ECM and Enterprise Metadata

Enterprise Content Management and Enterprise Metadata

AGENDA

Introduce ECM

ECM and Enterprise Metadata

Document ManagementRecord ManagementWeb Content Management

Enterprise Metadata

What is ECM?

Enterprise Content Management (ECM) is the strategies, methods, and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.

Why ECM?

Helps bring structure out of chaos

Helps maintain order when the structure becomes too big.

Cover both unstructured and structured data for an organization

Avoid the chaos of unmanaged and unchecked content development that leads to duplication, rework, and wasted time and money.

Why ECM?

What is ECM in SharePoint?

Provides an expanded subset of options, an expanded scope, and is more extensible than in previous versions.

ECM features are available to everyone in the enterprise, are easy to use, and support a broad range of content from the formal and structured to the informal and unstructured.

ECM features and functionality are also highly extensible and scalable.

ECM in SharePoint

Document Management

Record Management

Web Content Management

Digital Assets Management

Enterprise Metadata Management

ECM in SharePoint

Digital Assets ManagementSupports the ingestion, annotation, storage, retrieval, and rendering of digital content, including audio, video, and images.

Document ManagementCreate, store, and track documents, document sets, and other types of content.

Includes technology that can use to navigate through collections of documents and filter based on metadata, and a way to locate documents based on metadata defaults.

ECM in SharePoint

Record Management

Identifying documents as records, and ways to manage those records throughout their life cycle—identifying and creating records, eDiscovery or hold, auditing, expiration, and disposal. Supports managing records in an archive or repository, and supports in-place records management.

ECM in SharePoint

Web Content Management

Enables the configuration, deployment, customization, and optimization of sites, site collections, pages, Web Parts, and documents.Enterprise Metadata

A hierarchical collection of centrally managed terms that you can define and then use as metadata throughout SharePoint Server 2010 and other Microsoft Office 2010 applications.

ECM in SharePoint

“Featurization” of ECM

MOSS 2007

Document CenterRecord Center

SharePoint Server 2010

Refactored into SharePoint Features

““Featurization” of ECM

Content Organizer

Document ID Service

Document Sets

Holds and eDiscovery

In-Place Records Management

Metadata Navigation and Filtering

Ratings

Document Management

Document SetsEnables users to create a single work product that contains multiple work items

Base on specific content type called Document Sets:

Allow Content TypesShared FieldsWelcome PageDefault Content

Document Management

Create Content Types that will be allowed in the Document Sets

Create new Content Type that derives from the Document Set content type

Add Document Set to document library

Document IDs

All documents and document sets within that site collection are automatically assigned a site collection scope unique ID

Users will always be able to find it using the unique document ID.

Document IDs are generated by a document ID provider.

Records Management

Custom document provider can be implemented to replace the oob funcitonality

Inherit your provider from the Microsoft.Office.DocumentManagement.DocumentIdProvider

Replace provider using Microsoft.Office.DocumentManagement.DocumentId.SetProvider()

Applies change in Site Collection level

Records Management

Converting many of the records management–specific capabilities into SharePoint features

Some of the records management features

Content OrganizerHolds and eDiscoveryIn-Place Records Management

Content OrganizerUsers typically need a good understanding of the site / library structure to know where to save documentsContent organizer - users upload to sites

Routing rules will determine where the document is savedRouting rules defined by site administrators

Web Content Management

Enable you to configure, customize, develop, optimize, and publish sites, site collections, pages, Web Parts, and documents

Controlled consistencyRich customization features and extensibility through the user interface (UI) and the object model.Extensive integration with Microsoft Office 2010 that Functionality in one integrated set of capabilities that you can use to create dynamic, customized Web sites.

Web Content ManagementContent Query WebPart

Context filters introducedFilter query results based on query string or current page content valuesMOSS 2007 only allowed static filters OOTB

SharePoint Server 2010 adds capability for page authors / designers to select content fields to display via customization UI

In MOSS 2007, developers had to manually specify these fields in the CQWP’s CommonViewFields property & in the XSLT

Enterprise Metadata

Huge investments in metadata across the platformMetadata based navigation

Easier for users as content is more discoverableContent stewards help in creating indices on metadata fields for enhanced nav. performance

Users can now filter search results using metadata of result setLocation based metadata

Content stewards create helpers for libraries & content types

Enterprise MetadataService Application (Term Store) » Groups »

Term Sets » TermsLocations » Cities » Redmond

Administrators & users create term stores & terms

Flat list or hierarchical listDisambiguating, reusing, merging & deprecating termsCustom properties available from OM

Term store facilitates the management & retrieval of metadata & relationshipsTerms can belong to one or more term sets

Translations & synonyms

Term Store

One term store per shared service app

Many groups per term store. Used as security boundary

Many term sets per group (max 1000 total per term store)

30K terms per term set (max. 1m total)

SynonymsDescriptionTranslations(Custom properties)

Content Types

Metadata Service

Term Store

Term Set(s)

Term(s)

Group(s)

ContentType Hub

Enterprise MetadataEnterprise Keywords and Tags

Enterprise Keywords = TermFree text entries are converted to terms in term store – not part of any hierarchy thoughCan be promoted to term sets

TagsCan be terms or keywordsShell Tags:

Kept in sync with the item’s managed keyword fieldSaved in the item’s managed keyword field

Social Tags:Allows users to create and apply keywords to itemsStored in social store, not with the item itself

Enterprise Metadata

Provides rich interface for full management of term sets and terms

Import of term sets and termsTranslations & synonyms

Manage term set / term languagesSubmission policy (open / closed)

Open means users can submit terms to the term store (when adding / editing items)Regardless of the policy, users can always submit keywords

Term Store Management Tool

Rich object model for developers

Thank for listening!

Q & A