SharePoint SaturdayLouisville, Kentucky

July 28, 2012

How to Manage Managing Your Enterprise Content

Patrick Tucker, Principal ConsultantMCPD, MCITP, MCDBA, MCTS, MCSD, MCT

Speaker Info

• Patrick Tucker• Principal Consultant, SharePoint• Strategic Data Systems• Email patrick.tucker@sds-

consulting.com

General Information

• Tweet it Out!!– Hashtag for this event: #SPSLouisville– Follow us: @SPSLouisville– Include your presenters

• Check out SPTV –Man on the street interviews…– Footage will be shown at http://mysp.tv

Taming the Beast!

Where do your documents go in SharePoint? How are they managed?

Document management controls the life cycle of documents in your organization — how they are created, reviewed, and published, and how they are ultimately disposed of or retained.

Document Management• Defining and Organizing

– Enterprise Content Types– Managed Metadata Service (Taxonomy)

• Tracking and Routing– Content Organizer– Document ID Service– Document Sets

• Management and Retention– In Place Records Management– Information Management Policies & Retention– Holds and eDiscovery

Doc Management Features

• Site Collection Features– Content Type Syndication Hub– Document ID Service– Document Sets– In Place Records Management– Library and Folder Based Retention

• Site Features– Content Organizer– Hold and eDiscovery

Defining and Organizing

Enterprise Content Types

One Site Collection can share Content

Types across the farm

Choose which

Content Types to Publish

Content Type Syndication

• MMS Properties is the place to start

• Create and publish content types in the “hub” site and consume in sites within the web application

• 2 Timer jobs control availability – “Content Type Hub” and “Content Type Subscriber”

• Beware blank sites and hidden features

Managed Metadata

Taxonomy Term Store

Manage Terms

Easily as Taxonomy

Needs Change

Import Existing

Corporate Taxonomy

Multi-lingual Support

Managed Metadata

Modify properties

in the Office

Backstage

Keywords are

Suggested While Typing

Modify Properties Using the Document Information

Panel

Browse Terms

Hierarchically

Tracking and Routing

Content Organizer

Property based conditions route

content

Content is routed to a specified

location based on the criteria above

Submissions matched to a content type Specify alternate

content type names to

accommodate taxonomy

differences

Auto Provision folders based on

properties or volume

Document ID Service

Search for a specific

Document ID

Document IDs remain consistent as documents are moved or copied

Document Sets

Document Set

Properties

Individual Document Properties

Document Set tab for Property, Version

and Workflow

Management

Manage Different Types of

Content as a Unit

Document Center Template

• Site template used to create a dedicated site for Documents with features automatically activated.

Management and Retention

Info Management Policies

Multiple Disposition

Options

Support for Review Cycles

Holds and eDiscovery

SP 2013 eDiscovery

• Discovery Center site to perform eDiscovery queries across multiple SharePoint farms and Exchange servers

• In-place preservation of Exchange mailboxes and SharePoint sites — including SharePoint list items and SharePoint pages — while still allowing users to work with site content.

• Support for searching and exporting content from file shares.

• The ability to export discovered content from Exchange Server 2013 Preview and SharePoint Server 2013 Preview.

What is a “Record”?

A record is a document or other electronic or physical entity in an organization that serves as evidence of an activity or transaction performed by the organization and that requires retention for some time period.

Active Documents

Records Management

Records Management Application

Destro

y

Manage

Digital media from client

computers, file servers and

e-mail systemsColle

ct

Physical media, such as paper copy, CD’s and video cassettes

Colle

ct

Litigation Support Tools

Hold

In-place Records Mgmt

Declare Records without moving

them

Records Center Template

• Site template used to create a dedicated site for Records with features automatically activated.

Records Mgmt SP 2013

• New retention policies applied at the site level.– The retention policy for the whole site

and the team mailbox, if one is associated with the site.

–What causes a project to be closed.–When a project should expire.

Clean-Up Items• Fill out your evaluation forms!• Visit the Dugout for a sneak peak of SharePoint 2013 and Networking.• See you back at Home Plate for the Closing and Raffles!!

• Get the FREE SDS Code Library

About SDS

SDS SharePoint Custom SolutionsCount on our Agile development and expert coding experience to create an optimal solution for your unique SharePoint application and integration needs.

·  Workflow & InfoPath Forms for Business Process Automation·  SharePoint Reports & BI Integration·  Portals & Collaboration·  Content Management

*Agile Practices for proven faster delivery, higher quality, & increased business value.

For twenty years, SDS has solved enterprise development challenges using coding best practices. We deliver required functionality with ·  Exceptional code quality ·  Maintainability·  and Reliability.

 

 

SharePoint Saturday Louisville has been made possible because of a generous sponsorship from the following friends…

SharePint is being held right here at the Marriott immediately following the event. Visit the Rackspace booth for your ticket.

For each unused drink ticket turned back in, a $5 donation will be made to charity.

Tonight’s SharePint is generously sponsored by