Code PaLOUsa - Architecting a Content Management Solution with SharePoint 2013

Architecting a Content Management Solution with

SharePoint 2013Patrick Tucker

Bio

• Patrick Tucker• President and Lead Consultant• White Owl Tech LLC• MCT, MCTS, MCPD, MCITP, MCSD, MCAD, MCDBA• ptucker@whiteowltech.com• Blog: www.tuckersnet.com• Twitter: @TuckersNet

So many documents, so little time

Where do your documents go in SharePoint? How are they managed?

Document management controls the life cycle of documents in your organization — how they are created, reviewed, and published, and how they are ultimately disposed of or retained.

How does SharePoint 2013 help to organize, store, route and retain documents?

Enterprise Content Management

• Defining and Organizing• Storing Documents in SharePoint• Enterprise Content Types• Managed Metadata Service (Taxonomy)

• Tracking and Routing• Content Organizer• Document ID Service• Document Sets

• Management and Retention• In Place Records Management• Information Management Policies & Retention• Holds and eDiscovery

Document Management Features

• Site Collection Features• Content Type Syndication Hub• Document ID Service• Document Sets• In Place Records Management• Library and Folder Based Retention

• Site Features• Content Organizer• Hold and eDiscovery

So, where do I put it?

Advice from TechNet

http://technet.microsoft.com/en-us/library/cc262215.aspx

Document Libraries

• Document Libraries are the primary containers, which group content types

• Can receive documents by drag and drop, uploading or through a Site Mailbox

Folders and Document Sets

• Folder can organize content and may seem like a tempting option

• Document sets organize, share metadata and provide a welcome page

Document Center

• Don’t buy your features one at a time, bundle them!

• A site template designed to create large document repositories

• Comes equipped with all the features needed to manage doc life cycles

• Not available in SharePoint Foundation 2013

So, how do I organize it?

Metadata and Content Types

• Metadata is simply additional data

• List level - Columns associated with library

• Site level – shared content definitions

• Enterprise Level – Content Type Hub

• Values may be driven by taxonomy terms (think of choice fields on steroids)

Enterprise Content Types

• One site can become the source of record for content types and share them across the entire farm

• Governance issue – consistent use of content types across the enterprise

• Choose which content types in the gallery to be published

Content Type Syndication

• MMS Properties - the place to start

• Create and publish content types in the “hub” site and consume in sites within the web application

• 2 Timer jobs control availability – “Content Type Hub” and “Content Type Subscriber”

• Set property to consume content types!

Taxonomy Term Store

• Terms Sets contain terms which can easily be updated over time

• Existing taxonomies may be imported

Tracking and Routing

What happens to documents over time?

• What if documents need to move later on?

• What if documents need to be redirected to more specific libraries as they are added?

• How do I keep track of documents if they move?

• What if I need to group documents together in a more specific way?

Send To Connections

• Allows moving documents from one library to another across sites

• Send To Connections are configured in Central Administration

• OfficialFile.asmx at the site level is used

• Can be set at the library level

• Are key to understanding the next step…

Content Organizer

Property based conditions route

contentContent is routed

to a specified location based on the criteria above

Specify alternate content type

names to accommodate

taxonomy differences

Submissions matched to a content type

Document ID Service

If documents need to move from place to place, how do we keep track?

Document IDs remain consistent as documents move

You can search for a document by its ID

Assigned IDs may be partially customized

Management and Retention

Information Management Policies

• Can be implemented at Site, Content Type and Library levels

• Handle document retention and auditing

• Different policies may be created for documents and records

• Direct effect on the life cycle of documents

Holds and eDiscovery

Holds allow documents to be “frozen” in place or recorded in a specific state for legal or auditing purposes. Holds can be done in the site via the “Hold” feature

eDiscovery is the process of locating content (through Search)that should be added to a hold.

eDiscovery may take place in the site or via a new site template called the “eDiscovery Center”

Discovery Center Site Template

• Discovery Center site to perform eDiscovery queries across multiple SharePoint farms and Exchange servers

• In-place preservation of Exchange mailboxes and SharePoint sites Support for searching and exporting content from file shares.

• The ability to export discovered content from Exchange Server 2013 and SharePoint Server 2013.

What is a “Record”?

A record is a document or other electronic or physical entity in an organization that serves as evidence of an activity or transaction performed by the organization and that requires retention for some time period.

Holds are designed to be temporary. Records are designed to be permanent

Records may be declared in place or moved to a Record Center

Records are locked down and can be read but no longer edited

In-place Records Management

Define in place records policy per

library

Declare records in place to make them read only

Edit capabilities are removed

Records Center Template

• If you want to keep all records in one place, there’s a template for that.

• Site template used to create a dedicated site for Records with features automatically activated.

Publishing and Locating Documents

Cross Site Publishing

• The cross site publishing feature allows reuse of list and library content across sites.

• Create a library in one, share it across others and sync changes.

• Libraries become catalogs that other publishing sites can consume

• Search is used to retrieve content and “Result Sources” are automatically populated with content from a list or library.

Search

• Search may be used to find documents wherever they live in one or more site collections

• Search may be narrowed to a specific content type or to locating all documents tagged with specific metadata

• The Search Center site template provides a one stop shop for all your search related needs

• The Content Search Web Part displays crawled content based on queries defined in web parts. Category pages contain these web parts to aggregate published content

Questions

• ptucker@whiteowltech.com• Blog: www.tuckersnet.com• Twitter: @TuckersNet