Welcome to the Minnesota SharePoint User Group April 9 th, 2008 Enterprise Content Management (ECM) in SharePoint Erik Mau.

http://www.sharepointmn.com Welcome to the Minnesota SharePoint User Group April 9 th, 2008 Enterprise Content Management (ECM) in SharePoint Erik Mau

http://www.sharepointmn.com Agenda Introductions ECM Stuff Break More ECM Stuff Q & A

http://www.sharepointmn.com 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 http://www.sharepointmn.com

Introductions – MNSPUG Sponsors Inetium (www.inetium.com)www.inetium.com Technology consulting company Microsoft Gold Certified Partner Practice area focused on SharePoint New Horizons – Minnesota (www.newhorizonsmn.com)www.newhorizonsmn.com Microsoft Gold Certified Partner Training on many technologies Microsoft (www.microsoft.com)www.microsoft.com http://www.sharepointmn.com

www.sharepointmn.com Website for user group SharePoint resource documents SharePoint resource links RSS Feeds Meeting Schedule Past User Group Presentations www.sharepointmn.com http://www.sharepointmn.com

Upcoming Schedule Next Meeting May 14 th 9:00 AM to 11:30 AM Microsoft’s Bloomington Office Topic: SharePoint: Real Implementations 4 th Anniversary! – Come celebrate with us! Check www.sharepointmn.com for updates!www.sharepointmn.com Ongoing Schedule 2 nd Wednesday of every month 9:00 to 11:30 am Microsoft’s Bloomington Office http://www.sharepointmn.com

Other Events Making your MOSS grow April 14 th – 18 th – Las Vegas High Monkey Consulting – Virgil Carroll RSVP to training@highmonkey.com More information at: http://www.highmonkey.com/moss.htmltraining@highmonkey.comhttp://www.highmonkey.com/moss.html http://www.sharepointmn.com Conferences Tech Ed – Developers – June 3-6, 2008 Tech Ed – IT Professionals – June 10-13, 2008 http://www.microsoft.com/events/teched2007/default.mspx Orlando, Fl http://www.microsoft.com/events/teched2007/default.mspx

http://www.sharepointmn.com Other Events CRM User Group Creating a Marketing Campaign from A to Z within Microsoft Dynamics CRM Thursday, April 17th 9:00 – 11:30 AM Minneapolis Office Developer Interest Group *New (still!) Web Part Development in SharePoint Tuesday, April 22 nd 5:30 PM Microsoft Bloomington Office Training - Developer’s Guide to Web Content Management (WCM) May 12-16 Mindsharp Offices – Contact Tim Ryan More information at http://www.mindsharp.comhttp://www.mindsharp.com http://www.sharepointmn.com

Other Events Twin Cities MPA Free Lunch ‘n’ Learn April 23 rd 12:00 – 2:00 PM – Microsoft Bloomington Office SharePoint for Project Managers RSVP at http://www.tcmpa.orghttp://www.tcmpa.org http://www.sharepointmn.com The Official Industry Association for Microsoft Office Project

http://www.sharepointmn.com Blog Posts / News: Joel Oleson’s Blog has moved: http://www.sharepointjoel.com/default.aspx http://www.sharepointjoel.com/default.aspx Wes’s Blog has moved: http://www.idubbs.com/blog http://www.idubbs.com/blog Raymond’s Blog has moved: http://www.iwkid.com/blog http://www.iwkid.com/blog http://www.sharepointmn.com

The Presentation… http://www.sharepointmn.com

Today’s Agenda SharePoint And ECM Concepts ECM Foundation: Document Management Records Management Web Content Management Q&A

http://www.sharepointmn.com SHAREPOINT AND ECM CONCEPTS

http://www.sharepointmn.com What is Enterprise Content Management?

http://www.sharepointmn.com 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

http://www.sharepointmn.com ECM Defined… Records Management – “Practice of identifying, classifying, archiving, preserving, and destroying records.” Wikipedia

http://www.sharepointmn.com ECM Defined… Web Content Management – “A content management system usually implemented as a web application for creating and managing HTML content.” Wikipedia

http://www.sharepointmn.com SharePoint Concepts For ECM Content Database Site Collection Site List / Library Metadata (Columns / Content Types)

http://www.sharepointmn.com DOCUMENT MANAGEMENT

http://www.sharepointmn.com Document Management Topics The Core Platform – Document Libraries – Content Types & Site Columns Document Centers Constraints and Suggested Practices

http://www.sharepointmn.com Document storage Security Document Libraries

http://www.sharepointmn.com Document Storage Security Versioning Document Libraries

http://www.sharepointmn.com Document Storage Security Versioning Workflows Document Libraries

http://www.sharepointmn.com Document Storage Security Versioning Workflows Metadata Document Libraries

http://www.sharepointmn.com Document Storage Security Versioning Workflows Metadata Views Document Libraries

http://www.sharepointmn.com Additional Capabilities – Upload single / multiple – Datasheet Mode – Explorer View – Outlook 2007 Integration – RSS / Alerts – Recycle Bin – Send To Document Libraries

http://www.sharepointmn.com Scenario: Statement of Work / Contract Currently, the Litware, Inc. 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. Only the Sales Team and company directors should have access to the appropriate documents. Solution: -Document Library -Metadata for Context -Approval Workflow -Security

http://www.sharepointmn.com An Analogy…

http://www.sharepointmn.com Label = Metadata and Template How old = Expiration Policy, Retention / Disposition Policy Where has it been = Auditing How do I prepare = Workflow An Analogy…

http://www.sharepointmn.com Benefits – Centralized Management – Organization of Metadata and Behavior – Control and Governance – Reuse – Inheritance Define – Metadata / Document Information Panel – Document Template – Workflow – Policy Content Types

http://www.sharepointmn.com Top-level site “gallery” Child sites inherit Content Types: Management

http://www.sharepointmn.com Name / Description Parent Content Type Group Content Types: Management

http://www.sharepointmn.com Existing “Site Columns” New “Site Column” Content Types: Define Metadata

http://www.sharepointmn.com Use Document Templates to avoid “Copy Document Syndrome” Content Types: Define Document Templates

http://www.sharepointmn.com Policy enforcement Capabilities – Labels – Auditing – Expiration – Barcodes – Custom Content Types: Define Policy

http://www.sharepointmn.com Centrally manage, define, and associate workflows – Approval – Disposition – Collect Signatures / Feedback Content Types: Define Workflow

http://www.sharepointmn.com Document Information Panel Easier Metadata Management InfoPath 2007 Form Requires Office 2007 Content Types: Define the “DIP”

http://www.sharepointmn.com 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

http://www.sharepointmn.com ConstraintSuggested Practice Site Collection Limitations Content Types Site Columns Leverage SharePoint “Features” to “staple” company content types and site columns to site collections. Versioning on Document LibrariesPlan out content types and corresponding document libraries to ensure versioning is applied appropriately. # of Documents per “Level” (2,000 Documents)Plan document balancing techniques by using folders or “automated” balancing techniques using Event Handlers. CapacityPlan out Document Centers to align to content databases. SharePoint Groups and IndexingLeverage AD Groups instead of SharePoint Groups to avoid full crawls of large repositories. Constraints and Suggested Practices

http://www.sharepointmn.com Scenario: Organization Growth and Improved Document Management The Litware, Inc sales teams is growing and IS 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 -Barcode Policy -Multiple Sales “Discipline” Sites

http://www.sharepointmn.com RECORDS MANAGEMENT

http://www.sharepointmn.com Records Management Topics Records Management Concepts Records Center Site Template – Farm Configuration – Routing – Holds DoD 5015.2 Constraints and Suggested Practices

http://www.sharepointmn.com 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

http://www.sharepointmn.com Records Center Site Template Site template dedicated to records management – Record Routing – Hold Management – Unclassified Records Management Owned by “Records Managers”

http://www.sharepointmn.com Records Center: Farm Configuration SharePoint provides one record center per Farm Configured in Central Administration

http://www.sharepointmn.com 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.

http://www.sharepointmn.com 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

http://www.sharepointmn.com Records Center: Record Routing

http://www.sharepointmn.com 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

http://www.sharepointmn.com 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/sharepoint/capabilities/ecm/dod5015.mspx http://www.microsoft.com/sharepoint/capabilities/ecm/dod5015.mspx

http://www.sharepointmn.com ConstraintSuggested Practice Site Collection Limitations Content Types Site Columns Leverage SharePoint “Features” to “staple” company content types and site columns to records repository site collections. Single Records Center per FarmImplement a custom router to route documents to appropriate record center. CapacityPlan out Record Centers to align to content databases. SharePoint Groups and IndexingLeverage AD Groups instead of SharePoint Groups to avoid full crawls of large repositories. Constraints and Suggested Practices

http://www.sharepointmn.com Scenario: SOW Retention Litware, Inc. 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 -Configure Security -Define Auditing and Policy for Record Retention

http://www.sharepointmn.com WEB CONTENT MANAGEMENT

http://www.sharepointmn.com Topics Publishing Sites Content Types and Page Layouts Managing Web Content

http://www.sharepointmn.com Publishing Sites Site template configured with web content management features enabled – Page Layout Content Types – Page Layouts – Content Pages – Page Libraries

http://www.sharepointmn.com Page Layout Content Types Out-of-the-box Content Types for Publishing – Article Page – Redirect Page – Welcome Page

http://www.sharepointmn.com 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

http://www.sharepointmn.com Page Library Storage for content pages Page content is metadata on the page! Familiar document management concepts apply

http://www.sharepointmn.com Content Pages Content Page = Document in a Library Instance of a page layout WYSIWYG

http://www.sharepointmn.com Content Pages: Page Editing Toolbar Check In / Checkout and Publish Spell Check Workflow Unpublished Items

http://www.sharepointmn.com Scenario: Press Releases Litware, Inc. has been using SharePoint internally for document management and collaboration. Given the employee’s familiarity with the toolset, the marketing department would like to build their public-facing 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 and Scheduling

http://www.sharepointmn.com Q & A http://www.sharepointmn.com

References Microsoft ECM Team Blog http://blogs.msdn.com/ecm/ Inetium Blogs http://blogs.inetium.com http://blogs.inetium.com DOD 5015.2: SharePoint Resource Kit http://www.microsoft.com/sharepoint/capabilities/ecm/dod5015.mspx http://www.sharepointmn.com

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

Welcome to the Minnesota SharePoint User Group April 9 th, 2008 Enterprise Content Management (ECM) in SharePoint Erik Mau.

Similar presentations

Presentation on theme: "Welcome to the Minnesota SharePoint User Group April 9 th, 2008 Enterprise Content Management (ECM) in SharePoint Erik Mau."— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Welcome to the Minnesota SharePoint User Group April 9 th, 2008 Enterprise Content Management (ECM) in SharePoint Erik Mau.

Similar presentations

Presentation on theme: "Welcome to the Minnesota SharePoint User Group April 9 th, 2008 Enterprise Content Management (ECM) in SharePoint Erik Mau."— Presentation transcript:

Similar presentations

About project

Feedback