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SharePoint Saturday CincinnatiOctober 27, 2012
How To Manage managing your enterprise contentPatrick TuckerMCT, MCITP, MCTS, MCSD, MCDBA, MCPD
About SDS
SDS Custom SharePoint SolutionsAgile development and SharePoint coding experience to create an optimal solution for your unique SharePoint application and integration needs.
· Workflow & InfoPath Forms for Business Process Automation
· SharePoint Reports & BI Integration· Portals & Collaboration· Content Management
Agile Practices for proven faster delivery, higher quality, & increased business value.
Taming the Beast!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.
Enterprise Content Management• Defining and Organizing
– 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
Defining and Organizing
Document Libraries
• Document Libraries are the primary containers, which group content types
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)
Content Types Reuse
• Site level content types allow reuse across libraries, but what about multiple sites?
• Governance issue – consistent use of content types across the enterprise
• One site can become the source of record for content types
Enterprise Content Types
• One site collection can share content types across the entire farm
• 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
• Send To Connections are configured in Central Adminstration
• OfficialFile.asmx at the site level is used
• Can be set at the library level• Are key to understanding the next
step…
Content Organizer
Submissions matched to a content type
Property based conditions route
content
Specify alternate content type
names to accommodate
taxonomy differences
Content is routed to a specified
location based on the criteria above
Document ID Service
Document IDs remain consistent as documents are moved or copied
Search for a specific
Document ID
Grouping Documents
• How do we group documents together in SharePoint– Libraries– Folders– Document Sets– Taxonomy and Search
Document Sets
Document Set
Properties
Individual Document Properties
Document Set tab for Property, Version
and Workflow
Management
Manage Different Types of
Content as a Unit
Document Center Template• Don’t buy your features one at a
time, bundle them!• Site template used to create a
dedicated site for Documents with features automatically activated.
Management and Retention
Info Management Policies
Multiple Disposition
Options
Timeline support
Holds and eDiscovery
SharePoint 2013 eDiscovery• Discovery Center site to perform eDiscovery queries
across multiple SharePoint farms and Exchange servers• In-place preservation of Exchange mailboxes and
SharePoint sites — including SharePoint list items and SharePoint pages — while still allowing users to work with site content.
• 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.
Active Documents
Records Management
Records Management Application
Destro
y
Manage
Digital media from client
computers, file servers and
e-mail systemsColle
ct
Physical media, such as paper copy, CD’s and video cassettes
Colle
ct
Litigation Support
ToolsHold
In-place Records Management
Declare Records without moving the list items
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.
Records Mgmt SP 2013
• New retention policies applied at the site level.– The retention policy for the whole site
and the team mailbox, if one is associated with the site.
–What causes a project to be closed.–When a project should expire.http://technet.microsoft.com/en-us/library/fp161517(v=office.15)
MORE iNFORMATION
SDS SharePoint Webcasts:• Managing Content and Maximizing Search, 11/2• Sharing Business Insights – Integrating with
Business Intelligence Reports, 11/30• Visit http://sds-consulting.com to register
• SharePoint Library for various components. http://SDSSharepointLibrary.codeplex.com/
SharePoint Lunch and Learns
Publications on the SDS website and bloghttp://sds-consulting.com
ScarePint
Right here at the UC Bearcat Lounge immediately following the closing session
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