2010 ECM talk at Tulsa TechFest 2010.

1. NWA TechFest 2010 | Thu, Jul 8th, 2010 | Center for Nonprofits @ St. Mary’s – Rogers, AR | 25+ Speakers & 8 Tracks
@coreyroth
www.dotnetmafia.com
Tulsa TechFest 2010 | Fri, Nov 12th, 2010 | OSU - Tulsa | 60+ Speakers & 24 Tracks

2. NWA TechFest 2010 | Thu, Jul 8th, 2010 | Center for Nonprofits @ St. Mary’s – Rogers, AR | 25+ Speakers & 8 TracksTulsa TechFest 2010 | Fri, Nov 12th, 2010 | OSU - Tulsa | 60+ Speakers & 24 Tracks

3. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 3
Corey Roth
• SharePoint Solutions Architect for Stonebridge
• Microsoft SharePoint MVP
• Specializing in ECM and Search
• Passed all SharePoint 2010 certification exams
• Microsoft Solutions Advocate
• E-mail: coreyroth@gmail.com
• Twitter: @coreyroth
• Blog: www.dotnetmafia.com
• Laptop: Dell E6510 i5 2.4 GHz 8GB
• Oracle VirtualBox 3.2.8 – 4GB on VM

4. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 4
Do your document libraries look like this?

5. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 5
We can do better…

6. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 6
ECM Challenges
• Not enough time
• Cost
• Don’t know how to define an ECM Plan
• No technical resources
• Lack of business or IT buy-in
• Lack of agreement among business units

7. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 7
How does SharePoint Help?
• Versioning
• Content Types
• Ratings
• Enterprise Keywords
• Managed Metadata
• Document Id Service
• Metadata Navigation
• Default Values
• Content Organizer
• Auditing / In Place Records Management
• Content Type Hub
• Document Sets

8. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 8
Versioning
• Keeps a running history of each document
• Turned off by default
• Can be configured with both major and minor versions
• Version limits help reduce amount of copies stored
• Entire document is stored each time (not just changes)
• Enabled under Library Settings -> Versioning Settings

9. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 9
Ratings
• Like iTunes but for documents and list items
• Allows users to rate documents with 0 – 5 stars
• Timer job runs periodically to calculate average ratings
• Use to sort or filter documents
• Enabled under Library Settings -> Ratings Settings.

10. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 10
Managed Metadata Service
• Provides the Term Store and Content Hub functionality
• Term Store
• Allows user to classify document with structured and
unstructured terms
• Structured terms: administrator defined hierarchy of well
known terms in the organization (i.e.: product types, divisions,
states, cities, etc.)
• Unstructured terms: tagging (Enterprise Keywords)
• Content Type Hub
• Synchronizes content types across site collections

11. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 11
Enterprise Keywords
• Allows end users to tag documents with relevant
information (i.e.: Budget, 2011, Important, I like it, Contract,
etc).
• Provides a quick and easy way to get basic classification on
documents
• User can pick existing terms or create new ones
• Administrator can promote a keyword into a structured
term set
• Displayed in search results and allows refinement
• Populates the tag cloud

12. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 12
Enterprise Keywords
• Enabled under Library Settings -> Enterprise Metadata and
Keywords Settings

13. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 13
Document Id Service
• Service that assigns a unique identifier to
any document uploaded
• Document Id stays the same even if
document is moved to another location
in site collection
• Not a GUID
• Administrator can define a prefix for
Document Id
• Must enable Document ID Service site
collection feature
• Configured in Site Settings -> Document
ID Settings

14. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 14
Content Types
• The proper way to do ECM
• Defined by one or more site columns (fields) that describe
the list item
• Inherits from a parent type (i.e.: Item, Document)
• Can be associated with custom forms, workflows, auditing,
and retention policies
• Built using the UI, SharePoint Designer, code, or via CAML
• Content Type Hub can publish specified content types to
other site collections

15. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 15
Metadata Navigation
• Allows the user to view document libraries by site column or
content type
• Requires Metadata Navigation and Filtering feature to be
activated
• Enabled under Library Settings -> Metadata navigation
settings

16. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 16
Default Column Values
• Built-in way to do metadata inheritance
• Specify a default value on a custom folder content type
• When document is uploaded into folder, value is copied into
matching site columns
• Enabled under Library Settings -> Column Default Value
Settings

17. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 17
Content Organizer
• Configurable rules engine for routing documents to a new
location when uploaded
• Can help prevent folders from containing too many items
• Create rules based on content type and metadata
• New folders created automatically based upon metadata
names
• Optionally append characters new duplicate filenames

18. NWA TechFest 2010 | Thu, Jul 8th, 2010 | Center for Nonprofits @ St. Mary’s – Rogers, AR | 25+ Speakers & 8 Tracks
Your input is important!
http://TulsaTechFest.com
Tulsa TechFest 2010 | Fri, Nov 12th, 2010 | OSU - Tulsa | 60+ Speakers & 24 Tracks

19. Tulsa TechFest 2010 | Fri, Nov 12th, 2010 | OSU - Tulsa | 60+ Speakers & 24 Tracks