EPC Group SharePoint 2010 Enterprise Content Management - ECM Best Practices

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  1. EPC Group’s SharePoint 2010Enterprise Content Management (ECM) Best Practices – “High Level Overview”<br /> 2. About EPC Group<br />SharePoint 2010…
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  • 1. EPC Group’s SharePoint 2010Enterprise Content Management (ECM) Best Practices – “High Level Overview”<br />
  • 2. About EPC Group<br />SharePoint 2010 and Project Server 2010 Offerings Include:<br />Enterprise Content Management Systems based on Microsoft SharePoint Server 2010<br />SharePoint 2010 (SharePoint Server 2010 SharePoint Foundation 2010) DoD Compliance Systems<br />Intranet and Internet facing implementations (SharePoint Server 2010, SharePoint Foundation))<br />Health Check and Assessment Initiatives – Preparing for SharePoint 2010 Phase 0 Approach<br />SharePoint Support Contracts for Organizations throughout the U.S.<br />Custom Application, Web Part, Security Models and Workflow Development<br />Migration initiatives for SharePoint 2007 to 2010 or LiveLink, Documentum, FileNet to SP 2010<br />KPI, Dashboard, and Reporting Solutions (Complete BI Solutions via PerformancePoint 2010)<br />Tailored SharePoint Training (either onsite or remote)<br />SharePoint Roadmap development: 6, 12, 18, and 24 months<br />Enterprise Metadata Design Retention Schedule Development – True Records Management Experts<br />Webpartgallery.com<br />
  • 3. Presenter: Errin O’Connor<br /><ul><li>Founder & CEO of EPC Group.net
  • 4. One of the nation’s leading SharePoint implementation firms with over 650 successful SharePoint implementations
  • 5. Author with the EPC Group team: Microsoft SharePoint Foundation 2010 – Inside Out
  • 6. Author of Windows SharePoint Services 3.0 Inside & Out by Microsoft Press
  • 7. Has completed 140+ SharePoint Implementations in the Past 10 years
  • 8. Has worked on some of the largest SharePoint deployments to date (400,000+ Users)</li></li></ul><li>EPC Group Facts<br />Founded in 1999- The Nation’s Oldest and Most Experienced SharePoint Integration Firm (Houston, Texas | Chicago, Illinois | Bethesda, Maryland | New York, New York)<br />Microsoft Gold Certified Partner with Top SharePoint & Project Server Competencies <br />Member of Microsoft SharePoint and Project Server TAP 2007 & 2010 Beta Test Programs<br />Currently Executed over 600 SharePoint Engagements throughout the Globe<br />History of executing some of the largest SharePoint Deployments in the history of Microsoft SharePoint<br />Patent Pending SharePoint Implementation Methodologies<br />Microsoft SharePoint Foundation 2010 Inside Out Dive in to Microsoft® SharePoint® Foundation 2010<br />Windows® SharePoint® Services 3.0 Inside Out <br />
  • 9. Implementing a SharePoint Center of Excellence(SharePoint COE)<br /> Organizations throughout the globe have implemented or will implement Microsoft SharePoint as a primary collaboration or content management solution within their organization. EPC Group has developed proprietary SharePoint Center of Excellence methodologies that will guarantee SharePoint is reliable, useable, scalable, and maintainable as well as a core foundation of your organization to ensure its long-term success.<br />
  • 10. SharePoint in the Now! (From Tahoe to 2010)<br />
  • 11. SharePoint in the Now! (SharePoint Timeline)<br />
  • 12. SharePoint in the Now! (SharePoint Timeline)<br />
  • 13. SharePoint in the Now! (SharePoint Timeline)<br />Windows SharePoint Services 3.0 (2007) (WSS)<br />Microsoft Office SharePoint Server 2007 (MOSS)<br />
  • 14. SharePoint in the Now! (SharePoint Timeline)<br />Windows SharePoint Services 3.0 (2007) (WSS)<br />Microsoft Office SharePoint Server 2007 (MOSS)<br />
  • 15. Microsoft SharePoint 2010TheBusiness Collaboration Platformfor the Enterprise and the Web<br />Sites<br />Connect and Empower People<br />Communities<br />Composites<br />Cut Costs with a Unified Infrastructure<br />Content<br />Insights<br />Rapidly Respond to Business Needs<br />Search<br />
  • 16. What is Enterprise Collaboration?<br />Connecting…<br />People<br />People<br />People<br />Organizations<br />Organizations<br />People<br />Ideas<br />Information<br />Customers<br />Organizations<br />
  • 17. How Do Your People Collaborate Today?<br />Issues & Limitations?<br />Phone<br />Consumer Social Networks<br />Email<br />Face-to-Face<br />Fax<br />Messaging<br />File Shares<br />Paper-based<br />
  • 18. Secure, Cost-Effective Collaboration in SP 2010<br />Collaborate securely across products, technologies, and organizational boundaries.<br />Enterprise<br />Extranet<br />Internet<br />Team<br />Division<br />Individual<br />Business Applications (SAP, data warehouse, custom, etc.)<br />
  • 19. SharePoint 2010 | An IT Paradigm Shift<br /><ul><li>SharePoint Server 2010 (by itself) can replace:
  • 20. Documentum (EMC)
  • 21. LiveLink (OpenText)
  • 22. FileNet (IBM)
  • 23. WebSphere (IBM)
  • 24. eRoom
  • 25. DocuShare (Xerox)
  • 26. Existing Intranets
  • 27. Custom .NET Pages
  • 28. ColdFusion
  • 29. Java-based Intranets</li></li></ul><li>SharePoint 2010 | An IT Paradigm Shift<br />SharePoint 2010 is a Platform that EPC Group has identified that can replace at least 50 different disparate or existing content management, Intranets, and Knowledge Management systems to be your organizations ecosystem for the: <br /><ul><li>Intranet Solution
  • 30. Enterprise Content Management System
  • 31. Knowledge Management Solution
  • 32. Collaboration Solution
  • 33. Internet-Facing or Extranet-Facing Solution
  • 34. Business Process Automation Platform (i.e. Workflow)
  • 35. Application Development Platform</li></li></ul><li>The SharePoint RM Feature Set<br />SharePoint Server 2010 Features<br />Records M. Feature Area<br />In place records management<br />Metadata-driven, hierarchal file plan in the archive<br />Recordization<br />eDiscovery <br />and Hold<br />eDiscovery searches over any SharePoint content<br />Archive results or leave on an in place hold<br />File Plan Report shows overview of content management policies<br />Per item audit log reports<br />Auditing <br />and Reporting<br />Retention <br />and Expiration<br />In place records management<br />Metadata-driven, hierarchal file plan in the archive<br />
  • 36.
  • 37. How do I prepare for litigation and eDiscovery?<br />Business Problem #1<br />
  • 38. Litigation and eDiscovery – How to Prepare<br />Primary focus should be on up front preparation<br />Appropriately enforced retention policies<br />Configure the system to track appropriate actions (auditing)<br />Leverage existing search technology during discovery process<br />“Custodian based approach” to eDiscovery doesn’t work in a collaborative environment<br />
  • 39. Managing E-mail Discovery<br />
  • 40. In Place Records Management<br />Record lock down, record retention polices <br />
  • 41. Workflow and Records<br />Record status driving business decisions<br />Workflow creating records<br />Declare Record action in SPD<br />
  • 42. E-Mail Archiving<br />Exchange 14 offers alternatives to PSTs via an online archive of e-mail<br />Allows cheaper storage for the less frequently used content<br />Policies can drive e-mail to the archive<br />
  • 43. How do I scale my compliance solution to the enterprise?<br />Business Problem #3<br />
  • 44. Hub<br />Scale and Distributed Architecture<br />…<br />SC2<br />SC1<br />To scale to 100s of millions of records, we’ll need to distribute the data to several databases and sites<br />O14 includes features to ensure centralized management of this distributed data<br />The content organizer distributes submissions across the sites<br />Content types are shared across site collections<br />Centralized eDiscovery searches across all sites<br />FAST Search ensures a unified retrieval experience<br />
  • 45. Microsoft SharePoint 2010TheBusiness Collaboration Platformfor the Enterprise and the Web<br />Sites<br />Connect and Empower People<br />Communities<br />Composites<br />Cut Costs with a Unified Infrastructure<br />Content<br />Insights<br />Rapidly Respond to Business Needs<br />Search<br />
  • 46. Microsoft SharePoint 2010<br />Ribbon UI<br />SharePoint Workspace<br />SharePoint Mobile<br />Office Client and Office Web App Integration<br />Standards Support<br />Business Connectivity Services<br />InfoPath Form Services<br />External Lists<br />Workflow<br />SharePoint Designer<br />Visual Studio<br />API Enhancements<br />REST/ATOM/RSS<br />Tagging, Tag Cloud, Ratings<br />Social Bookmarking<br />Blogs and Wikis<br />My Sites<br />Activity Feeds<br />Profiles and Expertise<br />Org Browser<br />Sites<br />Communities<br />Composites<br />PerformancePoint Services<br />Excel Services<br />Chart Web Part<br />Visio Services<br />Web Analytics<br />SQL Server Integration<br />PowerPivot<br />Content<br />Insights<br />Enterprise Content Types<br />Metadata and Navigation<br />Document Sets<br />Multi-stage Disposition<br />Audio and Video Content Types<br />Remote Blob Storage<br />List Enhancements<br />Search<br />Social Relevance<br />Phonetic Search<br />Navigation<br />FAST Integration<br />Enhanced Pipeline<br />
  • 47. Microsoft SharePoint 2010: ECM (Content)<br />Content<br />Enterprise Content Types<br />Metadata and Navigation<br />Document Sets<br />Multi-stage Disposition<br />Audio and Video Content Types<br />Remote Blob Storage<br />List Enhancements<br />
  • 48. EPC Group’s SharePoint 2010 ECMBest Practices<br />Best Practices with Managed Metadata & Term Sets<br />
  • 49. Let’s take a few steps back…<br />Terminology<br />What is ECM?<br />Enterprise Content Management<br />This is an electronic method of maintaining files within an organization<br />What is Metadata?<br />Data about Data<br />Description of a file, for example an Invoice can be described by: Invoice #, Client, Invoice Total, Invoice Date, Expiration Date, Associated Division<br />Terminology<br />
  • 50. SharePoint 2010 for Records Management<br />Search<br />Users can quickly and easily locate business critical documentation via Search<br />Search crawls contents of Office Files and certain PDF files<br />Metadata helps to build search as well<br />Can crawl other line of business system<br />Versioning<br />Automatically tracks versions of documentation <br />One version of the truth <br />Eliminates multiple copies of a document being stored on users personal computers and file shares<br />Knowledge Management<br />Eliminates the loss of corporate intellectual property associated with employee turn over<br />
  • 51. SharePoint 2010 for Records Management<br />Security<br />Manages security of files efficiently and easily <br />Legal<br />Allows automated management of Records Retention Policy <br />Offers eDiscovery for applying Legal Holds<br />Auditing<br />Opening or downloading documents<br />Viewing items in lists, or viewing item properties <br />Checking out or checking in items <br />Moving or copying items to another location in the site <br />Deleting or restoring items <br />Going Green<br />Saves paper and time by automating paper and time intensive processes <br />
  • 52. Typically comes in two forms:<br />Taxonomy<br />Hierarchy of terms<br />Folksonomy<br />Mesh of terms<br />More flexible – letting people choose their own tags<br />Lack consistency<br />Enable a wider variety of unexpected terms to be used<br />Metadata<br />
  • 53. Managing content<br />Expiration<br />Lifecycle<br />Archiving<br />Finding content <br />Search <br />Sorting<br />Filtering <br />Why Metadata<br />
  • 54. 2010 gives us 4 types of metadata:<br />Document properties<br />Associated with client and really nothing to do with SharePoint<br />List/library properties<br />Columns being used in SharePoint<br />Managed metadata<br />New feature in 2010, runs as a service like search and other services that benefit from central management<br />Social tags<br />Really part of MMS, and organize into a tag cloud<br />Metadata in SharePoint<br />
  • 55. What are they?<br />A Type of Document <br />i.e. Email, Fax, Invoice, Contract, Resume, Statement of Work<br />Define the following:<br />Metadata<br />Information Management <br />Workflow<br />Document Template<br />Document Information Panel<br />Content Types<br />
  • 56. Multiple workflows can be attached to a Content Type<br />Some common workflows include:<br />Disposition<br />Approval<br />Publishing<br />Content Types - Workflow<br />
  • 57. Content Types – IMP<br />Information Management Policies allow organizations to take control of it’s content with:<br />Policy Statements<br />Retention<br />Auditing<br />Barcodes <br />Labels<br />
  • 58. Content Types define Metadata <br />This includes managed metadata!<br />Content Types – Metadata & IMP<br />Information Management Policies allow organizations to take control of it’s content with:<br />Policy Statements<br />Retention<br />Auditing<br />Barcodes <br />Labels<br />
  • 59. A hierarchical collection of centrally managed terms that you can define and then use as attributes for itemsin Microsoft SharePoint Server 2010.<br />What is Managed Metadata?<br />
  • 60. Managed Keywords<br />Managed Terms<br />Simply words or phrases<br />One per content type<br />Part of a single, non hierarchical term set called Keyword Set<br />Always for ‘folksonomies’<br />Managed Keyword Control – allows users to select from all managed keywords and terms<br />Multiple values by default<br />End user can enter new values<br />Single or multi-value field<br />Multiple columns on a list, library, or content type<br />Inclusive/exclusive filtering<br />MUI enabled<br />Most recently used<br />Tree Picker control<br />Managed Keywords<br />
  • 61. Managed Metadata Services<br />
  • 62. Managed Metadata pulls it’s choices from a Term Set housed in the Term Store (database)<br />There can be multiple term sets within a Group within a Managed Metadata Service<br />There can be multiple Managed Metadata services within an organization depending on security needs<br />Site Collections consume from the managed metadata services including the Content Type Hub<br />Managed Metadata Continued<br />
  • 63. A database in which managed metadata is stored in the form of term sets and terms<br />Groups are the container<br />Many term sets per group<br />Term Store<br />
  • 64. A collection of term sets<br />Many groups per term store<br />Used as security boundary<br />Each term set has it’s own ACLs<br />Allows for custom sort order<br />And other unique settings like notification and open submission<br />Term Set Group<br />
  • 65. A collection of terms that are arranged into and stored as a hierarchy or flat list<br />One instance of source term<br />30,000 terms per term set<br />1000 term sets per term store<br />Each term can have many term labels to represent a synonym of that term<br />Terms can support languages through translation.<br />Term Sets<br />
  • 66. A word or phrase that can be associated with an Object in SharePoint Server 2010<br />Two types: managed terms and managed keywords<br />Merge, delete, deprecate, translate, move<br />Synonyms, description, translations, custom properties<br />Implemented through managed metadata site column<br />Terms<br />
  • 67. This is a new column in 2010, extremely powerful<br />Allows us to specify the centrally managed term set<br />Used to enforce terms<br />Added to new or existing content type<br />Managed Metadata Column<br />
  • 68. More consistent terminology<br />Better search<br />Being able to automatically update all document properties centrally <br />Being able to use the term sets as search refiners/filters<br />Benefits of Managed Metadata<br />
  • 69. Regular or Managed?<br />
  • 70. Regular or Managed?<br />
  • 71. Information Architecture <br />Consistent Terminology<br />Navigation Filtering<br />Archiving/Retention/Deletion<br />Better Search Results<br />More Metadata<br />Synonyms<br />Adoption<br />Making it easy on the users<br />Reduce training<br />Workflow <br />Governance & MMS<br />
  • 72. Managed Metadata columns only work in the browser or in Office 2010 Clients<br />Can’t edit in clients 2007 and later<br />Can’t edit in datasheet view<br />No way to bulk tag items, must be edited individually<br />Poses big problems for large migrations<br />Down side of Managed Metadata<br />
  • 73. Time spent here is time well spent<br />Designing and Planning an SharePoint ECM Solution<br />
  • 74. This is a great starting point for any ECM Project<br />When it’s already defined it can save a lot of time<br />Use it for conversations with legal counsel about design goals<br />Gives us an idea of what are considered records and need additional management<br />Retention Policy<br />
  • 75. A Tiered attribute architecture that provides flexibility to support processes, functions, and local needs<br />Related to the Metadata Model, a new ECM Solution will:<br />Deliver the Global/Core Attributes to support the system<br />Recommend opportunities to standardize labels and definitions for Extended Attributes, but the business decides what they will mandate<br />Implement th
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