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About Me • 15+ years in IT
• Been working with SharePoint since 2001
• Community Guy for K2
• Regular event speaker on SharePoint
• Lead Author on upcoming SharePoint 6 in 1 book • http://www.amazon.com/SharePoint-2010-Six-Chris-Geier/dp/0470877278/
• All around good guy. (mostly)
Today’s Agenda • 40,000 Foot introduction to Information
Management in SharePoint 2010
• Enterprise Content types
• Managed Metadata
• The Content Organizer
• Information Management Policies
• Records Management
What is Information Management
New in 2010 for Information Management
• More options for User Participation – ECM For the Masses
• More focus on Content Types and Metadata – Managed Metadata
– Enterprise Content Types
• Automatically organized content
• Document Sets
• Additional Records Management Abilities and focus.
Enterprise Content Types • Content Types What are they?
• A content type defines the attributes of a list item, a document, or a folder. Each content type can specify:
• Properties to associate with items of its type.
• Workflows that can be launched from items of its type.
• Information management policies to associate with items of its type.
• Document templates (for document content types).
• Document conversions to make available (for document content types).
• Custom features.
• Why are they being called Enterprise Content types
– They are A WHOLE NEW WORLD
– Can be SHARED (Syndicated)
Enterprise Content Types - Syndication
• What is Syndication? – Enabled as Part of the Managed Metadata Service
– All other sites that subscribe to this Managed Metadata service can inherit all the created content types.
• Designate 1 site collection as the hub
• Tell The Managed metadata service what to use as the hub
• Planning Content Types – http://bit.ly/6vRsRg
Enterprise Content Types in Action
Manage Service Application Specify URL of Hub Verify Connection
Enterprise Content Types
• How does it work? -2 Timer jobs • The content type hub timer job retrieves all the content
types that are marked for publishing or re-publishing from the site designated as hub.
• The content type subscriber job grabs the content types and pulls them into the different site collections.
• What is “Syndicated”? – All Site Columns etc. (No lookups) – Workflow associations for the content type. But not the
workflow definitions you must ensure these are deployed manually
– Information Management policies linked to the content type
Content Type Publishing
Checkpoint
• What does this mean to me?
Managed Metadata
• What is Metadata? – “Data about Data” – An example ----
• What is Managed Metadata? – Managed metadata is a hierarchical collection of
centrally managed terms that you can define, and then use as attributes for items in Microsoft SharePoint Server 2010.
Managed Metadata Components • Term
– A term is a word or a phrase that can be associated with an item in SharePoint Server 2010.
• Term Set
– A collection of related terms. Managed metadata is a way of referring to the fact that terms and term sets can be created and managed independently from the columns themselves.
Taxonomy Vs Folksonomy • Formal vs. Informal
• Predefined vs. organic growth
• Term vs. Keyword
• Local vs. Global
Demo Managed Metadata
Permissions Operation Level Availiable Operations Required Permissions
Term Store Appoint Term Store Admins Farm Admin
Creation of new term stores Farm Admin
Create new Term group Term Store Admin
Define avaiiliable languages Term Store Admin
Creation of new term set Term group manager
Importing new term sets Term group manager
Define group contributors Term group manager
Term Set Define term set owner, contacts, policy and tagging Term Set Contributor
Create term Term Set Contributor
copy term set Term Set Contributor
reuse terms Term Set Contributor
move term set Term Set Contributor
Delete term set Term Set Contributor
Term Create Term Set Contributor
Copy Term Set Contributor
Reuse Term Set Contributor
Merge Term Set Contributor
Deprecate Term Set Contributor
Move Term Set Contributor
Delete Term Set Contributor
Custom Sorting Term Set Contributor
Key Metadata Points • Taxonomy planning is crucial.
– Setting up proper term store
– Assigning Owners
– Keeping up to date
Managed Metadata…What else? • MUI support • No InfoPath Support • No SharePoint Workspace Support • No Support in Office 2007 • Cannot Edit Managed Metadata values in Datasheet
Mode • Limitations on view creation
– No begins with – No Contains
• No Calculated fields use • Must use GUID for SPD workflows • No ability to create from SPD
Checkpoint • What does this mean?
• Users can play a significant role
– Open Term set
• Big benefit in unified corporate taxonomy.
• Increase in find ability
– Search
– CQWP
– Tag Cloud
The Content Organizer
The Content Organizer • What is it?
– Its really the content router.
• What are the scopes and options?
– Enabled on a Site by Site Basis
– Rules are only for that site
Content Organizer Document Flow • Documents with the correct content type, metadata, and
matching rules are automatically routed to the final library and folder.
• Documents that lack the amount of metadata required to match a rule are sent to the Drop-Off Library
• Content Types with an associated rule are automatically added to the Drop-Off Library.
• After a document has the appropriate amount of metadata and the specific metadata required to match a rule, it is
automatically routed to the target library and folder.
Content Organizer Key Points
• Must use site content types.
• Target libraries must contain content types
• Content Organizer rules are the basis of “Send to Connections”
The Content Organizer
Demo
Checkpoint • How does this help me?
– Right Content Right Place
Information Management Policies
Information Management Policies • What Are they?
• How Do they work?
• Scope Options – By Content Type
– By Document Library • Folder and Subfolder application
• What can you do with them? – Retention
– Auditing
– Barcodes
– Labels
Implementing a policy
DEMO
Checkpoint • What does this do for me?
Records Management
Records Management – The basics
• What is a record?
• What is records management?
• Why do we want or need records management?
Records Management What’s new?
• Landing Page
• No longer just about the record center
• More than 1 per farm
Record Creation/Designation
• Records can be created and stored ANYWHERE!
• Records can be created – Manually
– Automatically
Creation of Records – The new familiar way
Records Management
Demo
Thank you
• Questions?
