ECM and Enterprise Metadata
Enterprise Content Management and Enterprise Metadata
AGENDA
Introduce ECM
ECM and Enterprise Metadata
Document ManagementRecord ManagementWeb Content Management
Enterprise Metadata
What is ECM?
Enterprise Content Management (ECM) is the strategies, methods, and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.
Why ECM?
Helps bring structure out of chaos
Helps maintain order when the structure becomes too big.
Cover both unstructured and structured data for an organization
Avoid the chaos of unmanaged and unchecked content development that leads to duplication, rework, and wasted time and money.
Why ECM?
What is ECM in SharePoint?
Provides an expanded subset of options, an expanded scope, and is more extensible than in previous versions.
ECM features are available to everyone in the enterprise, are easy to use, and support a broad range of content from the formal and structured to the informal and unstructured.
ECM features and functionality are also highly extensible and scalable.
ECM in SharePoint
Document Management
Record Management
Web Content Management
Digital Assets Management
Enterprise Metadata Management
ECM in SharePoint
Digital Assets ManagementSupports the ingestion, annotation, storage, retrieval, and rendering of digital content, including audio, video, and images.
Document ManagementCreate, store, and track documents, document sets, and other types of content.
Includes technology that can use to navigate through collections of documents and filter based on metadata, and a way to locate documents based on metadata defaults.
ECM in SharePoint
Record Management
Identifying documents as records, and ways to manage those records throughout their life cycle—identifying and creating records, eDiscovery or hold, auditing, expiration, and disposal. Supports managing records in an archive or repository, and supports in-place records management.
ECM in SharePoint
Web Content Management
Enables the configuration, deployment, customization, and optimization of sites, site collections, pages, Web Parts, and documents.Enterprise Metadata
A hierarchical collection of centrally managed terms that you can define and then use as metadata throughout SharePoint Server 2010 and other Microsoft Office 2010 applications.
ECM in SharePoint
“Featurization” of ECM
MOSS 2007
Document CenterRecord Center
SharePoint Server 2010
Refactored into SharePoint Features
““Featurization” of ECM
Content Organizer
Document ID Service
Document Sets
Holds and eDiscovery
In-Place Records Management
Metadata Navigation and Filtering
Ratings
Document Management
Document SetsEnables users to create a single work product that contains multiple work items
Base on specific content type called Document Sets:
Allow Content TypesShared FieldsWelcome PageDefault Content
Document Management
Create Content Types that will be allowed in the Document Sets
Create new Content Type that derives from the Document Set content type
Add Document Set to document library
Document IDs
All documents and document sets within that site collection are automatically assigned a site collection scope unique ID
Users will always be able to find it using the unique document ID.
Document IDs are generated by a document ID provider.
Records Management
Custom document provider can be implemented to replace the oob funcitonality
Inherit your provider from the Microsoft.Office.DocumentManagement.DocumentIdProvider
Replace provider using Microsoft.Office.DocumentManagement.DocumentId.SetProvider()
Applies change in Site Collection level
Records Management
Converting many of the records management–specific capabilities into SharePoint features
Some of the records management features
Content OrganizerHolds and eDiscoveryIn-Place Records Management
Content OrganizerUsers typically need a good understanding of the site / library structure to know where to save documentsContent organizer - users upload to sites
Routing rules will determine where the document is savedRouting rules defined by site administrators
Web Content Management
Enable you to configure, customize, develop, optimize, and publish sites, site collections, pages, Web Parts, and documents
Controlled consistencyRich customization features and extensibility through the user interface (UI) and the object model.Extensive integration with Microsoft Office 2010 that Functionality in one integrated set of capabilities that you can use to create dynamic, customized Web sites.
Web Content ManagementContent Query WebPart
Context filters introducedFilter query results based on query string or current page content valuesMOSS 2007 only allowed static filters OOTB
SharePoint Server 2010 adds capability for page authors / designers to select content fields to display via customization UI
In MOSS 2007, developers had to manually specify these fields in the CQWP’s CommonViewFields property & in the XSLT
Enterprise Metadata
Huge investments in metadata across the platformMetadata based navigation
Easier for users as content is more discoverableContent stewards help in creating indices on metadata fields for enhanced nav. performance
Users can now filter search results using metadata of result setLocation based metadata
Content stewards create helpers for libraries & content types
Enterprise MetadataService Application (Term Store) » Groups »
Term Sets » TermsLocations » Cities » Redmond
Administrators & users create term stores & terms
Flat list or hierarchical listDisambiguating, reusing, merging & deprecating termsCustom properties available from OM
Term store facilitates the management & retrieval of metadata & relationshipsTerms can belong to one or more term sets
Translations & synonyms
Term Store
One term store per shared service app
Many groups per term store. Used as security boundary
Many term sets per group (max 1000 total per term store)
30K terms per term set (max. 1m total)
SynonymsDescriptionTranslations(Custom properties)
Content Types
Metadata Service
Term Store
Term Set(s)
Term(s)
Group(s)
ContentType Hub
Enterprise MetadataEnterprise Keywords and Tags
Enterprise Keywords = TermFree text entries are converted to terms in term store – not part of any hierarchy thoughCan be promoted to term sets
TagsCan be terms or keywordsShell Tags:
Kept in sync with the item’s managed keyword fieldSaved in the item’s managed keyword field
Social Tags:Allows users to create and apply keywords to itemsStored in social store, not with the item itself
Enterprise Metadata
Provides rich interface for full management of term sets and terms
Import of term sets and termsTranslations & synonyms
Manage term set / term languagesSubmission policy (open / closed)
Open means users can submit terms to the term store (when adding / editing items)Regardless of the policy, users can always submit keywords
Term Store Management Tool
Rich object model for developers
Thank for listening!
Q & A
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