This document provides an overview and summary of enterprise content management capabilities in SharePoint 2010. It discusses managed metadata and taxonomy administration for organizing content. Features covered include document and record management, versioning, approvals, digital media management, information lifecycle management, and planning for web content management. The presentation aims to demonstrate how these capabilities can be implemented and integrated together using SharePoint 2010 and its reference architecture.
16. 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
19. 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)
20. The bright frontier - 2010 Managed Metadata Service Centralized enterprise repository for tag hierarchies and keywords Publish and subscribe model for distributed content types
21. Using MMS Taxonomy Add from common button Select from list tor type-ahead Consume from views, navigation, and search!
22. 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
23. 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
24. Search Tags are automatically crawled properties All tags and terms are available as left hand “refinements”
25. 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
27. 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
28. Content Type Hubs Define one master site collection to house master content types Publish and synchronize across multiple farm and or site collections
30. Make it easy for users to enter metadata and use it Hierarchical taxonomy structure Metadata-driven navigation Capture metadata in Office Managed Metadata
31. 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
32. Enable employees to deliver value fast with Document Sets Managed as a single entity Different types of content items Aggregation - Document Sets
33. Versioning and Approval Classic product functions User options Interactive approval Workflow approval
34. SharePoint Content Make it easy for users to enter metadata and use it Hierarchical taxonomy structure Metadata-driven navigation Capture metadata in Office Pre-Beta screenshots, subject to change
35. Rules-based Routing Drop-off Library and Content Organizer Move content based on content type Move content based on metadata and properties
36. Rich authoring and publishing for web and multi-media content Microsoft Confidential, Prototype Only Streaming video on web pages Ribbon menu for media content Digital-Asset Management Pre-Beta screenshots, subject to change Digital Media Content Management
38. Declare a record in a team site Location-based policies Multi-stage disposition policies Enterprise Records Management
39. 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
40. Information Lifecycle Management Default behavior is defined for Content Types (MMS) Redefine (override) at library/folder level Rich array of functions and custom workflow
42. Web Content Management Decide on your paradigm – publishing vs. collaboration Business case – page creation by owners Edit and approve in place Optional - deployment paths
52. EvaluationsNext 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 !
57. Microsoft Certified Technology Specialist Presenting: Assess Your SharePoint Maturity With The SharePoint Maturity Model Consulting Manager, Burntsand
Editor's Notes
Use of tags and metadataUser is prompted to enter data (on right)Left hand side is showing navigation via metadata or taxonomy tree
Doc sets adds cap to bundle together types of content as a single entityAdd metadata to doc setAdd policy to doc set
Use of tags and metadataUser is prompted to enter data (on right)Left hand side is showing navigation via metadata or taxonomy tree
1) Media is more native2) Shows streaming of video3) OOB media webpart
More users are now part of the RM scenarioDeclare rec in team siteDisp pol is broken down in to stagesCreateArchiveElimination