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Salman S. A. Buttssbutt@uqu.edu.sa
SharePoint 2010,Enterprise Content Management
• History • Basic features / Key ideas
– Examples ..
• Theory of Information Architecture in SP2010• Tools for Information Architecture in SP2010
– Examples..
• Summary
Agenda
11/8/2010 2Salman Butt
• Major Components of any Workflow / DM Systems:
• Previously on SharePoint (2007) we had:– Key infrastructure of Document Management (DM)
• Check in / Check out, Major / Minor Versioning, Per-Item Permissions, Workflows, Recycle Bin, etc.
• Tightly integrated with MS Office client apps: Word, Excel, PowerPoint – For simple use interaction.
– Customers built new trends using SP’s DM
History
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• SP2007 users and customers lead to:– Document Set:
an active folder contains related documents, share the same meta data, have in common: a homepage, a workflow, and an archival process.
Basic Features / Key Ideas
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Basic Features / Key Ideas
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• SP2007 users and customers lead to:– Document Set:
an active folder contains related documents, share the same meta data, have in common: a homepage, a workflow, and an archival process.
– Enterprise Metadata:enterprise tags and keywords available for global use, metadata can be configured as a primary navigation pivot.
Basic Features / Key Ideas
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Basic Features / Key Ideas
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Basic Features / Key Ideas
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• SP2007 users and customers lead to:– Document Set:
an active folder contains related documents, share the same meta data, have in common: a homepage, a workflow, and an archival process.
– Enterprise Metadata:enterprise tags and keywords available for global use, metadata can be configured as a primary navigation pivot.
– Powerful DM Application (Web Browser):MS Office web apps, web content management as document repository,Enterprise Wiki + Enterprise Document Repository.
Basic Features / Key Ideas
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Basic Features / Key Ideas
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Basic Features / Key Ideas
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• Enterprise Content Management for the Masses
Theory of Information Architecture in SharePoint 2010
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• Why [only] Managed Content
Managed Content = Content on which Metadata and Policies are applied
Theory of Information Architecture in SharePoint 2010
Goals:• Increase
Transparency,• Increase
Compliance,• Scale policy and
process across all types of content in an organization,
• Reduce manual end user actions.
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• Content Lifecycle (not a business process)
= Metadata, Policy and/or Workflow
Theory of Information Architecture in SharePoint 2010
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• Enterprise Content Types: Can apply: Properties, Metadata, Workflows, Policies, and Customer features on their items. If the item is a Document type, then Templates and Conversions too.
• Document Sets (is a content type)
Can apply: Metadata, Workflow, Policies, and Version Control (check in/out) on a set of it.Can have its own Homepage. Can have documents from multiple locations, all appears on search results.
• Information Management Policies (is a set of rules and security attributes)
Can be applied on any content type. Integrates with Office System Applications.
• MetadataCan be applied on any content type using: Browser, Client apps, 3rd party apps, FAST Server.Can be used as a base for navigation (Virtual folder structure).
• Term Sets (is the folksonomy to taxonomy solution, defines security attributes)
Terms are multi-relational (multiple hierarchies, parents, and term sets for each term).Each term can have: Synonyms, Description, Translations.
• Content OrganizerFunctionality of: Copy, Move, Move + leave a Link, Quota, etc.. over any content.
Tools for Information Architecture in SharePoint 2010
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• Methodology:1. Inventory existing content
2. Classify Content
3. Organize into Enterprise content types and document sets
4. Decide where information management policies apply
5. Decide on applicable metadata
6. Map the physical flow of the document
Tools for Information Architecture in SharePoint 2010
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• Example: Generic Document
Tools for Information Architecture in SharePoint 2010
1) Create a Word document through a generic Word Document Content Type
2) Classify:Confidentiality: ?Lifecycle Stage: ?
On each stage of its WF.
Lifecycle stage=Temp; retention WF every 30 days.Confidentiality=Public; access=everyone.
Lifecycle stage=WIP; retention WF every 60 days.Confidentiality=Internal; access=restricted.
Lifecycle stage=Final; retention WF every 90 days.
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• Example: Generic Document
Tools for Information Architecture in SharePoint 2010
1) Create a Word document through a generic Word Document Content Type
2) Classify:Confidentiality: ?Lifecycle Stage: ?
On each stage of its WF.
Lifecycle stage=Temp; retention WF every 30 days.Confidentiality=Public; access=everyone.
Lifecycle stage=WIP; retention WF every 60 days.Confidentiality=Internal; access=restricted.
Lifecycle stage=Final; retention WF every 90 days.
Unless the document is a record, then retain for three years11/8/2010 18Salman Butt
• Example: Enterprise Content Type + Document Set
Tools for Information Architecture in SharePoint 2010
1) Create a Contract Document Set that has a Word document + PowerPoint + Excel
2) Classify at Document Set Level:
Confidentiality: InternalLifecycle Stage: WIPProject: ACME Owner: Dr. Emad F.
Owner=Dr. Emad F.Retention=three years (contract)
Owner=Hussain FelembanRetention=three years (contract)
3) Term: Based on the Contract Content Type, When Lifecycle Stage=Final, route to Record Center11/8/2010 19Salman Butt
• History • Basic features / Key ideas
– Examples ..
• Theory of Information Architecture in SP2010• Tools for Information Architecture in SP2010
– Examples..
• Summary
Summary
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• http://technet.microsoft.com/en-us/library/cc261933.aspx• http://www.cmswire.com/cms/document-management/document-
management-rollup-sharepoint-2010-support-increases-open-text-offers-semantic-navigation-008412.php
• http://www.cmswire.com/cms/document-management/how-document-management-has-evolved-in-sharepoint-2010-006720.php
• http://blogs.msdn.com/b/ecm/archive/2010/02/15/introducing-document-management-in-sharepoint-2010.aspx
• http://msdn.microsoft.com/en-us/sharepoint/ff420383.aspx• http://msdn.microsoft.com/en-us/library/ee559353%28office.14%29.aspx
References
11/8/2010 21Salman Butt
Salman S. A. Buttssbutt@uqu.edu.sa
SharePoint 2010,Enterprise Content Management
Questions / Discussion
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