Welcome to the Minnesota Share Point User Group

Welcome to the Minnesota Share. Point User Group April 9 th, 2008 Enterprise Content Management (ECM) in Share. Point Erik Mau http: //www. sharepointmn. com

Agenda • • • Introductions ECM Stuff Break More ECM Stuff Q&A http: //www. sharepointmn. com

User Group Goal / Objectives Develop and support a local community focused on Microsoft Share. Point Technologies • • Educate user group members about Share. Point Technologies Transfer knowledge within the community Communicate best practices Introduce new products / solutions http: //www. sharepointmn. com

Introductions – MNSPUG Sponsors Inetium (www. inetium. com) • Technology consulting company • Microsoft Gold Certified Partner • Practice area focused on Share. Point New Horizons – Minnesota (www. newhorizonsmn. com) • Microsoft Gold Certified Partner • Training on many technologies Microsoft (www. microsoft. com) http: //www. sharepointmn. com

www. sharepointmn. com • • • Website for user group Share. Point resource documents Share. Point resource links RSS Feeds Meeting Schedule Past User Group Presentations www. sharepointmn. com http: //www. sharepointmn. com

Upcoming Schedule • Next Meeting • May 14 th 9: 00 AM to 11: 30 AM • Microsoft’s Bloomington Office • Topic: Share. Point: Real Implementations 4 th Anniversary! – Come celebrate with us! Check www. sharepointmn. com for updates! • Ongoing Schedule • 2 nd Wednesday of every month • 9: 00 to 11: 30 am • Microsoft’s Bloomington Office http: //www. sharepointmn. com

Conferences • Tech Ed – Developers – June 3 -6, 2008 Tech Ed – IT Professionals – June 10 -13, 2008 http: //www. microsoft. com/events/teched 2007/default. mspx Orlando, Fl Other Events • Making your MOSS grow April 14 th – 18 th – Las Vegas High Monkey Consulting – Virgil Carroll RSVP to training@highmonkey. com More information at: http: //www. highmonkey. com/moss. html http: //www. sharepointmn. com

Other Events • CRM User Group Creating a Marketing Campaign from A to Z within Microsoft Dynamics CRM Thursday, April 17 th 9: 00 – 11: 30 AM • Minneapolis Office Developer Interest Group *New (still!) Web Part Development in Share. Point Tuesday, April 22 nd 5: 30 PM Microsoft Bloomington Office • Training - Developer’s Guide to Web Content Management (WCM) May 12 -16 Mindsharp Offices – Contact Tim Ryan More information at http: //www. mindsharp. com http: //www. sharepointmn. com

Other Events • Twin Cities MPA Free Lunch ‘n’ Learn April 23 rd 12: 00 – 2: 00 PM – Microsoft Bloomington Office Share. Point for Project Managers RSVP at http: //www. tcmpa. org The Official Industry Association for Microsoft Office Project http: //www. sharepointmn. com

Blog Posts / News: • Joel Oleson’s Blog has moved: http: //www. sharepointjoel. com/default. aspx • Wes’s Blog has moved: http: //www. idubbs. com/blog • Raymond’s Blog has moved: http: //www. iwkid. com/blog • http: //www. sharepointmn. com

The Presentation… http: //www. sharepointmn. com

Today’s Agenda • • • Share. Point And ECM Concepts ECM Foundation: Document Management Records Management Web Content Management Q&A http: //www. sharepointmn. com

SHAREPOINT AND ECM CONCEPTS http: //www. sharepointmn. com

What is Enterprise Content Management? http: //www. sharepointmn. com

ECM Defined… • Document Management – “A computer system (or set of computer programs) used to track and store electronic documents and / or images of paper documents. ” Wikipedia http: //www. sharepointmn. com

ECM Defined… • Records Management – “Practice of identifying, classifying, archiving, preserving, and destroying records. ” Wikipedia http: //www. sharepointmn. com

ECM Defined… • Web Content Management – “A content management system usually implemented as a web application for creating and managing HTML content. ” Wikipedia http: //www. sharepointmn. com

Share. Point Concepts For ECM • • • Content Database Site Collection Site List / Library Metadata (Columns / Content Types) http: //www. sharepointmn. com

DOCUMENT MANAGEMENT http: //www. sharepointmn. com

Document Management Topics • The Core Platform – Document Libraries – Content Types & Site Columns • Document Centers • Constraints and Suggested Practices http: //www. sharepointmn. com

Document Management Topics • The Core Platform – Document Libraries – Content Types & Site Columns • Document Centers • Constraints and Suggested Practices http: //www. sharepointmn. com

Document Libraries • Document storage • Security http: //www. sharepointmn. com

Document Libraries • Document Storage • Security • Versioning http: //www. sharepointmn. com

Document Libraries • • Document Storage Security Versioning Workflows http: //www. sharepointmn. com

Document Libraries • • • Document Storage Security Versioning Workflows Metadata http: //www. sharepointmn. com

Document Libraries • • • Document Storage Security Versioning Workflows Metadata Views http: //www. sharepointmn. com

Document Libraries • Additional Capabilities – – – – Upload single / multiple Datasheet Mode Explorer View Outlook 2007 Integration RSS / Alerts Recycle Bin Send To http: //www. sharepointmn. com

Scenario: Statement of Work / Contract Currently, the Litware, Inc. sales teams creates contracts for customers that are stored on a file system. SOW approvals and reviews are currently handle by routing documents through email. Managing versions is important to ensure that the final version is the document that is sent to the customer. They want to leverage Share. Point for storing these customer-related documents to improve both organization and internal processes. Only the Sales Team and company directors should have access to the appropriate documents. Solution: -Document Library -Metadata for Context -Approval Workflow -Security http: //www. sharepointmn. com

Document Management Topics • The Core Platform – Document Libraries – Content Types & Site Columns • Document Centers • Constraints and Suggested Practices http: //www. sharepointmn. com

An Analogy… http: //www. sharepointmn. com

An Analogy… • Label = Metadata and Template • How old = Expiration Policy, Retention / Disposition Policy • Where has it been = Auditing • How do I prepare = Workflow http: //www. sharepointmn. com

Content Types • Benefits – – – Centralized Management Organization of Metadata and Behavior Control and Governance Reuse Inheritance • Define – – Metadata / Document Information Panel Document Template Workflow Policy http: //www. sharepointmn. com

Content Types: Management • Top-level site “gallery” • Child sites inherit http: //www. sharepointmn. com

Content Types: Management • Name / Description • Parent Content Type • Group http: //www. sharepointmn. com

Content Types: Define Metadata • Existing “Site Columns” • New “Site Column” http: //www. sharepointmn. com

Content Types: Define Document Templates • Use Document Templates to avoid “Copy Document Syndrome” http: //www. sharepointmn. com

Content Types: Define Policy • Policy enforcement • Capabilities – – – Labels Auditing Expiration Barcodes Custom http: //www. sharepointmn. com

Content Types: Define Workflow • Centrally manage, define, and associate workflows – Approval – Disposition – Collect Signatures / Feedback http: //www. sharepointmn. com

Content Types: Define the “DIP” • Document Information Panel • Easier Metadata Management • Info. Path 2007 Form • Requires Office 2007 http: //www. sharepointmn. com

Document Management Topics • The Core Platform – Document Libraries – Content Types & Site Columns • Document Centers • Constraints and Suggested Practices http: //www. sharepointmn. com

Document Center Site Template • • • Site template dedicated to document management Content Types enabled Versioning Settings enabled Tree View enabled Relevant Documents Web Part Assigned Tasks http: //www. sharepointmn. com

Document Management Topics • The Core Platform – Document Libraries – Content Types & Site Columns • Document Centers • Constraints and Suggested Practices http: //www. sharepointmn. com

Constraints and Suggested Practices Constraint Suggested Practice Site Collection Limitations • Content Types • Site Columns Leverage Share. Point “Features” to “staple” company content types and site columns to site collections. Versioning on Document Libraries Plan out content types and corresponding document libraries to ensure versioning is applied appropriately. # of Documents per “Level” (2, 000 Documents) Plan document balancing techniques by using folders or “automated” balancing techniques using Event Handlers. Capacity Plan out Document Centers to align to content databases. Share. Point Groups and Indexing Leverage AD Groups instead of Share. Point Groups to avoid full crawls of large repositories. http: //www. sharepointmn. com

Scenario: Organization Growth and Improved Document Management The Litware, Inc sales teams is growing and IS is interested in making changes to ensure that the current document management solution can scale. The sales team has been reorganized into “disciplines” so security, varying approval workflow requirements, and document template standards have been introduced. Solution: -SOW Content Types -Document Templates -Common Metadata -Approval Workflows -Barcode Policy -Multiple Sales “Discipline” Sites http: //www. sharepointmn. com

RECORDS MANAGEMENT http: //www. sharepointmn. com

Records Management Topics • Records Management Concepts • Records Center Site Template – Farm Configuration – Routing – Holds • Do. D 5015. 2 • Constraints and Suggested Practices http: //www. sharepointmn. com

Records Management Topics • Records Management Concepts • Records Center Site Template – Farm Configuration – Routing – Holds • Do. D 5015. 2 • Constraints and Suggested Practices http: //www. sharepointmn. com

Records Management Concepts • Documents authored and initially managed in a “collaboration” space • “Official” documents must be retained to comply with legislation – Logically categorized and organized – Available – Immutable (unchangeable) – Auditable – Disposable – Ability to Suspend Disposition http: //www. sharepointmn. com

Records Management Topics • Records Management Concepts • Records Center Site Template – Farm Configuration – Routing – Holds • Do. D 5015. 2 • Constraints and Suggested Practices http: //www. sharepointmn. com

Records Center Site Template • Site template dedicated to records management – Record Routing – Hold Management – Unclassified Records Management • Owned by “Records Managers” http: //www. sharepointmn. com

Records Management Topics • Records Management Concepts • Records Center Site Template – Farm Configuration – Routing – Holds • Do. D 5015. 2 • Constraints and Suggested Practices http: //www. sharepointmn. com

Records Center: Farm Configuration • Share. Point provides one record center per Farm • Configured in Central Administration http: //www. sharepointmn. com

Records Management Topics • Records Management Concepts • Records Center Site Template – Farm Configuration – Routing – Holds • Do. D 5015. 2 • Constraints and Suggested Practices http: //www. sharepointmn. com

Records Center: Routing Configuration • Define a “route” for records based on content type • Checks content type of incoming document and “routes” to defined document library. http: //www. sharepointmn. com

Records Center: Record Routing • Configure Document Library – Define required metadata columns / associate content type – Define auditing – Define policies (i. e. Delete after 7 years) • Check Content Type and Determine “Route” • Deposits Document and Metadata based on “Route” • Unique document name generated to avoid overwrite http: //www. sharepointmn. com

Records Center: Record Routing http: //www. sharepointmn. com

Records Management Topics • Records Management Concepts • Records Center Site Template – Farm Configuration – Routing – Holds • Do. D 5015. 2 • Constraints and Suggested Practices http: //www. sharepointmn. com

Records Center: Holds • Holds created to: – Identify documents that are being reviewed for legal reasons – Ensure that document cannot be deleted or expired by policies http: //www. sharepointmn. com

Records Management Topics • Records Management Concepts • Records Center Site Template – Farm Configuration – Routing – Holds • Do. D 5015. 2 • Constraints and Suggested Practices http: //www. sharepointmn. com

Do. D 5015. 2: Resource Kit • • US Department of Defense Standard Available for companies that must comply to standards – – • • Deployed as a set of “Features” to enhance Records Center Example Features include: – – – • Security Periodic Reviews E-mail as Records More complex retention rules Unique IDs Using Metadata for Routing Automated Transfer of Records based on Expiration Custom Expiration Formulas And more… Additional Information: http: //www. microsoft. com/sharepoint/capabilities/ecm/dod 5015. mspx http: //www. sharepointmn. com

Records Management Topics • Records Management Concepts • Records Center Site Template – Farm Configuration – Routing – Holds • Do. D 5015. 2 • Constraints and Suggested Practices http: //www. sharepointmn. com

Constraints and Suggested Practices Constraint Suggested Practice Site Collection Limitations • Content Types • Site Columns Leverage Share. Point “Features” to “staple” company content types and site columns to records repository site collections. Single Records Center per Farm Implement a custom router to route documents to appropriate record center. Capacity Plan out Record Centers to align to content databases. Share. Point Groups and Indexing Leverage AD Groups instead of Share. Point Groups to avoid full crawls of large repositories. http: //www. sharepointmn. com

Scenario: SOW Retention Litware, Inc. is required to retain all SOW documents for legal and historical purposes. All SOW documents must be retained for 7 years from the completion date of the contract. Solution: -Records Center Site -Configure Central Administration -Configure Record Routing -Configure Security -Define Auditing and Policy for Record Retention http: //www. sharepointmn. com

WEB CONTENT MANAGEMENT http: //www. sharepointmn. com

Topics • Publishing Sites • Content Types and Page Layouts • Managing Web Content http: //www. sharepointmn. com

Topics • Publishing Sites • Content Types and Page Layouts • Managing Web Content http: //www. sharepointmn. com

Publishing Sites • Site template configured with web content management features enabled – Page Layout Content Types – Page Layouts – Content Pages – Page Libraries http: //www. sharepointmn. com

Topics • Publishing Sites • Content Types and Page Layouts • Managing Web Content http: //www. sharepointmn. com

Page Layout Content Types • Out-of-the-box Content Types for Publishing – Article Page – Redirect Page – Welcome Page http: //www. sharepointmn. com

Page Layouts • • Web page templates that define the content layout Created in Share. Point Designer (optional) “Married” to the page layout content type Field and Content Controls = Metadata from Content Type http: //www. sharepointmn. com

Topics • Publishing Sites • Content Types and Page Layouts • Managing Web Content http: //www. sharepointmn. com

Page Library • Storage for content pages • Page content is metadata on the page! • Familiar document management concepts apply http: //www. sharepointmn. com

Content Pages • Content Page = Document in a Library • Instance of a page layout • WYSIWYG http: //www. sharepointmn. com

Content Pages: Page Editing Toolbar • • Check In / Checkout and Publish Spell Check Workflow Unpublished Items http: //www. sharepointmn. com

Scenario: Press Releases Litware, Inc. has been using Share. Point internally for document management and collaboration. Given the employee’s familiarity with the toolset, the marketing department would like to build their public-facing site on Share. Point. Employees in the marketing department create press releases on a weekly basis and want to make sure that the content is reviewed and approved before it goes live. Solution: -Create Publishing Site -Define Press Release Content Type and Page Layout -Configure Approval Workflow and Scheduling http: //www. sharepointmn. com

Q&A http: //www. sharepointmn. com

References • Microsoft ECM Team Blog http: //blogs. msdn. com/ecm/ • Inetium Blogs http: //blogs. inetium. com • DOD 5015. 2: Share. Point Resource Kit http: //www. microsoft. com/sharepoint/capabilities/ecm/dod 5015. mspx http: //www. sharepointmn. com

Thanks for coming! http: //www. sharepointmn. com