Discover Enterprise Content Management (ECM) best practices with

Discover Enterprise Content Management (ECM) best practices with SharePoint and Office 365Jeremy MaznerChris McNulty

ECM democratized

Manage compliance and reduce risk with lifecycle management, information architecture, auditing, rights management, and eDiscovery

ProtectStructure your teamwork using groups, metadata, taxonomy, Flows and, PowerApps

CoordinateCreate, share, classify, and discover the documents youneed to get work done

Create

User driven IT driven Partner integrations

Enterprise content management is a holistic approach to managing the entire lifecycle of document creation, sharing, consumption, reuse, knowledge and records management, archiving and disposalModern ECM needs to cover the first mile as well as the final nine of a document’slifespan. We call this content velocity Modern ECM is people-centric–allowing for personal management (copy/move, hashtags) and organizational management (KM, RM, ILM)Policy and security: intelligent, simple, and automated–protect content at all phases of its life

ECM defined

ECM Market Stats

US$6.7B$9.3B by 2020 (IDC)

US$9B (Forrester)

In the US alone, $748 billion is lost in productivity as users search for documents that were already created; nearly $680 billion recreating documents they can’t find and reuse (Nucleus Research 2016)

OneDrive and SharePoint Capacity • Items in a library30MM• in a site collection (new)25TB• Max file size10GB• File previews (pdf, video, email,

Adobe)New• Extended file charactersNew

Create

Create, share, discoverOffice integration on Windows, Mac, and mobile• Save, share, real-time

coauthoring• Properties, recent, version

history, check out/in

Content types• Template and metadata, per-

site or tenant-wideNews, pages, lists

Simple link sharing, internal and external Office Lens Discovery powered by

Delve

SharePoint Information Architecture (http://intranet)Farm

Web application

Site Collection

Content database

/sales

/hr

/legal

/it

Sites Libraries Content Types – Metadata

Presentation – Date | Client | ProductClient Correspondence – Date | Client

Policy – Date | Topic | Owner Forms – Subject | Effective Date

Contract – Counterparty | Effective DatePolicy – Date | Topic | Owner

Presentation – Date | Client | ProductPolicy – Date | Topic | Owner

• Information classification across multiple sites or site collections

• Shared set of properties• Document template• Information lifecycle• Metadata

Content types?

Content Type Hubs• Master cloud site

collection to house content types

• Publish and synchronize across multiple site collections

Content Type Hub

Managed Metadata Service Application

Other Site Collection

Subscribed Content TypesLocal Content Types

Primary Site Collection

DEMO: it all starts with content creation

Coordinate

Coordinate and structureOrganizing libraries and lists• User-lead: custom

columns, views, filtering, pinning

• IT-lead: shared taxonomy

PowerApps for custom mobile

experience

Flow and LogicApps for workflow and

processGroup conversation

and calendar

SharePoint Managed MetadataCentralized enterprise repository for tag hierarchies

Hybrid taxonomy (FP1)• Central cloud-based term store• Implement timer service job in Feature Pack 1 to

synchronize on premises term sets from cloud• Content types remain separated

Modern document libraries

Navigation and Information • Modern,

thumbnail-centric library view

• Inline, contextual information panel

• Simple move/copy gestures

Uploads and Metadata• Upload or drag & drop

existing files and folders

• Create new documents…

• …or link to existing ones

• Edit metadata directly in information panel

Flow for document management• Connect to/from document

libraries• Route, alert, set actions based

on process automation logic• TIP: use extended properties

to enable moving document attachments from email

DEMO: Coordination and collaboration is ECM

Protect

Protect summaryPlatform security• Physical and network

security, customer lockbox, bring your own key

Keeping content secure• Conditional access, Azure

Active Directory and InTune, external sharing controls

• DLP and rights management

Awareness and insight• Auditing, reporting,

alerting

Information governance• Retention• eDiscovery• ILM• Records Management

Core tenets

PLATFORM SECURITYLayered encryption and putting the customer in control of access and key management

SECURE ACCESS AND SHARINGManage access and sharing settings to ensure sensitive data doesn’t leak

AWARENESS AND INSIGHTSTrack account and file activity with full transparency with reports and alerts

INFORMATION GOVERNANCEGovern your data retention, discovery, and deletion policies

COMPLIANCE AND TRUSTContinuous compliance, privacy, and transparency

Declare a record in a team site

Location-based policies

Multi-stage disposition

policies

Enterprise Records Management

• Default behavior is defined for Content Types (MMS)

• Redefine (override) at library/folder level

• Rich array of functions and custom workflow

Information Lifecycle Management

Content retention

eDiscovery and legal hold• Find, preserve,

analyze, and package data for legal investigation

• Delegate to specialists such as compliance or HR

• Single experience across Office 365

• All background processing

Protecting sensitive information with DLP

Identify

Protect

Monitor

End user education

MANAGE DATA LOSS PROTECTION POLICIES ACROSS O365 WORKLOADSOne policy definition independent of workloadOne policy lifecycleOne set of sensitive type definitionsCustom classifications (preview)New DLP Policy from templateImport DLP PolicyPolicy tips in Office, web, OneDrive apps

Policy tips in SharePoint and OneDrive apps

• Knowledge Lake• Documentum• Open Text• Bamboo• Metalogix• Colligo• Record Point• Gimmal

Partner ecosystem

DEMO: IT led compliance and protection

Closing thoughts

• Minimize ECM in default libraries• Common repository across the suite• Create new libraries

• Reuse common fields as site columns• Do not overwrite default content types• Minimize MMS complex pinning, reuse if

hybrid is on roadmap• Strategize use of hub-based content types

(don’t overdo)

Best practices

Q&A

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Different types of content items

Managed as a single entity

Aggregation - Document Sets

• Classic product functions• User

options• Interactive

approval• Workflow

approval

Versioning and Approval

• Drop-off Library and Content Organizer• Move content based on content type• Move content based on metadata and

properties

Rules-based Routing

• In place vs. Records Center• Enablements• Site Collection Feature “In Place

Records Management” lights up settings

• Records Center – Custom Site Collection

• Hold and eDiscovery Site Feature• Custom Send To Actions (Cent.

Admin)• Move, Copy, Move and Leave Link

• Asymmetric by default• Can override RM

behavior

Records Management and Holds

ECM Cheat SheetFunction Feature Scope Where to configure it

Content Organizer Site Site Settings | Content Organizer Rules

Hold and eDiscovery Site Site Settings | Hold and eDiscovery Section

In place Records Management Site Collection Context Menu | Compliance Details

Send to Records Center Define in Central Admin Central Admin: General Settings | Send To Connections

ILM Variable Content Type definition; or override at library/folder level in library settings – Information Management Policy Settings

Coffee break