SharePoint 2010,

Enterprise Content Management

Salman S. A. Butt
ssbutt@uqu.edu.sa
 Agenda
• History
• Basic features / Key ideas
– Examples ..
• Theory of Information Architecture in SP2010
• Tools for Information Architecture in SP2010
– Examples..
• Summary

11/8/2010 Salman Butt 2

 History
• Major Components of any Workflow / DM Systems:

• Previously on SharePoint (2007) we had:

– Key infrastructure of Document Management (DM)
• Check in / Check out, Major / Minor Versioning, Per-
Item Permissions, Workflows, Recycle Bin, etc.
• Tightly integrated with MS Office client apps: Word,
Excel, PowerPoint – For simple use interaction.
– Customers built new trends using SP’s DM
11/8/2010 Salman Butt 3
 Basic Features / Key Ideas
• SP2007 users and customers lead to:
– Document Set:
an active folder contains related documents, share the
same meta data, have in common: a homepage, a
workflow, and an archival process.

11/8/2010 Salman Butt 4

 Basic Features / Key Ideas

11/8/2010 Salman Butt 5

 Basic Features / Key Ideas
• SP2007 users and customers lead to:
– Document Set:
an active folder contains related documents, share the
same meta data, have in common: a homepage, a
workflow, and an archival process.
– Enterprise Metadata:
enterprise tags and keywords available for global use,
metadata can be configured as a primary navigation pivot.

11/8/2010 Salman Butt 6

 Basic Features / Key Ideas

11/8/2010 Salman Butt 7

 Basic Features / Key Ideas

11/8/2010 Salman Butt 8

 Basic Features / Key Ideas
• SP2007 users and customers lead to:
– Document Set:
an active folder contains related documents, share the
same meta data, have in common: a homepage, a
workflow, and an archival process.
– Enterprise Metadata:
enterprise tags and keywords available for global use,
metadata can be configured as a primary navigation pivot.
– Powerful DM Application (Web Browser):
MS Office web apps,
web content management as document repository,
Enterprise Wiki + Enterprise Document Repository.
11/8/2010 Salman Butt 9
 Basic Features / Key Ideas

11/8/2010 Salman Butt 10

 Basic Features / Key Ideas

11/8/2010 Salman Butt 11

 Theory of Information Architecture
in SharePoint 2010
• Enterprise Content Management for the Masses

11/8/2010 Salman Butt 12

 Theory of Information Architecture
in SharePoint 2010
• Why [only] Managed Content
Goals:
• Increase
Transparency,
• Increase
Compliance,
• Scale policy and
process across all
types of content
in an
organization,
• Reduce manual
end user actions.

Managed
11/8/2010
Content = Content on which Metadata and Policies are applied
Salman Butt 13
 Theory of Information Architecture
in SharePoint 2010
• Content Lifecycle (not a business process)

11/8/2010
= Metadata, Policy and/or Workflow
Salman Butt 14
 Tools for Information Architecture
in SharePoint 2010
• Enterprise Content Types:
Can apply: Properties, Metadata, Workflows, Policies, and Customer features on their
items.
If the item is a Document type, then Templates and Conversions too.
• Document Sets (is a content type)
Can apply: Metadata, Workflow, Policies, and Version Control (check in/out) on a set of it.
Can have its own Homepage.
Can have documents from multiple locations, all appears on search results.
• Information Management Policies (is a set of rules and security attributes)
Can be applied on any content type. Integrates with Office System Applications.
• Metadata
Can be applied on any content type using: Browser, Client apps, 3rd party apps, FAST Server.
Can be used as a base for navigation (Virtual folder structure).
• Term Sets (is the folksonomy to taxonomy solution, defines security attributes)
Terms are multi-relational (multiple hierarchies, parents, and term sets for each term).
Each term can have: Synonyms, Description, Translations.
• Content Organizer
Functionality of: Copy, Move, Move + leave
11/8/2010 Salmana Link, Quota, etc.. over any content.
Butt 15
 Tools for Information Architecture
in SharePoint 2010
• Methodology:
1. Inventory existing content

2. Classify Content

3. Organize into Enterprise content types and document

sets

4. Decide where information management policies apply

5. Decide on applicable metadata

6. Map the physical flow of the document

11/8/2010 Salman Butt 16
 Tools for Information Architecture
in SharePoint 2010
• Example: Generic Document Lifecycle stage=Temp;
retention WF every 30 days.
1) Create a Word Confidentiality=Public;
document through a access=everyone.
generic Word Lifecycle stage=WIP;
Document Content retention WF every 60
Type days.
Confidentiality=Internal;
2) Classify: access=restricted.
Confidentiality: ?
Lifecycle stage=Final;
Lifecycle Stage: ? retention WF every 90
On each stage of its WF. days.

11/8/2010 Salman Butt 17

 Tools for Information Architecture
in SharePoint 2010
• Example: Generic Document Lifecycle stage=Temp;
retention WF every 30 days.
1) Create a Word Confidentiality=Public;
document through a access=everyone.
generic Word Lifecycle stage=WIP;
Document Content retention WF every 60
Type days.
Confidentiality=Internal;
2) Classify: access=restricted.
Confidentiality: ?
Lifecycle stage=Final;
Lifecycle Stage: ? retention WF every 90
On each stage of its WF. days.
Unless the document is a record,
11/8/2010 Salman Butt
then retain for three years 18
 Tools for Information Architecture
in SharePoint 2010
• Example: Enterprise Content Type + Document Set
Owner=Dr. Emad F.
1) Create a Contract Retention=three years
Document Set that has a (contract)
Word document + Owner=Hussain Felemban
PowerPoint + Excel Retention=three years
(contract)

2) Classify at Document
Set Level: 3) Term:
Confidentiality: Internal Based on the Contract Content
Lifecycle Stage: WIP Type, When Lifecycle
Project: ACME Stage=Final, route to Record
Owner: Dr. Emad F.
11/8/2010 Salman Butt Center 19
 Summary
• History
• Basic features / Key ideas
– Examples ..
• Theory of Information Architecture in SP2010
• Tools for Information Architecture in SP2010
– Examples..
• Summary

11/8/2010 Salman Butt 20

 References
• http://technet.microsoft.com/en-us/library/cc261933.aspx
• http://www.cmswire.com/cms/document-management/document-
management-rollup-sharepoint-2010-support-increases-open-text-offers-
semantic-navigation-008412.php
• http://www.cmswire.com/cms/document-management/how-document-
management-has-evolved-in-sharepoint-2010-006720.php
• http://blogs.msdn.com/b/ecm/archive/2010/02/15/introducing-document-
management-in-sharepoint-2010.aspx
• http://msdn.microsoft.com/en-us/sharepoint/ff420383.aspx
• http://msdn.microsoft.com/en-us/library/ee559353%28office.14%29.aspx

11/8/2010 Salman Butt 21

Questions / Discussion

SharePoint 2010,
Enterprise Content Management
Salman S. A. Butt
ssbutt@uqu.edu.sa