SPS Philly Architecting a Content Management Solution
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This document summarizes Patrick Tucker's presentation on architecting a SharePoint 2013 content management solution. It discusses defining and organizing content through tools like content types, metadata, and taxonomies. It also covers tracking and routing content with features like the content organizer and document ID service. Finally, it discusses management and retention of content through policies, holds, records management, and eDiscovery tools in SharePoint 2013.
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SPS Philly Architecting a Content Management Solution
- 1. Architecting a SharePoint 2013 Content Management Solution Patrick Tucker
- 2. Thanks To Our Sponsors!
- 3. SharePoint User Group • SharePoint • End Users • Administrators • Architects • Developers • IT Pros • Meetings: 2nd Tuesday of the month, Microsoft Malvern, 5:30-8 pm WEB: www.TriStateSharePoint.org EMAIL: [email protected] TWITTER: @tristateSP
- 4. SharePoint Network • Are you an independent consultant or remote worker who deals with SharePoint, Office or Office365? • Do you sometimes feel cut off from the rest of the SharePoint world? • Do you need help with technical or business issues, or just want the chance to socialize with others? If so, then the SharePoint Network might be for you! www.SharePointNetwork.org
- 5. Bio Patrick Tucker Strategic Data Systems, MS Gold Partner Principal Consultant, SharePoint MCT, MCTS, MCPD, MCITP, MCSD, MCAD, MCDBA [email protected] | [email protected] Blog: www.tuckersnet.com Twitter: @TuckersNet
- 6. Giveaways Wanna win a $25 NewEgg gift card? Give me a business card. Wanna win a free 2 hour consulting one-on-one? Write yes on the back!
- 7. So many documents, so little time Where do your documents go in SharePoint? How are they managed? Document management controls the life cycle of documents in your organization — how they are created, reviewed, and published, and how they are ultimately disposed of or retained. How does SharePoint 2013 help to organize, store, route and retain documents?
- 8. Enterprise Content Management Defining and Organizing Storing Documents in SharePoint Enterprise Content Types Managed Metadata Service (Taxonomy) Tracking and Routing Content Organizer Document ID Service Document Sets Management and Retention In Place Records Management Information Management Policies & Retention Holds and eDiscovery
- 9. Document Management Features Site Collection Features Content Type Syndication Hub Document ID Service Document Sets In Place Records Management Library and Folder Based Retention Site Features Content Organizer Hold and eDiscovery
- 10. So, where do I put it?
- 12. Document Libraries Document Libraries are the primary containers, which group content types Can receive documents by drag and drop, uploading or through a Site Mailbox
- 13. Offline and Social SkyDrive Pro replaces your My Site to store personal documents ―in the cloud‖ and allows 7GB of personal storage ―Sync‖ allows you to synchronize a copy of a library on your local PC Can use the link in SharePoint or the SkyDrive Pro client application that installs as part of Office 2013 Newsfeed shows sites and documents that you are following
- 14. Folders and Document Sets Folder can organize content and may seem like a tempting option Document sets organize, share metadata and provide a welcome page
- 15. Document Center Don’t buy your features one at a time, bundle them! A site template designed to create large document repositories Comes equipped with all the features needed to manage doc life cycles Not available in SharePoint Foundation 2013
- 16. So, how do I organize it?
- 17. Metadata and Content Types Metadata is simply additional data List level - Columns associated with library Site level – shared content definitions Enterprise Level – Content Type Hub Values may be driven by taxonomy terms (think of choice fields on steroids)
- 18. Enterprise Content Types One site can become the source of record for content types and share them across the entire farm Governance issue – consistent use of content types across the enterprise Choose which content types in the gallery to be published
- 19. Taxonomy Term Store Terms Sets contain terms which can easily be updated over time Existing taxonomies may be imported
- 21. What happens to documents over time? What if documents need to move later on? What if documents need to be redirected to more specific libraries as they are added? How do I keep track of documents if they move? What if I need to group documents together in a more specific way?
- 22. Send To Connections Allows moving documents from one library to another across sites Send To Connections are configured in Central Administration OfficialFile.asmx is the submission point Are key to understanding the next step…
- 24. Document ID Service If documents need to move from place to place, how do we keep track? Document IDs remain consistent as documents move You can search for a document by its ID Assigned IDs may be partially customized
- 26. Information Management Policies Can be implemented at Site, Content Type and Library levels Handle document retention and auditing Different policies may be created for documents and records Direct effect on the life cycle of documents
- 27. Holds and eDiscovery Holds allow documents to be ―frozen‖ in place or recorded in a specific state for legal or auditing purposes. Holds can be done in the site via the ―Hold‖ feature eDiscovery is the process of locating content (through Search)that should be added to a hold. eDiscovery may take place in the site or via a new site template called the ―eDiscovery Center‖
- 28. Discovery Center Site Template Discovery Center site to perform eDiscovery queries across multiple SharePoint farms and Exchange servers In-place preservation of Exchange mailboxes and SharePoint sites — including SharePoint list items and SharePoint pages — while still allowing users to work with site content. Support for searching and exporting content from file shares. The ability to export discovered content from Exchange Server 2013 and SharePoint Server 2013.
- 29. What is a ―Record‖? A record is a document or other electronic or physical entity in an organization that serves as evidence of an activity or transaction performed by the organization and that requires retention for some time period. Holds are designed to be temporary. Records are designed to be permanent Records may be declared in place or moved to a Record Center Records are locked down and can be read but no longer edited
- 30. In-place Records Management Declare Records without moving the list items
- 31. Records Center Template If you want to keep all records in one place, there’s a template for that. Site template used to create a dedicated site for Records with features automatically activated.
- 32. Publishing and Locating Documents
- 33. Cross Site Publishing The cross site publishing feature allows reuse of list and library content across sites. Create a library in one, share it across others and sync changes. Libraries become catalogs that other publishing sites can consume Search is used to retrieve content and ―Result Sources‖ are automatically populated with content from a list or library.
- 34. Search Search may be used to find documents wherever they live in one or more site collections Search may be narrowed to a specific content type or to locating all documents tagged with specific metadata The Search Center site template provides a one stop shop for all your search related needs The Content Search Web Part displays crawled content based on queries defined in web parts. Category pages contain these web parts to aggregate published content
- 35. Questions [email protected] | [email protected] Blog: www.tuckersnet.com Twitter: @TuckersNet
Editor's Notes
- #3: Please encourage folks to visit the sponsors in the lobby. Everyone should have a sponsor bingo card. If they get initials from each sponsor they can be entered in our drawings to win great prizes, including Kindles, and a Surface RT.
- #4: This is the local Philly SharePoint user group. We cover a range of topics for all audiences.
- #5: This is a local group that is just getting started as an adjunct to the user group. As the slide says, it is a support and social group for independent and remote workers in the Philly area. More information is available on the website.