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SharePoint 2010 Content Management

SharePoint 2010 Content Management. SharePoint 2010 Content Management Overview. Challenges. Overview Business Challenges. Increase productivity Reduce operational costs Increase responsivity. Business Productivity. Business Productivity Timely distribution of marketing content

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SharePoint 2010 Content Management

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  1. SharePoint 2010 Content Management

  2. SharePoint 2010 Content Management Overview

  3. Challenges

  4. Overview Business Challenges • Increase productivity • Reduce operational costs • Increase responsivity

  5. Business Productivity • Business Productivity • Timely distribution of marketing content • End-user ease-of-use and access • Self-service management of content • Encourage cross-organizational collaboration • Single place to disseminate final/published collateral from various specialized applications

  6. Flexible Compliance • Enforcement and compliance w/ company information management policies • Auditing of content access and substance • Ensure sensitive content does not leave company walls • Do not stifle innovation

  7. Unified Platform • Data center budget and designs • Total cost of operation and ownership • Power, cooling, and data center space are at a premium • Use the right platforms and architectures for SLAs required

  8. SharePoint 2010 Content Management Features

  9. Content Management Features • Metadata • Managed • Unmanaged • Unique document Ids • Document Sets • Advanced routing • Shared Content Types • Managed data services • Multi-stage disposition • Rich media management • Word Automation Services • Document Management • Records Management • Web Content Management

  10. ECM Across the Enterprise User Experience – PC, Phone, Browser Traditional Content Management • Social Networking and Collaboration • Social Networking and Collaboration Traditional Content Management Search Delivers Engaging Information Experiences

  11. Metadata • Metadata drives discovery and action • Navigation • Search • Interaction • Rating • Comments • Tagging • Managed • Taxonomy • Unmanaged • Folksonomy

  12. Metadata driven scenarios Records Management DAM Global By modifying out-of-the-box settings a single infrastructure can support a large range of business needs: Managed Metadata Column Term Set Shared Service Application Standardized Contract Template Corp. Intranet Corp.Tag Cloud Team or Application Specific Scope KowledgeBase MySite Local Team or Project Doc Lib Folksonomy Managed Taxonomy Open Hierarchies Level of Control

  13. Applying Metadata: ‟Tagging” Web Browser 1 List items can be tagged by using the ‟Edit Properties” UI By a business process By virtue of the location in which we choose to store the item (location based metadata) Values from the parent Doc Set Office Clients 2 Document Information Panel allows for tagging in the authoring surface of the Office client Backstage in the Office clients will allow full fidelity of the managed metadata controls InfoPath forms Custom Apps 3 3rd party or custom applications using SharePoint Metadata OM

  14. Unique Document Ids • Increases flexibility to reorganize • Increases productivity • Reduces user frustration My Document http://sitecollection1/_layouts/DocIdRedir.aspx?ID=MKHYF5V6GAFS-1-1 MKHYF5V6GAFS-1-1 JohnD JohnD

  15. Document Sets • Streamlined management • Better workflow implementation • More consistent metadata • Usability

  16. Advanced Routing

  17. Shared Content Types Farm 1 Farm 2 • Consistency • Shareable across an enterprise 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

  18. Managed Data Services • Terms • Term Sets • Term Store

  19. Rich Media Management • New Silverlight Web Part • Thumbnail displays • Metadata • Media Field Control • Support for media in Content QueryWeb Parts • Asset library (still a document library so can use workflows, and content types)

  20. Word Automation Services • Open File Format documents (.docx, .docm, .dotx, .dotm). • Word 97-2003 documents (.doc, .dot). • Rich Text Format files (.rtf). • Single File Web Pages (.mht, .mhtml). • Word 2003 XML Documents (.xml). • Word XML Document (.xml).

  21. Records Management

  22. eDiscovery

  23. Web Content Management

  24. Planning

  25. Hardware and Software Platforms • 64-bit Servers only! • Enabling 2010 features will require more power than you used previously • Dedicate SQL power to Logging DB and Web Analytics • Recommended Hardware Requirements*: • WFE and Apps Servers* - Dual processor, 8 GB RAM • SQL Server* - Quad Core, 16 GB RAM • Recommended Software Requirements • Client – IE7 (IE8 preferred) / Fire Fox 3.5/ Safari for Mac browsers • 64-bit Windows Server 2008 (or 2008 R2) • 64-bit SQL Server 2008 R2, 64-bit SQL Server 2008 or 64-bit SQL * Subject to change based on environment requirements

  26. Document Management • Identify users and analyze document usage • Document libraries • Content types and workflows • Information management policies • Versioning

  27. Users and Document Analysis

  28. Document Libraries

  29. Content Types and Workflows • Content Types planning • What are content types? • Properties integration with the 2010 Office release • Column templates • Folder content types • Document content types • List content types • Document conversions • Workflow planning • Collect Feedback   • Approval    • Disposition    • Collect Signatures    • Translation    • East Asian Document Approval   

  30. Information Management Policies • Information management policies and policy features • Information management policy integration with Office system applications • Policy features available in Office SharePoint Server 2010 • Document policies

  31. Versioning • No versioning • Create major versions • Create major and minor versions

  32. Records Management Planning • Create a file plan to manage records • Designing for in-place records management • Plan how records are collected • eDiscovery

  33. File Plan to Manage Records

  34. In-place Records Management • Folders or content types? • Defining content types • Organizing folders for in-place records management • General records management planning tasks

  35. Media Management Considerations • Storing Media Assets in SharePoint • When shouldn’t I store my media in SharePoint? • Should I use Remote Blob Storage? • Infrastructure for serving media • SharePoint as a Rich Media Server • Optimizing your network • Bit Rate Throttling • Maximum upload file size • Branch Caching

  36. Enterprise Metadata Considerations Farm 2 Farm 1 • Globalized terms • Shared content types • Where to locate term stores Term Store 1a Web App 2 Web App 1a Connection Proxy Term Store 2 Doc Lib 1b Web App 1b Web App 3 Term Store 3 Farm 3 Site Coll. 1b

  37. Content Deployment Content deployment copies content from a source SharePoint 2010 site collection to a destination site collection. • A content deployment job: • Copies specified content • On a specified schedule • By using a specified path

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