SharePoint 2007: Enterprise Content Management (ECM) Deep Dive Erik Mau Inetium

INTRODUCTION

Today’s Agenda SharePoint Overview ECM Foundation: Document Management Records Management Web Content Management Q&A

SHAREPOINT OVERVIEW

2007 Office System Business intelligence Collaboration Content Management Streamlined processes Portals Search Word processing Business modelling Presentations Data management Information management Clients Servers Client Tools  Individuals Servers  Organization

SharePoint Concepts Content Database Site Collection Site List / Library Web Part

ECM Concepts Document Management –“A computer system (or set of computer programs) used to track and store electronic documents and / or images of paper documents.” Wikipedia

ECM Concepts Records Management –“Practice of identifying, classifying, archiving, preserving, and destroying records.” Wikipedia

ECM Concepts Web Content Management –“A content management system usually implemented as a web application for creating and managing HTML content.” Wikipedia

What do you want to hear about? What does ECM mean to you? Before we begin…

DOCUMENT MANAGEMENT

Topics Document Management Pains The Core Platform –Document Libraries –Content Types –Site Columns Document Centers Demos & Scenario

Document Management Pains

Document Libraries Document storage Security –Library-level Security –Folder and Item-level Security –Require Content Approval –Draft Item Security

Document Libraries Versioning –Check-in / Checkout –Major and Minor Versioning –Version Management –Require Checkout

Document Libraries Workflows –Approval –Collect Feedback –Collect Signatures –Disposition Approval –Custom…

Document Libraries Metadata (a.k.a. Columns) –Provide context –Options: Text Lookups Dates Boolean Custom

Document Libraries Views –Provide different display based on metadata captured –Options: Filtering Sorting Grouping

Document Libraries Capabilities –Upload single / multiple –Datasheet Mode –Explorer View –Outlook 2007 Integration –RSS / Alerts –Recycle Bin –Send To

DOCUMENT MANAGEMENT BASICS DEMO

An Analogy

Label = Content Type (Metadata, Template) How old = Retention / Disposition Policy Where has it been = Auditing How do I prepare = Workflow Who can enter the pantry = Security

Content Types Benefits –Centralized Management –Organization of Metadata and Behavior –Control and Governance –Reuse –Inheritance Defines –Metadata / Document Information Panel –Document Template –Workflow –Policy

Content Types: Management Top-level site “gallery” Child sites inherit

Content Types: Management Name / Description Parent Content Type Group

Content Types: Metadata Existing “Site Columns” New “Site Column”

Content Types: Document Templates Use Document Templates to avoid “Copy Document Syndrome”

Content Types: Policy Policy enforcement Capabilities –Labels –Auditing –Expiration –Barcodes –Custom

Content Types: The DIP Document Information Panel InfoPath 2007 Form Requires Office 2007

Let’s do some “whiteboarding”…

Document Center Site Template Site template dedicated to document management Content Types enabled Versioning Settings enabled Tree View enabled Relevant Documents Web Part

Constraints and Suggested Practices ConstraintSuggested Practice Site Collection Limitations Content Types Site Columns Leverage SharePoint “Features” to “staple” company content types and site columns to site collections. Versioning on Document LibrariesPlan 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. CapacityPlan out Document Centers to align to content databases. SharePoint Groups and IndexingLeverage AD Groups instead of SharePoint Groups to avoid full crawls of large repositories.

Scenario: Policies and Procedures Litware, Inc. would like to use the document management capabilities of SharePoint 2007 to manage and publish approved policies and procedures. Policies and procedures must be reviewed by a core group of “reviewers” at Litware, Inc. on a yearly basis. Solution: -Policy and Procedures Content Type -Approval Workflow -Expiration Policy for Review -Label for Policy Information -Company Document Center -Associate Content Type to Library

RECORDS MANAGEMENT

Topics Records Management Concepts Records Center Site Template DoD Scenario

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 –Auditable –Disposable –Suspend Disposition

Records Center Site template dedicated to records management –Record Routing –Hold Management –Unclassified Records Management Owned by “Records Managers”

Records Center: Farm Configuration SharePoint provides one record center per Farm Configured in Central Administration

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.

Records Center: Record Routing Corresponding Document Library is configured in Records Repository –Define required metadata columns / associate content type –Define auditing –Define policies Checks content type of incoming document and “routes” it to defined document library. Deposits document and metadata in corresponding library. –Metadata stored in XML and promoted to available columns –Version history Unique document name generated to avoid overwrite

Records Center: Record Routing

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

DoD : Resource Kit US Department of Defense Standard Available for companies that must comply to these standards Deployed as a set of “Features” that provide enhanced capabilities to the default records center site. Additional Information:

Constraints and Suggested Practices ConstraintSuggested Practice Site Collection Limitations Content Types Site Columns Leverage SharePoint “Features” to “staple” company content types and site columns to records repository site collections. Single Records Center per FarmImplement a custom router to route documents to appropriate record center. CapacityPlan out Record Centers to align to content databases. SharePoint Groups and IndexingLeverage AD Groups instead of SharePoint Groups to avoid full crawls of large repositories.

Scenario: Project Close-out Litware, Inc. is required to retain all documents related to capital projects for compliance reasons. They are currently using Microsoft Office SharePoint Server 2007 for management of project documents. All project documents must be retained for 7 years from the completion date of the project. Solution: -Document Library for Project Documents -Project Document Content Type with Metadata -Creation of Record Center -Configure Record Routing -Configure Historical Project Document Repository and Required Metadata -Define Auditing and Policy for Record Retention

WEB CONTENT MANAGEMENT

Topics Publishing Sites Content Types and Page Layouts Managing Web Content

Publishing Sites Site template configured with web content management features enabled –Page Layout Content Types –Page Layouts –Content Pages –Page Libraries

Page Layout Content Types Out-of-the-box Content Types for Publishing –Article Page –Redirect Page –Welcome Page

Page Layouts Web page templates that define the content layout Created in SharePoint Designer (optional) “Married” to the page layout content type Field and Content Controls = Metadata from Content Type

Content Pages Content Page = Document in a Library Instance of a page layout WYSIWYG

Content Pages: Page Editing Toolbar Check In / Checkout and Publish Spell Check Workflow Unpublished Items

Page Library Storage for content pages Page content is metadata on the page! Familiar document management concepts apply

WEB CONTENT MANAGEMENT DEMO

Scenario: Press Releases Litware, Inc. has been using SharePoint 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 SharePoint. 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

SUMMARY AND Q&A