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April 10 th , 2013

Donald Donais. April 10 th , 2013. 100 th Meeting Celebration & Building a Brick House – SharePoint and ECM. Donald Donais. MNSPUG General Information The Century Mark for MNSPUG Enterprise Content Management Break Metadata & Content Types Content Features to Know About!

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April 10 th , 2013

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  1. Donald Donais April 10th, 2013 100th Meeting Celebration & Building a Brick House – SharePoint and ECM Donald Donais

  2. MNSPUG General Information The Century Mark for MNSPUG Enterprise Content Management Break Metadata & Content Types Content Features to Know About! Records Management and eDiscovery Evaluations & Giveaways Agenda

  3. 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 User Group Goal / Objectives

  4. Avtex (www.avtex.com) Benchmark Learning (www.benchmarklearning.com) Microsoft (www.microsoft.com) Wrox Press (www.wrox.com) O’Reilly (www.oreilly.com) MNSPUG Sponsors

  5. SharePoint Resource Documents SharePoint Resource links RSS Feeds Meeting Schedule Past User Group Presentations Past User Group Recordings Sponsorship Information http://sharepointmn.com Email: sharepoint@sharepointmn.com MN SharePoint Users Group Website

  6. Linked In group – The most interactive… includes job postings… Post Job Posting on the Jobs Discussion page http://www.linkedin.com/groups?gid=1878792 Twitter tags - @MNSPUG and #MNSPUG Social Networking

  7. Next Meeting May 8th 9:00 AM to 11:30 AM SharePoint Information Worker and What is Changing! – Raymond Mitchell Microsoft Technology Center Check www.SharePointMN.com for updates! Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center - Edina Upcoming Schedule

  8. Microsoft Webcast Calendar of Events http://www.microsoft.com/events/webcasts/calendar/monthview.aspx#filter SharePoint ShopTalk (Online) – Every Thursday @ 11:30 AM http://sharepointshoptalk.blogspot.com/ SharePoint Legal Users Group – 3rd Thursday @ 12:00 to 1:00 p.m. http://sharepointmnlegal.com SharePoSH – Online Virtual Event http://www.shareposh.com/Pages/default.aspx Share Conference – April 10th – 12th 2013 Atlanta, Georgia http://www.sharepointfest.com/Denver/ SharePoint Best Practices Conference – May 15th – 17th Rush Creek Golf Course, Minneapolis https://www.bestpracticesconference.com/SitePages/Default.aspx SharePoint Saturday Twin Cities – May 18th, 2013 Normandale Community College, Bloomington http://sharepointsaturday.com/twincities Anything Else? Local and Online Events

  9. Evaluations & Giveaways!

  10. Presenter

  11. Introductions Donald Donais • SharePoint Consultant • Father & Drummer • @dondonais • http://talesfromitside.wordpress.com

  12. MNSPUG

  13. By the Numbers 2004 The Year MNSPUG Started! 2,800 Number of Event Newsletters Delivery Every Month

  14. 59 The Number of Different Speakers Presenting Since 2004 694 Number of LinkedIn MNSPUG Members

  15. 500 The Number of Different Companies Attending MNSPUG 3,000 Number of Attendees to MNSPUG Since 2004

  16. Trip Down Memory Lane

  17. Meeting #1 – May 2004 • User Group Kicked-Off with Guest Speaker • Chris Capossela • Then: Corporate VP of Information Worker Product Management Group • Now: Chief Marketing Officer for Microsoft

  18. Meeting #10 – April 2005 • SharePoint Cookbook • Appetizer: Adding a breadcrumb • Salad: Creating and using a custom view of a list • Soup: Creating and using a data view web part • Main Course: Creating a “meatball” report • Dessert: Creating and connecting web parts • After Dinner Drink: Creating a graph with Office Web Components • Cheese: Adding a welcome web part to a site

  19. Meeting #21 – May 2006 • SharePoint and Office 2007 • Introduction to the SharePoint 2007 Wheel

  20. Meeting #36 – September 2007 • Branding and Designing your SharePoint Site • First SharePoint 2007 Branding Presentation

  21. Meeting #44 – May 2008 • SharePoint Implementations – Real World Examples • Daktronics – Extranet • Opus – Opus Corp & O Net

  22. Meeting #50 – January 2009 • Back to Basics: WSS • First Record MNSPUG Session

  23. Meeting #66 – May 2010 • SharePoint and Office 2010 Launch Event • Featured a Live Stream of the MS Event

  24. Meeting #83 – November 2011 • Real World SharePoint Stories and Solutions • Michelle Gilbert – Intranet for Legal Industry • Dan Platt – Tennant SharePoint Intranet • Nick Giuliano – Planning & Budgeting with SharePoint 2010

  25. Meeting #95 – October 2012 • SharePoint Governance & User Adoptions • The Legend – Bill English

  26. Meeting #100 – April 2013 • Building a Brick House – SharePoint and ECM

  27. Other Highlights • May 2012 – Presentation with window washers! • November 2012 – MNSPUG at SharePoint Conference 2012

  28. Thank YouMNSPUG Members!

  29. Enterprise Content Management

  30. What is Enterprise Content Management?

  31. Definition According to Wikipedia: • “formalized means of organizing and storing an organization’s documents, and other content, that relate to the organization’s processes.”

  32. What Makes Up ECM?

  33. Information Architecture • What is your content? • What content do you want within SharePoint? (Not the Same as Above) • Where is your content currently? • File Shares • Email • Desktops • Other? • How do you find your content? How about your company/organization?

  34. General Principals of IA/Taxonomy • Want to get to information within 4-5 clicks • Hierarchy: • Intranet Home Page/Global Navigation leads to • Local Navigation/Home Pages leads to • Underlying Content structure leads to • Tags/Metadata structure • Does the content need to be rolled-up • Is there a consistency that needs to happen?

  35. Content • How can your content be divided • Publishing vs. Collaboration • Inter-Departmental • Intra-Departmental • Projects • ?

  36. Navigation Global Navigation • Follow the Org Chart? • How does the organization know it self? • Should it match your .com navigation? • How does the content need to flow? • Centralized Model – One News Site Delivery to Multiple Locations • De-Centralized Model – Roll or Aggregate Information Above • Quickly get to a site Local Navigation • Purpose – Once in Site help to find necessary content

  37. Navigation Options Global Navigation • Out of the Box Navigation • WSS 3.0 or Foundation – Very Limited • Standard or Enterprise – Only 2 levels • Recreate per Site Collection • Customized Navigation • Developed Solution • Centralized List • Parent Child Relationship • Mega-Drop Down Menu – CodePlex Tool • Custom List • Custom MasterPage • Implemented per Site Collection • SharePoint 2013 – Managed Navigation • Managed Metadata Service to Create Navigation • Centralized Location and Implemented at Site Collection

  38. Home Pages • Publishing vs. Collaboration • Most important content found here • Upper left to lower right • Text based vs. Image based • Built in or custom Layout Pages

  39. Templates • Consistency that is dictated by Governance • Site Templates • List/Library Templates (Apps) • Content Types • Site Columns

  40. Taxonomy • Managed Metadata • Term Store • Local vs. Site Columns • Social vs. Corporate Structure

  41. Document/Information Lifecycle • Various levels of state that documents/information from creation to disposition • Dependent upon the business process • Content can be part of any one of the state's multiple times through lifecycle (Exception Creation and Disposition) Lifecycle States Can Include

  42. Information Management Policy • Set of rules for different types of content • Options Include: • Schedule Retention • Auditing • Barcodes • Labels (Deprecated in SP 2013)

  43. Right Management (AD RMS) • File level persistent security • Restriction based on sensitive information • Inside and outside of the firewalls • Restrict to: • Full Control • View • Edit • Save • Extract • Export • Print • View Rights

  44. Medium size company Intranet – Publishing Moving from a HTML based website to SharePoint 2013 Contoso

  45. Contoso Org Chart

  46. Contoso Intranet Structure • Content and DR Analysis • 4 to 5 Sites • Intranet Publishing • 2 SC for Dept. Collaboration • 2 -3 SC for Projects • Organization Referred to Operational and Functional teams

  47. Break Time

  48. Metadata and Content Types

  49. Questions to be Answered • How do you want to tag your information? • Corporate Taxonomy • Folksonomy • How do you tag in your file share? • Use the structure start the process

  50. Card Sorting Technique • User-center design method • Increase systems “Findability” • Used to find patterns based on how users find information • Using a series of cards labeled with content which are grouped • Generate overall structure

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