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SharePoint 2010 Document Management Deep Dive

October 20, 2009 Mark Henderson Leave a comment Go to comments 2 Votes

An overview of the presentation on October 20, 2009 1:15 PM Presenter: Ryan Duguid Senior Product Manager ECM Microsoft Corporation The changing face of ECM Focus on the end user experience (phone, pc, mobile browser) There is a tension between Traditional Content Management (strict policy and management) and Social Networking and Collaboration (adhoc and chaos). SharePoint 2010 provides tools to manage and bring both of these constructs into a single repository. The ECM Tenets that must be satisfied The 3 Es

Easy to Use For Information Worker and IT Everyone Participates Democratize content management across the enterprise Enterprise Ready Scalability, Enterprise Content Types

New Functionality that was introduced in SharePoint 2007


Recycle Bin Check In/Out Major / Minor Versioning Item Level Permissions Content Types Workflow Policy per Content Types

Document Center Scenario Document Query Web Part(s) Most Recently Updated View, Most Recommended View Document Identifier Unique document identifier, no matter where the document lives (a concept that has been repeated in many of the sessions). A preface can be specified in front of document ids. This can help categorize documents/content across sites. Ratings Allows people looking for content to sort/filter content based on ratings to help refine what content should be utilized.

I like it A Quick Tag that allows users to tag items they like as they browse the repository, so that a user can quickly review the content that they indicated that they wanted to review in further detail at a later time. Drag and Drop Rich user experience to drag and drop multiple files into the document library. Declare as Record Functionality available from Office Ribbon Effective Disposition of Content effectively manage the amount of content stored within the organization

Legal Hold? Is this a Record? Retention Policy Applied? This can all be answered by looking at the properties of the record

Folders in SharePoint 2010 ECM


Apply Retention Schedule at the Folder level (multi-stage capability, review after 90 days, if no one has viewed this document in 1 year then move to the Recycle Bin) Apply Permissions Apply Default Metadata values at the folder level Children folders items that reside at lower levels within the folder can either inherit the policies at the folder level, or can have their own policies define.

Send Feedback A user can click this link to suggest changes to the person managing the taxonomy from the Edit Properties page of a document this is a neat little feature. Managed Metadata Column When adding a new column in SharePoint, this is a new type of Managed Metadata. The user can either choose to utilize a saved Centralized Term Set, or enter their own Localized Term Set. This allows a localized taxonomy within the site. When user selects metadata, there is a type-ahead/auto-complete feature as the user enters characters. Managed Metadata Services

Multi Lingual Terms Manage Term Sets (collection of terms) Open/Closed, Available for Tagging? o Merge Term Sets Ability to merge two different sets of terms (e.g. when an acquisition occurs) o Ability to move Term Sets from level in the taxonomy to another (e.g. from a local site to the enterprise site). Manage Terms o Ability to deprecate a term (no longer available) o Ability to enable a term (make it available again)

Metadata Based Navigation Probably the most demonstrated functionality during all the sessions (at least for Document Management/Enterprise Content Management). Click on the Term Set, and the Terms are automatically displayed. As the user clicks on these tree view links, the documents are filtered/refined based on the selections made by the user. Document Set Functionality A Content Type that serves as a container for other content types:

Customizable Landing Page provide users with guidance on how to use this Document Set Apply updates in bulk Update metadata for all content within this Document Set at one time Automate repetitive content creation For example for RFP Process, automatically create the Excel file, PowerPoint File and Word Document for each RFP

Content Type Syndication In MOSS Content Types were scoped very locally. In SharePoint 2010, Content Types can be shared across Site Collections as well as Farms. This functionality required custom programming in MOSS or third party tools to accomplish. This is accomplished via Content Type Hubs which are administrated via Central Administration. Content Type Organizer Routes documents and defaults based on metadata within the document. Multiple rules can be created to route the document when it is loaded into the library. This is very cool, and I have had many customers that have wanted this type of functionality. Property Based conditions can be checked for values and then routed based on the value in the property. Office 2010 Templates A user can configure which SharePoints they utilize, and Word 2010 will automatically add these templates to Word 2010. The user does NOT have to be in SharePoint, but can just open Word, create a New document based off of a SharePoint Template, and Word will automatically get the latest template from SharePoint and display the required metadata properties. The user can edit the document, press Save, and the document will automatically be routed and saved to the proper SharePoint Library. The key here, is that the user NEVER OPENED SharePoint. This is cool functionality. Content Management Interop Services CMIS Proposed Standard for interoperability between ECM repositories and applications. Started in Oct 2006 by IBM, EMC, and Microsoft. The proposal will be publically available in the next few months.