ECM Deep Dive

1. ECM Deep Dive Tim Baggs, Microsoft Corp.

2. The changing face of ECM User Experience – PC, Phone, Browser Traditional Content Management • Social Networking and Collaboration • Social Networking and Collaboration Traditional Content Management Search Delivers Engaging Information Experiences

3. ECM for the Masses Traditional ECM Office and SharePoint User Participation Capture untapped value Manage broadening risk Types of Content Lower cost Lower complexity Greater participation High cost Small user base Specialist skills Bring control and compliance to information chaos

4. ECM Tenets: 3 ‘E’s

5. Before We Get Started –Define Some Terms • Taxonomy - Hierarchy, synonyms, descriptions, and translations • Folksonomy - Informal flat list of adhoc values • Term Store - DB that contains one or more taxonomies available as a ‟Shared Service” • Term - Node in the taxonomy with a unique ID and many text labels • Tagging - Applying metadata to an item (authoritative or social) • Keywords - ‟Not just a text string”  • Hub - A site collection designated as a ‟source” from which we share content types through out the enterprise • Content Type Syndication - Publishing, sharing, pushing one or more content types across site collection, Web App., and farm boundaries

6. Applying Metadata demo

7. Managed Metadata Column Type 1 Managed Metadata Single or multi-value field Binds to a term set of any term store (Share Application Service) Many managed metadata column on a list, library, or content type ‟Like a super choice field” Inclusive/exclusive filtering MUI enabled Most recently used 2 Managed Keywords Now part of the base doc content type One per content type Validates against all terms in all term sets Always for ‟folksonomies” ‟Like a super text field” Auto-complete Disambiguation Preferred term Tree picker control

8. Managed Metadata Column Type demo

9. Term Store Management Tool Home Site Setting  Site Administration Term Store Management Service Management 1 Access all available term stores from one location Security Groups 2 Control how can edit/delete/create using SharePoint groups and users Term Sets 3 Create and manage different hierarchies that share terms Same term can have different parents in different term sets Each term set can have unique sort order Allow/disallow end user updates

10. Term Store Management Tool Home Site Setting  Site Administration Term Store Management Term Management 4 Copy Reuse Description Merge Import Deprecate Delete Not available Full multi lingual Extensible custom properties

11. ‟Term Store” • Metadata Shared Service One term store per shared service app • ContentTypeHub • Term Store Many groups per term store. Used as security boundary • Content Types • Group(s) Many term sets per group (max 1000 total per term store) • Term Set(s) 30K terms per term set (max. 1m total) Synonyms Description Translations Custom properties • Term(s)

12. Term Management Tool demo

13. SP 2007 DM Recap • Repository services (adjustable) • Recycle Bin • Check-in/out • Major/minor versioning (with trimming) • Item-level permissions • Content Types • Policy per Content Type • Workflow • Document libraries offline in Outlook

14. Document Center:Scenario Overview • Content • Reasonably large number of documents (500-1M+) • Active – still being Authored AND Consumed • Typical examples • RFP response library for a global sales force • Spec library for and engineering team • Brand image repository for a marketing team • Contracts • Consulting engagements • Management • Usually has a “content steward” defining the library structure, metadata, templates, business process, etc. Note: Nothing you can’t do in a team collab site!

15. Document Center demo

16. Document Center:Feature Review • Tag • cross farm with shared hierarchal taxonomies and types • automatically with location based metadata defaults • Discover • with metadata based navigation in client and server • with location based view definitions • the best content with Ratings • the latest version with Unique Document IDs • repositories with ties to Office Client New/Open/Save • Manage • with Metadata based content organizer • with Multi-stage retention policies • with Location/Folder based policies

17. SharePoint 2010: Smart RM Key tenants of RM in the 2010 release Integrated Governance Familiar and Easy to Use Flexible • Tightly bound to collaboration experiences • Works on a variety of SharePoint objects • Right trade off between feature richness and end user freedom • Configurable to the organization’s needs

18. The SharePoint RM Feature Set RM Feature Area What’s new in 2010 • In place records management • Metadata-driven, hierarchal file plan in the archive • Recordization eDiscovery and Hold • eDiscovery searches over any SharePoint content • Archive results or leave on an in place hold • File Plan Report shows overview of content management policies • Per item audit log reports Auditing and Reporting Retention and Expiration • In place records management • Metadata-driven, hierarchal file plan in the archive

19. Records Management demo

20. Workflow and Records Record status driving business decisions Workflow creating records Declare Record action in SPD

21. New object to manage work products made up of multiple documents Think Folder++ Key Scenarios Tight collection of documents A sales proposal that includes documents (proposal), spreadsheets (quotation), and presentations Heterogeneous file types not usually assembled Compound documents A user manual that is an assembled roll-up of separate sections Document Set Features Shared Metadata Customized welcome page Default documents added Version capture Workflows Portability (download/upload/send to record center) Document Sets:Scenario Overview

22. Document Sets demo

23. Content Type Syndication Big value adds Up-to-date and consistent schemas across the Enterprise Syndicated content types can have a single policy i.e,. from now on blogs posting must expire after 18 months Publishing content types 1 Content Types are ‟published” from a ‟normal” Site Content Type Gallery Maximum of 1 Hub per Metadata Shared Application Service It is not a requirement that a Metadata Service syndicate content types It is not a requirement that a service connection consume content types from the service Setting a site collection to be the hub enables necessary components on hub What gets published? 2 • Content Type with all the corresponding columns • Including Document Set Content Type • Policies • And workflow associations (not the workflows)

24. Content Type Syndication 3 Managing published content types • From the hub • Publish • Unpublish • Republish • Roll-up errors from consuming site collections • On the consumer side • Extend a published content type • Derive from a published content type • View import errors • Refresh all content types consumed from the Hub

25. ‟Content Type Syndication … How it Works” Farm 1 Farm 2 Metadata Service Site Collections 1a/b Web App 2a Web App 1a Connection Proxy Site Collections 2a Site Collections 2b Site Collections 1c Web App 2b Web App 1b

26. Content Type Publishing demo Site Settings Galleries

27. Manage the Unmanaged • Most organizations have File Servers and SharePoint to meet core requirements • Bring platforms together • Take control of your file servers • Define what goes where • Migrate content as required • Define an ongoing strategy

28. File Server Coexistence demo Windows Server 2008 R2 File Classification Infrastructure (FCI)

33. SharePoint 2007 High scale libraries require careful planning and management SharePoint 2010 End user features for high scale Ex: Metadata pivots, key filters, content organizer Server automatically “does the right thing” for high scale Compound Index support Automatic index management Query throttling w/ fallback SharePoint 2010 Scale Targets 1 million items in a folder 10’s of millions of items in a single library 100’s of millions of items in large archive scenarios Scale