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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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from the experts:
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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