Gartner puts Microsoft in a virtual tie for first place in its ECM quadrant. But SharePoint is a relative newcomer to the ECM world. How does it really stack up? Download the presentation as C/D/H examines SharePoint 2007's ECM/ERM functionality, and look ahead to the major improvements in SharePoint 2010

1. CDH
SharePoint 2010:
Sh P i 2010
CDH
ECM Ready?
ECM-Ready?
David Tappan
C/D/H

2. CDH Quick Facts
About Us Approach Partnerships
• 20th Year • Vendor Agnostic • Microsoft Gold
• Grand Rapids & • Non reseller
Non-reseller • VMware Enterprise
Royal Oak • Professional • Cisco Premier
• 30 Staff Services Only • Novell Platinum

3. CDH Expertise
• Project Management
j g
• Infrastructure
• Collaboration
• Access & Identity Management (AIM)

4. CDH CDH Talks Tech

5. CDH Agenda
Introducing SharePoint 2010
• SharePoint 2007 vs 2010
• SharePoint feature set
• Where does ECM fit in SharePoint?
Metadata and Content Types
• Applying metadata
• Managing enterprise metadata
• Content type syndication
Records Management
• Declaring Records
• File Plans
• eDiscovery and Holds
• Auditing and Reporting

6. CDH A Tale of Two Marketing Slides
Business Collaboration Platform for the Enterprise and the Web
MOSS 2007 SharePoint 2010

7. CDH SharePoint 2010 Overview
Ribbon UI
Business Connectivity Services
SharePoint Workspace
InfoPath Form Services
SharePoint Mobile
External Lists
Office Client
Workflow
Office Web App Integration
SharePoint Designer
Standards Support
Visual Studio Sites
API Enhancements
REST/ATOM/RSS
Composites Communities
Tagging, Tag Cloud, Ratings
Social Bookmarking
PerformancePoint Services Blogs and Wikis
Excel Services My Sites
Chart Web Part Activity Feeds
Visio Services Profiles and Expertise
Insights Content Org Browser
Web Analytics
SQL Server Integration
PowerPivot
Search Enterprise Content Types
Metadata and Navigation
Document Sets
Social Relevance Multi-stage Disposition
g p
Phonetic Search Audio and Video Content Types
Navigation Remote Blob Storage
FAST Integration List Enhancements
Enhanced Pipeline

8. About SharePoint 2007
CDH Records Management
• Records Center – Really a sample
application
• Information Management Policy Enforcement
f f
– Auditing – log events and operations
– Expiration – specify how long record is retained
– Barcodes – facilitate tracking of physical records
• Record Collection Programmable Interface
– Record Routing – specify where each content
type goes
– Hold – Can place a hold on documents and gather
them to a single l
h i l location using custom code.
i i d

9. CDH About the Records Center
• The Web service is designed to work with third party
document storage providers with minimum effort.
• Passes any metadata to be retained, including an audit
history of the events performed on the document.
• The Web service is designed so that you could program
workflows to manage movement of documents, or simply
use built in "Send to Record Center" function in SharePoint.

10. Shortcomings of SharePoint
CDH 2007 Records Management
• Library/folder size – 2000 item limit requires arbitrary folder structures to
be created.
• Limited retention policies – Only single stage p
p y g g policies can be defined
without custom development
• Multiple copies – No document IDs, and “Send to Records Center” leaves
a copy rather than a link, with no indication that it is a record.
• Auditing limited – Record declaration creates auditing snapshot; not easy
to read or aggregate.
• Record Routing limited to content types – You cannot create a file plan
based on metadata without custom code.code
• Content types difficult to maintain – No built in process to maintain
consistency of content types across site collections. Records Repository
strips content types entirely, and writes metadata to a separate XML
document.

11. SharePoint 2010 ECM
CDH Improvements
• Very large libraries and lists
• Remote BLOB storage
• Document ID /P i t t Links
D t IDs/Persistent Li k
– Declare a record and leave a link
• Centrally managed and enforced metadata and content
types
• Improved user interface for profiling/tagging documents
• Document Set content types
• Hierarchical File Plans (Content Organizer)
• Multi-stage retention & disposition
• Legal Holds
ega o ds

12. CDH
CDH Metadata and Content Types

13. CDH Definition of Terms
• Taxonomy - Hierarchy, synonyms, descriptions, and
translations
• Folksonomy - Informal flat list of adhoc values
• Term Store - Database that contains one or more
taxonomies available as a ‟Shared Service”
• Term - Node in the taxonomy with a unique ID and many
text labels
• Tagging - Applying metadata to an item (authoritative or
social)
• Keywords - ‟Not just a text string”

14. CDH Applying Metadata: ‟Tagging”
Tagging
• Web Browser
– List items can be tagged by using the ‟Edit Properties” UI
• Automated
– By a workflow
– By virtue of the location in which we choose to store the item
(location-based metadata)
– Values from the parent Document Set
• Office Clients
– Document Information Panel allows for tagging in the authoring
surface of the Office client
– Backstage in the Office clients will allow full fidelity of the
managed metadata controls
– InfoPath forms
• Custom Apps
– 3rd party or custom applications using SharePoint Metadata OM

15. Managed Metadata Column
CDH Type
• Managed Metadata
– Single or multi-value field
– Binds to any level of a hierarchical term set of any
term store (Share Application Service)
– Tree-picker control
– M
Many managed metadata columns on a li t lib
d t d t l list, library,
or content type
– Managed Keywords
– Always for ‟folksonomies”
– One keyword column per list or library
– Validates against all terms in all term sets
– Auto-complete
– Disambiguation

16. CDH Metadata field & features
Closed Term Open Term Set Keywords Set
Set
Controlled & Flexible &
managed open

17. CDH Term Store Management Tool
• Service Management
– Access all available term stores from one location
• S
Security Groups
yG p
– Control how to edit/delete/create using SharePoint groups and users
• Term Sets
– Allow/disallow end user updates
– Term synonyms (including multilingual)
– Advanced term management
– Copy
– Reuse
– Description
– Merge
– Import
– Deprecate
– Delete
• Content Type Syndication
– Central definition and management of:
– Metadata
– Document Templatesp
– Disposition

18. Content Type Syndication:
CDH The Payoff
Content gets created using
enterprise content type
Corporate policy gets applied,
regardless of where content
is created

19. Defining, Applying and
CDH Managing Metadata
Demo

20. CDH
CDH Records Management

21. CDH Records Management Features
• Retention Policies
• Declaring Records
• Document IDs
• Content Organizer
• Legal Holds
• Auditing and Reporting

22. CDH Retention Policies
• Based on multiple factors
– Content type
yp
– Library
– Folder
• Multi-stage retention policy

23. CDH Legal Holds
• Free text search
• Local hold or export
• Hold categories

24. CDH Declaring Records
• In-Place
• Sent to a Records Center
– Manually
– By policy

25. CDH Document IDs
• Permanent, unique, enterprise-wide
• Searchable
• Moveable
• Linkable

26. CDH Content Organizer
• Based on record routing rules in
SharePoint 2007
• Content Organizer Settings
• Content Organizer Rules
g
• Requires matching content types (value of
content type syndication)
yp y )

27. CDH Records Management Features
Demo

28. CDH Questions
Your Questions
• ?
My Questions
• Is SharePoint 2010 ECM “ready for prime time”?
• What scenarios do you envision for SharePoint
ECM?
• Where does it fall short of “Enterprise ECM?”

29. CDH Thank You
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