http://www.sharepointmn.com

1. Welcome to the Minnesota SharePoint User Group December 9th, 2009 SharePoint 2010 – Content Management Wes Preston Raymond Mitchell • Meeting #61 http://www.sharepointmn.com

2. Session Agenda • Introductions • SharePoint Overview • ECM Foundation: Document Management • Break • Records Management • Web Content Management • Q&A http://www.sharepointmn.com

3. Quick Intro • Wes Preston • SharePoint Consultant • MVP – SharePoint Server • MCTS – WSS and MOSS Configuration

4. Quick Intro • Raymond Mitchell • SharePoint Consultant at Inetium • MCTS • WSS and MOSS Configuration • WSS and MOSS Development • Author:

5. User Group Goal / Objectives Develop and support a local community focused on Microsoft SharePoint Technologies Educate user group members about SharePoint Technologies Transfer knowledge within the community Communicate best practices Introduce new products / solutions http://www.sharepointmn.com

6. Introductions – MNSPUG Sponsors Inetium (www.inetium.com) Technology consulting company Microsoft Gold Certified Partner Practice area focused on SharePoint New Horizons – Minnesota (www.newhorizonsmn.com) Microsoft Gold Certified Partner Training on many technologies Microsoft (www.microsoft.com) http://www.sharepointmn.com

7. www.sharepointmn.com Website for user group SharePoint resource documents SharePoint resource links RSS Feeds Meeting Schedule Past User Group Presentations info@sharepointmn.com www.sharepointmn.com http://www.sharepointmn.com

8. Social Networking Linked In group – The most interactive… includes job postings… http://www.linkedin.com/groups?gid=1878792 Facebook group http://www.facebook.com/home.php?#/group.php?gid=27333305456 Twitter tag - #MNSPUG http://www.sharepointmn.com

9. Upcoming Schedule Next Meeting January 13th 9:00 AM to 11:30 AM Microsoft’s Bloomington Office Topic: SharePoint 2010 - Composites Check www.sharepointmn.com for updates! Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft’s Bloomington Office http://www.sharepointmn.com

10. Conferences • SharePointPro Summit & Expo– March 16-19, 2010http://sharepointprosummit.comLas Vegas, NV Local Events • Minneapolis Office Developer Interest Group – December 10, 2009 5:30 PMSharePoint 2010 – Client Object Model • http://www.sharepointmn.com/MODIG • Migrating to SharePoint 2010 – January 20, 2010http://www.nhmn.comEdina, MN http://www.sharepointmn.com

11. Announcements Public Beta 2 available now! Register for it here: http://sharepoint2010.microsoft.com/try-it/Pages/Trial.aspx Lots of information from Microsoft and on the forums about installation, etc… Update Center is now live http://technet.microsoft.com/en-us/office/ee748587.aspx http://www.sharepointmn.com

12. Disclaimer… • All of the information gathered and presented today is based on versions of the software prior to final release. • Features and functionality *may still change* before the RTM versions are available. • Many of the slides and graphics presented today are based on content released and presented at SPC 09.

13. Microsoft SharePoint 2010TheBusiness Collaboration Platformfor the Enterprise and the Web Sites Connect and Empower People Composites Communities Cut Costs with a Unified Infrastructure Insights Content Rapidly Respond to Business Needs Search http://www.sharepointmn.com

14. SharePoint Content Intuitive interaction with content through Office Fast discovery using content metadata and tagging Rapid creation and publishing of web content User-centric Flexibility and Compliance Pervasive records management and legal holds Enterprise-wide taxonomies and folksonomies Cross-farm policies and rules for all content types Management Efficiency Metadata and tagging managed by same services Less storage and bandwidth for Office & binary content Interoperability framework to link legacy repositories

15. SharePoint 2010 Content Management http://www.sharepointmn.com

16. What is Content? • The facilities for the creation, review, publication and disposal of content including conforming to defined compliance rules, whether the content exists as traditional documents or as Web pages.  SharePoint 2010’s content-management capabilities include document management, records management, and Web-content management.  • On the old wheel: Formally known as Content Management

17. ECM Concepts • Document Management • “A computer system (or set of computer programs) used to track and store electronic documents and / or images of paper documents.” Wikipedia

18. ECM Concepts • Records Management • “Practice of identifying, classifying, archiving, preserving, and destroying records.” Wikipedia

19. ECM Concepts • Web Content Management • “A content management system usually implemented as a web application for creating and managing HTML content.” Wikipedia

20. Breaking Down ECM: • Document Management • Metadata Management • Records Management • Web Content Management • Digital Asset Management

21. Document Management http://www.sharepointmn.com

22. User Experience • Today: Storing content on local machines and file shares. • No Version Control • Limited Search and Findability • Limited Document Properties • Out of control Folder Hierarchies and Naming Conventions • Limited Security Management

23. SharePoint Pre-2010 • Sites Templates • Document Libraries, Image Libraries • Content Types and Metadata • Views • Granular Security • Version Control • Recycle Bin • Alerts

24. Document Management 2010 Improved New Document Sets Unique IDs Content Organizers View Control Default values by folder • Document Libraries • Upload Controls • Views • Office Integration • Metadata Management

25. Document Libraries • The core concept for all content management • Container for documents and files • Folders • Documents/Files • Document Sets • Content Types and Metadata • Features and Functionality Tied to the Library

26. Upload Controls • Destination Folder - Powerful when used with Column default values • Drag and Drop Multiples

27. Views • Views control which data users see, and how they see it. • Select views using the Ribbon

28. Views • Standard View Options • Filtering, Sorting, Grouping • New View Options • Inline Editing • Tabular View • More Mobile options • Number of items • Field to display

29. Views • Create View option - SharePoint Designer • Per-location view settings • Define which views are available

30. Office Integration • Connect to Office – Save As shortcuts to SharePoint library, navigate to folders • Sync to Workspace (Groove) • Sync with Outlook • Export to Excel

31. Form Control • Default New Form • Default Edit Form • Custom New and Edit Forms built with InfoPath • Control which fields are displayed

32. Document management demo

33. Metadata Management http://www.sharepointmn.com

34. User Experience • The Good: Consistent, structured and standard method for implementing document properties • Provides context for the document • The Bad: Perceptions of too much work for users to set all the meta data values

35. SharePoint Pre-2010 • Metadata columns available on Lists and Libraries • 2007 Introduced Content Types and Site Columns • Biggest limitation – Site Collection boundaries

36. Metadata - 2010 • Content Types and Site columns now enterprise-wide • Unique Document IDs • Metadata based navigation • Document Sets • Tags, Feedback, Notes, Ratings • Content Organizer

37. Columns and Site Columns • Columns exist by default on every list and library • Several data type options: • Site Columns can be reused

38. Published Metadata • Site Collection Feature • Content Type Syndication Hub • Content Types – Manage Publishing • Content Type Publishing

39. Unique IDs • Activated as a Site Collection feature • Document ID Service • Assign Unique IDs to documents • Define the ID format • URLs are static, independent of location

40. Metadata Navigation • Managed via Library Settings • Define fields to be used as navigation filters

41. Document Sets • Enabled as a Site Collection feature • Document Sets • Manage multiple documents as one unit • Managed as a content type

42. Validation Settings • Managed via Library Settings • Add rules to columns/metadata that must pass validation in order to be saved

43. Tags, Feedback and Notes • Social networking options for content • Affects search results • Surfaces content in other places

44. Taxonomy Term Store • Ensures consistent use of tags

45. Ratings • Managed via Library Settings • Allows users to provide feedback on the value of a library item • Affects search results relevancy

46. Content Organizer • Metadata based rules for moving content to a library or folder • Activated at the Site level • Drop Off Library – One per site • Managed in Site Settings • Can send to other site collections

47. Metadata demo

48. Records Management http://www.sharepointmn.com

49. User Experience • Documents authored and initially managed in a “collaboration” space • “Official” documents must be retained to comply with legislation • Logically categorized and organized • Available • Immutable • Auditable • Disposable • Suspend Disposition

50. SharePoint Pre-2010 • Records Center Site Template • Limited “send-to” functionality • Copy files into Records Center • Basic routing, policies, holds and audits • Architecture limitations