1. SharePoint 2010 ECM Under the Hood Brian Caauwe
Senior Consultant – MCTS / MCITP / MCPD
April 9, 2011

2. Session Agenda Document Management Term Management
Web Content Management
Records Management

3. Who am I? Brian Caauwe Consultant & Speaker MCTS – SharePoint v3
Blog:
MCTS – SharePoint v3
MCTS – SharePoint v4
MCITP – SharePoint 2010
MCPD – SharePoint 2010

4. Minnesota SharePoint User Group
2nd Wednesday of the Month
9:00 – 11:30 AM
SharePoint resources and links
Meeting Schedule
Past User Group Presentations
This Presentation
Next Meeting – 4/13
Internet Sites built on SharePoint

5. Quick Poll Version Work Roles 2007 – WSS, MOSS
2010 – SPF, Server, FAST
Work Roles
SharePoint Administrator
SharePoint Developer
Business User
Other

6. Document Management

7. Document Management Content Types Document Sets Management Policies
Document ID
Metadata Navigation
Social Rating

8. Document Management Content Types Reusable definition Settings
NOT just for documents
Settings
Workflows
Templates
Document Information Panel
Document Conversion
Policies (more on this later)
Inheritance
CAN NOT be reset

9. Document Management Content Types – Continued Metadata Columns Types
Single line of text
Multiple lines of text
Choice
Number
Currency
Date and Time
Lookup
Yes / No (Checkbox)
Person or Group
Hyperlink or Picture
Calculated (based on other columns)
External Data (connected to BCS)
Managed Metadata (more on this later)
Site Column vs. List Column

10. Document Management Publishing Content Types – Continued
Syndication Hub
Managed Metadata service
Site Collection feature
Publishing Settings
Unpublish
Republish
Error Log
Hidden List
Timer Jobs

11. Document Management Special Content Type Shared metadata
Document Sets
Special Content Type
Shared metadata
Default content
Configure Welcome page
Single entity
ONLY be used for documents
CAN NOT nest sets

12. Document Management Management Policies Retention (more on this later)
Auditing
Viewing
Editing
Check-in / Check-out
Move / Copy
Delete / Restore
Barcodes
Auto generation
Labels
Label formatting based on metadata values

13. Document Management Unique ID Automatic assignment
Document ID
Unique ID
Automatic assignment
Site Collection definition
Site collection prefix
Find by Document ID web part

14. Document Management List Settings Metadata Navigation
Navigation Hierarchies
Filters
Automatic Indexing

15. Document Management List Settings Per user rating Timer jobs
Social Rating
List Settings
Number of Ratings
Rating (0-5)
Per user rating
Timer jobs
Social Data Maintenance Job
Social Rating Synchronization Job
Activity Feed Job
Populate news feed

16. Document Management Demo
Content Types
Show the Content Type hub
Different Content Types
Document (Presentation)
Item (Session)
Show different between site collection and document library Content Types
Document Sets
Show feature activation
Show shared metadata
Show customized welcome page
Show auto-creation
Management Policies
Create a retention policy
Show new retention policy options
Document ID
Set document ID settings
Document ID web part
Metadata Navigation
Show navigation
Show filters
Social Rating
Show list settings
Show timer jobs

17. Term Management

18. Term Management Managed Metadata Service Managed Metadata Columns Tags
Taxonomy / Folksonomy

19. Term Management Managed Metadata Service Service Application
Identify Content Type Syndication hub
Service Application Proxy
Limits
Only one per service application
Identify default storage location
Enterprise Keywords
Column Term Sets
Consume or Push-down Content Type publishing
Delegate Administration
Bulk import from .CSV (sample provided)
Term Group / Term Store
Many per service application
Up to 1,000,000 items / store
Delegate Managers and Contributors

20. Term Management Managed Metadata Service – Continued Term Set Term
Limits
Up to 1,000 / term store
Contact (used for feedback link)
Submission Policy
Social Tagging
Sorting
Term
Up to 30,000 / term set
Up to 7 nested levels
Labels / Synonyms

21. Term Management New column type Bind to term set or term
Managed Metadata Columns
New column type
Better than “Choice”
Site or List Column
Multi-Value
Bind to term set or term
Needs to be “available for tagging”
Add to List / Feedback
Automatically populates search refinements

22. Term Management Tags & Notes control Enterprise Keywords & Other Terms
“Use Social Features” permission
Suggested Tags
Auto complete
Synonyms
Enterprise Keywords & Other Terms
“Available for Tagging”
Tag items inside AND outside of SharePoint

23. Term Management Taxonomy / Folksonomy Taxonomy Folksonomy
Corporate Terms
“Top down” approach
Enforce common terminology
Utilize Term Groups / Term Sets
Examples (Products, Departments, etc.)
Folksonomy
Everyday terms
“Bottom up” approach
Utilize Enterprise Keywords
General lack of structure
May be promoted to taxonomy
Examples (Flickr, del.icio.us)

24. Term Management Demo Managed Metadata Service
Show the service application in CA
Show the service application proxy settings
Show the timer jobs for publishing
Managed Metadata Columns
Show Term Set management from site
Show Managed Metadata column management
Show automatic refiners
Tags
Enterprise key words (open for tagging)
Show newsfeed

25. Web Content Management

26. Web Content Management
Master Pages / Page Layouts
Digital Media
Rich Editing
Content Mashups

27. Web Content Management
Master Pages / Page Layouts
Wiki formatting
Not just for wiki’s anymore
Link to pages, lists, items
Syntax: [[PageName | Display Name]]
Changing Page Layout
Quick change through Ribbon
Easy change of Content Types
Embedded web parts
Don’t necessarily need “zones”
Can place anywhere including “content” zones

28. Web Content Management
Digital Media
Embed into the browser
Media web part
Link to URL or SharePoint library
Starting / Looping options
Define preview image

29. Web Content Management
Rich Editing
Ribbon, Ribbon, Ribbon
It’s everywhere
Quick editing tools
Same keyboard shortcuts as Office
Styles, formatting, spell check, and more…

30. Web Content Management
Content Mashups
Content Query web part
Included with Publishing Features
Customizable through XSLT
Displays media in browser
Data View web part
XSLT list views now
Easier to start with, harder to customize
Search Core Results web part
Pull information from multiple sites / site collections
Defined query in web part
Limited sorting

31. Web Content Management Demo
Master Pages / Page Layouts
Show changing between page layouts
News pages
Digital Media
Embed video
Preview image
Rich Editing
Image manipulation
Web part embedding
Quick styles
Content Mashups
Show Content Query web part
Embedded Video
Custom ItemStyle

32. Records Management

33. Records Management Records Center Content Organizer In-Place Records
Records Retention
eDiscovery
RBS

34. Records Management Out of the box site definition
Records Center
Out of the box site definition
Pre-configured with records features
Document ID
Content Organizer
In place records management

35. Records Management A.k.a – Drop Off Library
Content Organizer
A.k.a – Drop Off Library
NOT your 2007 Records Router
Rules based routing
Can move to different sites
Automatic folder creation based on metadata
SharePoint Designer workflow action
Good to use with Document ID feature

36. Records Management NOT exclusive to Records Center
In-Place Records
NOT exclusive to Records Center
Keep document and metadata in-place
Site Collection configurations
Restrictions
Automatic or Manual declaration
Declaration Roles
Declaring records
Undeclaring records

37. Records Management Content Type policies MORE actions available
Records Retention
Content Type policies
MORE actions available
Retention types
Non-Records
Records
Define retention stages
Runs timer jobs
Information Management Policy
Expiration Policy

38. Records Management Uses search to locate documents Holds eDiscovery
Runs timer jobs
Search and Process
Hold Processing and Reporting
Holds
Hold in place, or copy to another location
Exclude records from retention policies
Hold Reports

39. Records Management RBS Remote Blob Store Provider based
Store documents out of the database
Looks no different to users
Special maintenance concerns
Provider based
SQL FILESTREAM (Free Provider)
3rd parties
StoragePoint
EMC
AvePoint
Content Database configuration
Configured per content database
SQL statements
PowerShell commands
Maintenance
Maintainer.exe utility
Log backups & CHECKPOINT

40. Records Management Demo
Records Center
Show new admin screen
Site records settings
Content Organizer
Show content routing
Holds
Site hold screens
RBS
Show RBS store
Show database tables

41. References
SharePoint 2010 Content -
Planning for eDiscovery -
ECM Class Library -
Install and Configure RBS -
My Blog -

42. Q & A