Sample - EPC Group - ECM Design Document (Example) - EPC Group.net

1. SAMPLE ECM DESIGN DOCUMENT
METADATA & CONTENT TYPES
Orange = User rarely has to change the default
Blue = Fields that the user never has to enter or update
GLOBAL METADATA
Name Description Default Default/Auto Pop Searchable
or Auto- Comments
Pop
Author Person or entity who created Yes Pulled from AD, but editable. Yes
the intellectual content Describes the person who
created the content.
Title or Brief Descriptive label Yes From the File Name Yes
Subject
Division The Country to which the Yes Pulls from AD Yes
Information relates
Content Language in which the Yes From the Site Yes
Language information is written Collection/Document Library
Defaults
Special Exclude information from Yes Value is defaulted to False (do Yes
Interest general searches not exclude from general
Searches); or user could select
BOD
Item ID Unique identifier that is the Yes System Generated Yes
same for all versions of the
information item
Released Date Date and time the information Yes Populated when document is Yes
was released released/published as a Major
Version
Retention Date that triggers the No User must input Yes
Basis Date calculation of expiration
Pending Identifies when an information Yes Custom Calculated Yes
Expiration item is due to expire and enter
the disposition process
Date Created Date and time the information Yes System Generated Yes
was created
Created By User who put the information Yes System Generated Yes
into SharePoint
Version A mechanism designed to Yes System Generated No
preserve information contents
and associated attributes if
information is changed
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EPC Group – 5090 Richmond Avenue – Suite # 336 – Houston, TX 77056 – E-mail: sharepoint@epcgroup.net

2. Checked Out User who has locked the Yes System Generated Yes
To information for editing
Modified Last date and time the Yes System Generated Yes
information was
modified/updated
Modified By Last user who Yes System Generated Yes
modified/updated the
information
Name The filename of the Yes From the filename as it was on Yes
information item the file share
Type Type of file, icon linked to Yes System Generated Yes
document
Check in Used to describe changes No User can fill out, not required Yes
Comment made during check out
Content Type Used to describe the type of Yes User will fill in, default to Yes
document and apply document
workflows, retention
schedules, and metadata
File Size Describes the size of the file Yes System Generated Yes
Department Describes which department Yes Pulls information from AD, but is Yes
this content was created for editable
LOCAL IT METADATA
Orange = User rarely has to change the default
Blue = Fields that the user never has to enter or update
Name Description Default Default/Auto Pop Searchable
or Auto- Comments
Pop
Compliance This is needed for legal, S-OX No User states yes or no Yes
or internal controls
Project This would be used to describe No User can edit from drop down Yes
the project associated with
this item
GLOBAL CONTENT TYPE
RRS # Record Type Required Fields Expiration Disposal Audit
Records The Classification of the Any additional How long the How the Whether
Retention information item. Each information that document will document will access to the
Schedule corresponds to a set of typical will be required be retained. be handled document
# docs that need to be tracked when the when it will be
and managed in the same way document is expires. tracked and
submitted to the logged.
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EPC Group – 5090 Richmond Avenue – Suite # 336 – Houston, TX 77056 – E-mail: sharepoint@epcgroup.net

3. 1a General Correspondence & See Global 1 year from Delete on None
Internal Memoranda Metadata date created expiration
“Document”
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LOCAL IT CONTENT TYPES
Record Type Required Fields Expiration Disposal Audit
SOW
Invoice
Presentations
SITE STRUCTURE
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EPC Group – 5090 Richmond Avenue – Suite # 336 – Houston, TX 77056 – E-mail: sharepoint@epcgroup.net

4. LIBRARY STRUCTURE
LIBRARIES
Name Description Security Versioning Content Workflow Content
Approval Types
Application For Application IT Only Major No
Development Development Team
to store content
within
Compliance IT Only Major/Minor Yes Approval &
Destroy WF
Customer For Custom Service IT Only Major No
Service team to work store
content within
Infrastructure For Infrastructure IT Only Major No
pool to store
content within
Published Content for General All Major/Minor Yes Approval &
PD Audience Destroy WF
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EPC Group – 5090 Richmond Avenue – Suite # 336 – Houston, TX 77056 – E-mail: sharepoint@epcgroup.net

5. WORKFLOWS
PUBLISHED LIBRARY APPROVAL WORKFLOW
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EPC Group – 5090 Richmond Avenue – Suite # 336 – Houston, TX 77056 – E-mail: sharepoint@epcgroup.net

6. DISPOSITION APPROVAL WORKFLOW
Disposition Approval Workflow
Document is created and saved within a document library
User must apply content type and metadata
Information Retention Policy is automatically applied based upon the content type chosen
When Record reaches deletion date it is deleted to the recycle bin
Email Notification goes out to the Author to
approve/reject deletion
Approved
Rejected
Email notification goes out the Author’s
Manager to approve/reject deletion
Rejected Approved
Document is marked exempt from expiration
Document is permanently deleted
policies
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EPC Group – 5090 Richmond Avenue – Suite # 336 – Houston, TX 77056 – E-mail: sharepoint@epcgroup.net

7. CONTENT TYPE DESCRIPTIVE DIAGRAM
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EPC Group – 5090 Richmond Avenue – Suite # 336 – Houston, TX 77056 – E-mail: sharepoint@epcgroup.net