1. ECM and Enterprise
Metadata
Enterprise Content Management and Enterprise
Metadata
2. AGENDA
Introduce ECM
ECM and Enterprise Metadata
Document Management
Record Management
Web Content Management
Enterprise Metadata
3. 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.
4. Why ECM?
Helps bring structure out of chaos
Helps maintain order when the structure
becomes too big.
Cover both unstructured and structured
data for an organization
Avoid the chaos of unmanaged and
unchecked content development that
leads to duplication, rework, and wasted
time and money.
6. What is ECM in SharePoint?
Provides an expanded subset of options,
an expanded scope, and is more
extensible than in previous versions.
ECM features are available to everyone in
the enterprise, are easy to use, and
support a broad range of content from the
formal and structured to the informal and
unstructured.
ECM features and functionality are also
highly extensible and scalable.
7. ECM in SharePoint
Document Management
Record Management
Web Content Management
Digital Assets Management
Enterprise Metadata Management
8. ECM in SharePoint
Digital Assets Management
Supports the ingestion, annotation, storage,
retrieval, and rendering of digital content, including
audio, video, and images.
Document Management
Create, store, and track documents, document sets,
and other types of content.
Includes technology that can use to navigate through
collections of documents and filter based on
metadata, and a way to locate documents based on
metadata defaults.
9. ECM in SharePoint
Record Management
Identifying documents as records, and ways to
manage those records throughout their life
cycle—identifying and creating records,
eDiscovery or hold, auditing, expiration, and
disposal. Supports managing records in an
archive or repository, and supports in-place
records management.
10. ECM in SharePoint
Web Content Management
Enables the configuration, deployment,
customization, and optimization of sites, site
collections, pages, Web Parts, and documents.
Enterprise Metadata
A hierarchical collection of centrally managed
terms that you can define and then use as
metadata throughout SharePoint Server 2010
and other Microsoft Office 2010 applications.
12. “Featurization” of ECM
MOSS 2007
Document Center
Record Center
SharePoint Server 2010
Refactored into SharePoint Features
13. “Featurization” of ECM
Content Organizer
Document ID Service
Document Sets
Holds and eDiscovery
In-Place Records Management
Metadata Navigation and Filtering
Ratings
14. Document Management
Document Sets
Enables users to create a single work product that
contains multiple work items
Base on specific content type called Document
Sets:
Allow Content Types
Shared Fields
Welcome Page
Default Content
15. Document Management
Create Content Types that will be
allowed in the Document Sets
Create new Content Type that derives
from the Document Set content type
Add Document Set to document library
16. Document IDs
All documents and document sets within
that site collection are automatically
assigned a site collection scope unique ID
Users will always be able to find it using
the unique document ID.
Document IDs are generated by a
document ID provider.
17. Records Management
Custom document provider can be
implemented to replace the oob
funcitonality
Inherit your provider from the
Microsoft.Office.DocumentManagement.DocumentIdP
rovider
Replace provider using
Microsoft.Office.DocumentManagement.
DocumentId.SetProvider()
Applies change in Site Collection level
18. Records Management
Converting many of the records
management–specific capabilities into
SharePoint features
Some of the records management
features
Content Organizer
Holds and eDiscovery
In-Place Records Management
19. Content Organizer
Users typically need a good understanding
of the site / library structure to know where
to save documents
Content organizer - users upload to sites
Routing rules will determine where the
document is saved
Routing rules defined by site administrators
20. Web Content Management
Enable you to configure, customize, develop,
optimize, and publish sites, site collections, pages,
Web Parts, and documents
Controlled consistency
Rich customization features and extensibility
through the user interface (UI) and the object
model.
Extensive integration with Microsoft Office
2010 that
Functionality in one integrated set of
capabilities that you can use to create
dynamic, customized Web sites.
21. Web Content Management
Content Query WebPart
Context filters introduced
Filter query results based on query string or
current page content values
MOSS 2007 only allowed static filters OOTB
SharePoint Server 2010 adds capability for
page authors / designers to select content
fields to display via customization UI
In MOSS 2007, developers had to manually
specify these fields in the CQWP’s
CommonViewFields property & in the XSLT
22. Enterprise Metadata
Huge investments in metadata across
the platform
Metadata based navigation
Easier for users as content is more discoverable
Content stewards help in creating indices on
metadata fields for enhanced nav. performance
Users can now filter search results using
metadata of result set
Location based metadata
Content stewards create helpers for libraries &
content types
23. Enterprise Metadata
Service Application (Term Store) » Groups »
Term Sets » Terms
Locations » Cities » Redmond
Administrators & users create term stores &
terms
Flat list or hierarchical list
Disambiguating, reusing, merging & deprecating
terms
Custom properties available from OM
Term store facilitates the management &
retrieval of metadata & relationships
Terms can belong to one or more term sets
Translations & synonyms
24. Term Store
One term store per shared
service app
Many groups per term
store. Used as security
boundary
Many term sets per group
(max 1000 total per term store)
30K terms per term set
(max. 1m total)
Synonyms
Description
Translations
(Custom properties)
25. Enterprise Metadata
Enterprise Keywords and Tags
Enterprise Keywords = Term
Free text entries are converted to terms in term store
– not part of any hierarchy though
Can be promoted to term sets
Tags
Can be terms or keywords
Shell Tags:
Kept in sync with the item’s managed keyword field
Saved in the item’s managed keyword field
Social Tags:
Allows users to create and apply keywords to items
Stored in social store, not with the item itself
26. Enterprise Metadata
Provides rich interface for full
management of term sets and terms
Import of term sets and terms
Translations & synonyms
Manage term set / term languages
Submission policy (open / closed)
Open means users can submit terms to the
term store (when adding / editing items)
Regardless of the policy, users can always
submit keywords
