SharePoint 2007: Enterprise Content Management (ECM) Deep Dive

1. SharePoint 2007:Enterprise Content Management (ECM) Deep Dive Wes Preston Inetium

2. Introduction

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

4. SHAREPOINT OVERVIEW

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

6. SharePoint Concepts • Content Database • Site Collection • Site • List / Library • Web Part

7. 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

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

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

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

11. Document management

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

13. Document Management Pains

14. Document Libraries • Document storage • Security • Library-level Security • Folder and Item-level Security • Require Content Approval • Draft Item Security

15. Document Libraries • Versioning • Check-in / Checkout • Major and Minor Versioning • Version Management • Require Checkout

16. Document Libraries • Workflows • Approval • Collect Feedback • Collect Signatures • Disposition Approval • Custom…

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

18. Document Libraries • Views • Provide different display based on metadata captured • Options: • Filtering • Sorting • Grouping

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

20. Demo Document Management Basics

21. An Analogy

22. 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

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

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

25. Content Types: Management • Name / Description • Parent Content Type • Group

26. Content Types: Metadata • Existing “Site Columns” • New “Site Column”

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

28. Content Types: Policy • Policy enforcement • Capabilities • Labels • Auditing • Expiration • Barcodes • Custom

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

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

31. Constraints and Suggested Practices

32. 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

33. Records management

34. Topics • Records Management Concepts • Records Center Site Template • DoD 5015.2 • Scenario

35. 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

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

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

38. 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.

39. 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

40. Records Center: Record Routing

41. 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

42. DoD 5015.2: 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: http://www.microsoft.com/sharepoint/capabilities/ecm/dod5015.mspx

43. Constraints and Suggested Practices

44. 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

45. Web Content Management

46. Topics • Publishing Sites • Content Types and Page Layouts • Managing Web Content

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

48. Page Layout Content Types • Out-of-the-box Content Types for Publishing • Article Page • Redirect Page • Welcome Page

49. 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

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