Gartner puts Microsoft in a virtual tie for first place in its enterprise content management (ECM) quadrant. But SharePoint is a relative newcomer to the ECM world. Does it really stack up? In this presentation, C/D/H examines the ECM/ERM functionality in SharePoint 2010 and recommends best practices for approaching an ERM SharePoint project. Example case studies are also discussed. View the deck today! And for more information on this or other SharePoint topics, visit our blog at www.cdhtalkstech.com.

1. CDH
SharePoint for Records
CDH
Management

2. CDH Quick Facts
About Us Approach Partnerships
• 22nd Year • Vendor • Microsoft Gold
• Grand Rapids & Independent • VMware Enterprise
Royal Oak • Non-reseller • Citrix Silver
• 30 Staff • Professional • Novell Gold
Services Only • Cisco Premier

3. CDH Expertise

4. CDH CDH Talks Tech

5. CDH Your Presenter
David Tappan
Consultant
IOAp, MCITP, MTCS: SharePoint
davidt@cdh.com

6. CDH Agenda
Approach
– What’s different about SharePoint RM
Tools
– What’s in the SharePoint RM Feature Set
Governable and Usable Taxonomy
• Content type syndication
• Applying metadata
• Managing enterprise metadata
Records Management
• Declaring Records
• eDiscovery and Holds
• Auditing and Reporting

7. SharePoint 2010 RM: How is it
CDH different?
Key tenets of RM in SharePoint
Integrated Governance Familiar and Easy to Use Flexible

8. CDH
CDH Governable and Usable Taxonomy

9. CDH Applying Metadata: ‟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 Doc 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

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

11. CDH Taxonomy User Experience
Demo

12. CDH Definition of Terms
• Content Type Syndication - Publishing, sharing, pushing
one or more content types across site collection, Web App,
and farm boundaries
• Hub - A site collection designated as a ‟source” from
which we share content types throughout the enterprise
• Taxonomy - Hierarchy, synonyms, descriptions, and
translations
• Folksonomy - Informal flat list of adhoc values
• Term Store - DB 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”

13. Metadata Governance in SharePoint
CDH through Content Type Syndication
What’s the benefit?
• Up-to-date and consistent schemas across the Enterprise
• Syndicated content types can have a single policy i.e., from
now on blogs postings must expire after 18 months
What are the features?
• Publishing Content Types
– Ease of use: Content Types are ‟published” from a ‟normal” Site Content
Type Gallery
– Granular delegation: Only one hub per Managed Metadata service
application—but many MM service apps per consuming web application.
• What gets published?
– Content Type with all the corresponding columns
– Including Document Set Content Type
– Policies
– And workflow associations (not the workflows)

14. ‟Content Type Syndication … How it
CDH Works”

15. Taxonomy Governance through
CDH the Managed Metadata Service
• Managed Metadata
– Single or multi-value field
– Binds to a term set of any term store (Share Application Service)
– Many managed metadata columns on a list, library, or content
type
– ‟Like a super choice field”
– Inclusive/exclusive filtering
– MUI enabled
• Managed Keywords
– One per content type
– Validates against all terms in all term sets
– Always for ‟folksonomies”
– ‟Like a super text field”
– Auto-complete
– Disambiguation
– Preferred term
– Tree picker control

16. Content Type Syndication and
CDH the Managed Metadata Service
Demo
Site Settings Galleries

17. CDH
CDH Records Management

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

19. CDH Definition of Terms
• Record – Any item that has been designated as
authoritative. May be blocked from edit or delete, is
searchable, and may have special workflows
• eDiscovery – Discipline of preparing for and responding to
legal discovery requests for data.
• Legal Hold – A rule to gather documents based on
properties or search strings that is responsive to a discovery
request

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

21. CDH Retention Policies
• Based on multiple factors
– Content type (of course)
– Library
– Folder
• Multi-stage retention policy
• Different policies for records and non-
records

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

23. Records Declaration, Retention
CDH Policies and Legal Holds
Demo
Site Settings Site Content Types  Info
Management Policies

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

25. CDH Content Organizer
• Hierarchical File Plan
• Content Organizer Settings
• Content Organizer Rules
• Requires matching content types (value of
content type syndication)

26. Document IDs and the Content
CDH Organizer
Demo

27. CDH Thank You
Royal Oak Grand Rapids
306 S. Washington Ave. 15 Ionia SW
Suite 212 Suite 270
Royal Oak, MI 48067 Grand Rapids, MI 49503
p: (248) 546-1800 p: (616) 776-1600
www.cdh.com
(c) C/D/H 2007. All rights reserved