http://www.sharepointmn.com

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

2. Agenda • Introductions • ECM Stuff • Break • More ECM Stuff • Q & A

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

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

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

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

7. Other Events Making your MOSS growApril 14th – 18th – Las VegasHigh Monkey Consulting – Virgil CarrollRSVP to training@highmonkey.comMore information at: http://www.highmonkey.com/moss.html Conferences • Tech Ed – Developers – June 3-6, 2008Tech Ed – IT Professionals – June 10-13, 2008http://www.microsoft.com/events/teched2007/default.mspxOrlando, Fl http://www.sharepointmn.com

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

9. Other Events Twin Cities MPA Free Lunch ‘n’ LearnApril 23rd 12:00 – 2:00 PM – Microsoft Bloomington OfficeSharePoint for Project ManagersRSVP at http://www.tcmpa.org http://www.sharepointmn.com The Official Industry Association for Microsoft Office Project

10. 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

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

12. Today’s Agenda • SharePoint And ECM Concepts • ECM Foundation: Document Management • Records Management • Web Content Management • Q&A

13. Sharepoint and ecm concepts

14. What is Enterprise Content Management?

15. 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

16. ECM Defined… • Records Management • “Practice of identifying, classifying, archiving, preserving, and destroying records.” Wikipedia

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

18. SharePoint Concepts For ECM • Content Database • Site Collection • Site • List / Library • Metadata (Columns / Content Types)

19. Document management

20. Document Management Topics • The Core Platform • Document Libraries • Content Types & Site Columns • Document Centers • Constraints and Suggested Practices

21. Document Management Topics • The Core Platform • Document Libraries • Content Types & Site Columns • Document Centers • Constraints and Suggested Practices

22. Document Libraries • Document storage • Security

23. Document Libraries • Document Storage • Security • Versioning

24. Document Libraries • Document Storage • Security • Versioning • Workflows

25. Document Libraries • Document Storage • Security • Versioning • Workflows • Metadata

26. Document Libraries • Document Storage • Security • Versioning • Workflows • Metadata • Views

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

28. 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 SharePoint 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

29. Document Management Topics • The Core Platform • Document Libraries • Content Types & Site Columns • Document Centers • Constraints and Suggested Practices

30. An Analogy…

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

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

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

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

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

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

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

38. Content Types: Define Workflow • Centrally manage, define, and associate workflows • Approval • Disposition • Collect Signatures / Feedback

39. Content Types: Define the “DIP” • Document Information Panel • Easier Metadata Management • InfoPath 2007 Form • Requires Office 2007

40. Document Management Topics • The Core Platform • Document Libraries • Content Types & Site Columns • Document Centers • Constraints and Suggested Practices

41. 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

42. Document Management Topics • The Core Platform • Document Libraries • Content Types & Site Columns • Document Centers • Constraints and Suggested Practices

43. Constraints and Suggested Practices

44. 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

45. Records management

46. Records Management Topics • Records Management Concepts • Records Center Site Template • Farm Configuration • Routing • Holds • DoD 5015.2 • Constraints and Suggested Practices

47. Records Management Topics • Records Management Concepts • Records Center Site Template • Farm Configuration • Routing • Holds • DoD 5015.2 • Constraints and Suggested Practices

48. 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

49. Records Management Topics • Records Management Concepts • Records Center Site Template • Farm Configuration • Routing • Holds • DoD 5015.2 • Constraints and Suggested Practices

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