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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

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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
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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.

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Basic Features / Key Ideas

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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.

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Basic Features / Key Ideas

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Basic Features / Key Ideas

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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.
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Basic Features / Key Ideas

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Basic Features / Key Ideas

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

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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
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Content = Content on which Metadata and Policies are applied
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Theory of Information Architecture
in SharePoint 2010
• Content Lifecycle (not a business process)

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= Metadata, Policy and/or Workflow
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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.
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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
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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.

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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,
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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.
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Summary
• History
• Basic features / Key ideas
– Examples ..
• Theory of Information Architecture in SP2010
• Tools for Information Architecture in SP2010
– Examples..
• Summary

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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

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Questions / Discussion

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