SharePoint Saturday CincinnatiOctober 27, 2012

How To Manage managing your enterprise contentPatrick TuckerMCT, MCITP, MCTS, MCSD, MCDBA, MCPD

About SDS

SDS Custom SharePoint SolutionsAgile development and SharePoint 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.

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.

Enterprise Content 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

Document 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

Document Libraries

• Document Libraries are the primary containers, which group content types

Metadata and Content Types• Metadata is simply additional data• List level - Columns associated with

library • Site level – shared content definitions• Enterprise Level – Content Type Hub• Values may be driven by taxonomy

terms (think of choice fields on steroids)

Content Types Reuse

• Site level content types allow reuse across libraries, but what about multiple sites?

• Governance issue – consistent use of content types across the enterprise

• One site can become the source of record for content types

Enterprise Content Types

• One site collection can share content types across the entire farm

• Choose which content types in the gallery to be published

Content Type Syndication• MMS Properties - 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”

• Set property to consume content types!

Taxonomy Term Store

• Terms Sets contain terms which can easily be updated over time

• Existing taxonomies may be imported

Tracking and Routing

What happens to documents over time• What if documents need to move

later on?• What if documents need to be

redirected to more specific libraries as they are added?

• How do I keep track of documents if they move?

• What if I need to group documents together in a more specific way?

Send To Connections

• Send To Connections are configured in Central Adminstration

• OfficialFile.asmx at the site level is used

• Can be set at the library level• Are key to understanding the next

step…

Content Organizer

Submissions matched to a content type

Property based conditions route

content

Specify alternate content type

names to accommodate

taxonomy differences

Content is routed to a specified

location based on the criteria above

Document ID Service

Document IDs remain consistent as documents are moved or copied

Search for a specific

Document ID

Grouping Documents

• How do we group documents together in SharePoint– Libraries– Folders– Document Sets– Taxonomy and Search

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• Don’t buy your features one at a

time, bundle them!• Site template used to create a

dedicated site for Documents with features automatically activated.

Management and Retention

Info Management Policies

Multiple Disposition

Options

Timeline support

Holds and eDiscovery

SharePoint 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 and SharePoint Server 2013.

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

ToolsHold

In-place Records Management

Declare Records without moving the list items

Records Center Template

• If you want to keep all records in one place, there’s a template for that.

• 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.http://technet.microsoft.com/en-us/library/fp161517(v=office.15)

Questions

• For questions after today’s session, feel free to contact me . . .

• Patrick.Tucker@sds-consulting.com

MORE iNFORMATION

SDS SharePoint Webcasts:• Managing Content and Maximizing Search, 11/2• Sharing Business Insights – Integrating with

Business Intelligence Reports, 11/30• Visit http://sds-consulting.com to register

• SharePoint Library for various components. http://SDSSharepointLibrary.codeplex.com/

SharePoint Lunch and Learns

Publications on the SDS website and bloghttp://sds-consulting.com

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