Fileshares and folders have been the bread and butter for Enterprise Content Management for a very long time. They've served their purpose, and they were great at one time - but it's time to leave them for a better, smarter solution. Enterprise Content Management in SharePoint Server is here to stay - and simply migrating your fileshare data into a more robust and intelligent structure can help you better find and manage your enterprise data. In this session, we'll look at an example of a fileshare and how we can very easily redefine our Enterprise Content Management strategy using SharePoint Server as the platform. Attendees will witness how easy it can be to add and categorize content using out-of-the-box SharePoint functionality - and how you can start to use Enterprise Content Management to better serve your business.

1. Together Realized
Leave the Fileshare, and join the Enterprise
Content Revolution!
Ryan Dennis | Blue Chip Consulting Group
Saturday, August 23, 2014

2. Together Realized
2014 SharePoint Saturday - Columbus 2
Thanks to our Conference Hosts
GO
BUCKS!

3. Together Realized
2014 SharePoint Saturday - Columbus 3
Thank You to our Fabulous Sponsors!
PLATINUMGOLDSILVERBRONZE

4. Together Realized
2014 SharePoint Saturday - Columbus 4
Get Connected!
•Open wireless access is available.
•See something remarkable?
Tweet (#SPSCBUS) and share it!
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User Group Facebook Group Page. Just look for
BuckeyeSPUG.

5. Together Realized
2014 SharePoint Saturday - Columbus 5
Submit your Feedback!
He was awesome!
me@somewhere.com

6. Together Realized
Ryan Dennis
Senior Consultant | Blue Chip Consulting Group
About Me
www.bluechip-llc.com
www.sharepointryan.com
@SharePointRyan
linkedin.com/in/SharePointRyan
ryan.dennis@bluechip-llc.com
SP Geek Father
Drummer Husband

7. Together Realized
Agenda
•About AdventureWorks
•The Current Fileshare Scenario
•Redefining our ECM strategy
•Categorizing Content in SharePoint
•Leveraging Search with our ECM
implementation
•Q&A

8. Together Realized
AdventureWorks Cycles is a large,
multinational manufacturing company. The
company manufactures and sells metal and
composite bicycles to North American,
European and Asian commercial markets.
(Oh, and it’s a fictional company)

9. Together Realized
The AW Fileshare
Folders created for every Country
Within each Country, folders
are created for every Year
4 folder
types in each
Department folder
Within each Year,
folders created for every
Department within the company

10. Together Realized
A Sample AW Document
Content
Type
Department
Version
Year
Authors
Created
Date
Document Status
Modified
Date
Company
Country
Document
Type

11. Together Realized
Issues
• Usability and user experience are poor
• Documents buried n levels deep
• File path is long and ugly
• Example: FileshareAdventureWorksUSA2014CustServ
ConfidentialCustServ_HandbookDoc_V4.docx
• Limited visibility into security/permissions
• Search does not work intuitively
• No metadata/tagging functionality

12. Together Realized
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.

13. Together Realized
Advantages of SharePoint ECM
•Version control and version history
•Workflow/approval/publishing
•Tagging/Metadata
•Search
•Shared editing experience
•Quotas
•Auditing

14. Together Realized
Managed Metadata
• Key Features
• Content Type Publishing – sharing across site
collections.
• Taxonomies – Creation and management of
hierarchical collections of managed terms.
• Key Concepts
• Taxonomy – A hierarchical classification of words,
labels or terms that are organized into groups based
on similarities.
• Folksonomy – A classification that results when users
collaboratively apply words, labels or terms to
content.

15. Together Realized
Managed Metadata Term Store

16. Together Realized
Key Concepts of Presentation
• SharePoint Site Collection
• Document Libraries & Views
• Document Templates
• Content Types & Metadata
• Content Organizer
• Document IDs
• Workflow
• Records Management
• Search

17. Together Realized
2
Then, in the Office
program – populate the
metadata values in the
Document Information
Panel
Custom Document Template
Notice that the
value displays in
the document
body, this is using
a Quick Part
1 3
First, create a New
Document
In SharePoint, the metadata values
are automatically applied without
needing to set them manually

18. Together Realized
Content Organizer
1. User creates a document and uploads it
to the SharePoint site – specifies document
properties (metadata)
2. Document is automatically moved to the
Drop Off Library
3. Content Organizer Rules determine the
appropriate destination based on document
metadata
4. Document is automatically routed to the
destination Document Library
HR Docs IT Docs Legal Docs

19. Together Realized
Search
• Quickly and easily find documents using:
• Text from document body
• Text from ANY document metadata/column
values
• Preview the document right in the browser
• Refine your search results using Search
Refiners
• Users only find what they have access to

20. Together Realized
SharePoint ECM
D E M O

21. Together Realized
Demo Recap
•Reviewed Document Center Site
•Reviewed the AdventureWorks IT
Library
•Created a new Document based on
the custom Document Template
•Ran through a basic Approval
Workflow
•Performed a Search

22. Together Realized
Q U E S T I O N S ?

23. Together Realized
Ryan Dennis
Senior Consultant | Blue Chip Consulting Group
About Me
www.bluechip-llc.com
www.sharepointryan.com
@SharePointRyan
linkedin.com/in/SharePointRyan
ryan.dennis@bluechip-llc.com
SP Geek Father
Drummer Husband