Date post: | 12-May-2015 |
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Architecting a SharePoint 2013 Content Management SolutionPatrick Tucker
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Patrick Tucker
Strategic Data Systems, MS Gold Partner
Principal Consultant, SharePoint
MCT, MCTS, MCPD, MCITP, MCSD, MCAD, MCDBA
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So many documents, so little timeWhere 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.
How does SharePoint 2013 help to organize, store, route and retain documents?
Enterprise Content Management
Defining and Organizing
Storing Documents in SharePoint
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
So, where do I put it?
Advice from TechNet
http://technet.microsoft.com/en-us/library/cc262215.aspx
Document Libraries
Document Libraries are the primary containers, which group content types
Can receive documents by drag and drop, uploading or through a Site Mailbox
Offline and Social
SkyDrive Pro replaces your My Site to store personal documents “in the cloud” and allows 7GB of personal storage
“Sync” allows you to synchronize a copy of a library on your local PC
Can use the link in SharePoint or the SkyDrive Pro client application that installs as part of Office 2013
Newsfeed shows sites and documents that you are following
Folders and Document Sets
Folder can organize content and may seem like a tempting option
Document sets organize, share metadata and provide a welcome page
Document Center
Don’t buy your features one at a time, bundle them!
A site template designed to create large document repositories
Comes equipped with all the features needed to manage doc life cycles
Not available in SharePoint Foundation 2013
So, how do I organize it?
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)
Enterprise Content Types
One site can become the source of record for content types and share them across the entire farm
Governance issue – consistent use of content types across the enterprise
Choose which content types in the gallery to be published
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
Allows moving documents from one library to another across sites
Send To Connections are configured in Central Administration
OfficialFile.asmx is the submission point
Are key to understanding the next step…
Content Organizer
Property based conditions route
contentContent is routed
to a specified location based on the criteria above
Specify alternate content type
names to accommodate
taxonomy differences
Submissions matched to a content type
Document ID Service
If documents need to move from place to place, how do we keep track?
Document IDs remain consistent as documents move
You can search for a document by its ID
Assigned IDs may be partially customized
Management and Retention
Information Management Policies
Can be implemented at Site, Content Type and Library levels
Handle document retention and auditing
Different policies may be created for documents and records
Direct effect on the life cycle of documents
Holds and eDiscovery Holds allow documents to be “frozen” in place or recorded in a specific
state for legal or auditing purposes. Holds can be done in the site via the “Hold” feature
eDiscovery is the process of locating content (through Search)that should be added to a hold.
eDiscovery may take place in the site or via a new site template called the “eDiscovery Center”
Discovery Center Site Template
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.
Holds are designed to be temporary. Records are designed to be permanent
Records may be declared in place or moved to a Record Center
Records are locked down and can be read but no longer edited
In-place Records ManagementDeclare Records without moving the list items
Define in place records policy per
library
Declare records in place to make them read only
Edit capabilities are removed
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.
Publishing and Locating Documents
Cross Site Publishing
The cross site publishing feature allows reuse of list and library content across sites.
Create a library in one, share it across others and sync changes.
Libraries become catalogs that other publishing sites can consume
Search is used to retrieve content and “Result Sources” are automatically populated with content from a list or library.
Search
Search may be used to find documents wherever they live in one or more site collections
Search may be narrowed to a specific content type or to locating all documents tagged with specific metadata
The Search Center site template provides a one stop shop for all your search related needs
The Content Search Web Part displays crawled content based on queries defined in web parts. Category pages contain these web parts to aggregate published content