sps durham james_h
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SharePoint Saturday Durham, NC 2014
James Hunter
Over 2.2 Million Licensed Users Worldwide
• First Mover with SharePoint for ECM• Imaging for SharePoint since 2003
• KnowledgeLake is a Fujitsu Company• KL software is shipped with scanners• 170K Employees/70 Countries/$66B
• Headquartered in St. Louis• Deployed in 37 countries• Microsoft Managed Gold ISV Partner• Member of Microsoft's PAC, DAC and TAP• Adding on the average of 275,000 users per year
What is Enterprise Content
Management
Taxonomy
Content Type Hub
Demo
What is Enterprise Content Management?
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.
“Content” can refer to several
types of sources:
• Scanned Images
• Electronic Documents
• Web Pages
ShippingCourier Costs
Fax Paper /Phone Costs
CopiedDocuments
Consumables
Handlingof Paper
OffsiteStorage
File Cabinets Processes
Once it’s an electronic file you can automate the processes
E:/OnmyhardDrive/NotInSharePoint/GrowingEveryDay/WhenILeaveYouWillNotFindWhatYouNeedInThisMess/SomeOfTheInformationRelatesToContractsWorthBig$$ToOurCompany
Audits and Litigation
Compliance
DisasterRecovery
Lost or MisfiledDocuments
CustomerService
EmployeeKnowledge
Managing information assets against risk andlegal costs in this era of social business
8% of work day spent finding documents
ECM improves user productivity
Business Drivers for ECM
• Reduce Environmental Impact
• Improve Operational Efficiency
• Enhance Customer Service
• Eliminate Shipping and Faxing
• Streamline Document Processing
• Enable Regulatory Compliance
• Decrease Operating Costs
• Decrease Storage Space
• Provide Disaster Recovery
COMMON USE CASESScan, Manage, Route, Search, Retrieve, and View
• Accounts Payable/HR/Contracts
• Insurance Claims and Enrollment
• Bank Lending
• Healthcare Records
• Health Admissions/Accounting
• Government Agencies
• Oil and Gas
ECM• Content Types• Metadata• Templates• Workflow• Retention Policy• Content Organizer• Records Mgmt• In-place records
PPT WORD EXCEL
Content Type
Yes Metadata
Yes Retention
Yes Workflow
Yes Templates
A taxonomy is a law for
classifying information.
How do you find things in the grocery store?
Other examples
Paper
Manila Folder
Filing Cabinet
Room
Floor
Office Company
Finance
AP
Client Documents
Client A
Invoice Packing ListPurchase
OrderReport
Client B Client C
Vendor Documents
AR
HR
Taxonomy is the key functionality within Document Management
A structured way to categorize information, to allow better access
SharePoint Taxonomy = The hierarchical architecture
Taxonomy is the classification and organization of
SharePoint ‘containers’
Also includes Columns and Content Types
Typical Approaches to classification
Individual / Departmental
Organizational
Third-Party / Industry
Standards
• Where is the “thing” I want?
– Extranet or Intranet?
– Folder?
– Departmental Site?
– Inbox?
• What “thing” am I looking for?
– Does it have a content type?
– Office Document?
– PDF?
– Multimedia?
What is the level of knowledge about taxonomy in the company as a whole?
How much do I know about the subject matter? How much ramp up do I need?
How many types of content will I need to consider?
How many stakeholders and subject matter experts (SMEs) are there? Will they be available to help create the optimal taxonomy based on the subject matter?
What types of politics or “issues” exist today between groups of owners/subject matter experts? Will they debate and/or argue over terminology or what should be classified where?
ACCORDING TO
Does any of the terminology need to be created
from scratch or re-written?
Has any user feedback been received so far
(internal or external, formal or informal), as to what
they like and don’t like about finding the company’s
information?
Will we need to train internal users to tag content?
Will our external customers be willing to help us
validate the taxonomy before implementation?
Do we have demographic information about our
users available, so that we can target specific
categories of content once the taxonomy is
implemented?
ACCORDING TO
Constructing the vocabulary structure and relationships
Using this structure to categorize documents as they are
created and added to the repository
The ability to search using the defined categories
The three challenges
Agree on Categories / NamesAdd Variations
Enforce metadata taggingKeywords to improve search
SIMPLE searchADVANCED search
What you need to know.
Content Type Syndication
Act of sharing a site collection’s content
types with other site collections in the farm
Content Type Hub
Content Type Syndication enables an
administrator to specify a single site
collection per managed metadata service
No need to define at the site collection level
Simplifies the management of content types
Consistent taxonomy, Same content types across multiple site collections
• When to use a content type hub? – If you are using SharePoint for Document
Management…then ALWAYS!
• How much overhead?– No significant increase in deployment effort
– No change in system performance using the HUB.
• How do you sell the content type hub?– Increased standardization
– Reduced administrative workload
– Reduced errors
1. Navigate to the Search Service Application and Disable All
Search Crawls
2. Create Hub Site Collection
3. Set Hub in Managed Metadata Service Application
4. Configuration Taxonomy in the HUB
5. Create and apply Content Types to HUB Library
6. Upload non-Office Files (Searchable PDF recommended) to the
HUB library for every changed content type populating all fields
Configure Content Sources
7. Create Managed Properties corresponding to Crawled Properties
8. Publish Finalized Content Types from the newly created Hub
9. Trigger Content Type Hub Timer Jobs
10.Continue with remaining configuration of farm/sites
1. SSA: Disable Crawl schedule
2. Confirm auto-gen of metadata properties is disabled for all Search Schema categories (SharePoint 2013)
3. Create new content type on the taxonomy site collection
4. Apply it to the HUB document library
5. Upload non-Office Files (Searchable PDF recommended) to the HUB library for every changed content type populating all fields
6. Create a new Content Source for the HUB site collection
7. Point Content Source to the HUB Site Collection, and only the HUB site collection
8. Run a full crawl
9. Create Managed Properties corresponding to Crawled Properties
10.Republish all content types and ensure both Hub Publisher and Hub Subscriber timer jobs have been run
11.Proceed with remaining configuration for content type(s)
12.Run a full crawl on the default content source
13.Set crawl schedule on the Default Content Source
1. Disable Crawl schedule
2. Edit Existing content type on the taxonomy site collection
3. Upload non-Office Files (Searchable PDF recommended) to the HUB library for every changed content type populating all fields
4. Search Service Application: Create a new Content Source for the HUB site collection
5. Point Content Source to the HUB Site Collection, and only the HUB site collection
6. Run a full crawl
7. Create Managed Properties corresponding to Crawled Properties (A simple modification to an existing managed property may be the only change needed)
8. Republish all content types and ensure both Hub Publisher and Hub Subscriber timer jobs have been run
9. Proceed with remaining configuration for content type(s)
10.Run a full crawl on the default content source
11.Set crawl schedule on the Default Content Source
Creating the Content Type Hub using PowerShell
• Scripts
– 00-CreateTaxonomy.ps1
• XML-driven Configuration
• Sample PDF
– Assists in the generation of crawled properties
• When do I use it? – To generate a new site taxonomy using the Content Type Hub
• What does it do?– #1. Validating Services and Accounts
– #2. Create the ECM Site Collection
– #3. Create Content Type HUB
– #4. HUB - Create Site Columns
– #5. HUB - Create Content Types
– #6. HUB - Create Document Library
– #7. Create Content Type Source for HUB and Perform a Full Crawl
– #8. Publish Content Types from the HUB
– #9. Run the Content Type Subscriber Jobs
– #10.Set Default Managed Properties to not queryable
– #11.Add/Remove Managed Properties - SP2013 Only
– #12.Perform a secondary crawl
– #13.Create Document Library and attach Content Types
• SharePoint Server 2010 Enterprise
Content Management
– Kitta, Grego, Caplinger, Houberg
• http://www.aiim.org/
SharePoint
SharePoint Browser Based Interface- Easy to search, view, and
retrieve- No need to download your
documents- Workflow Integration- Digital Signature Integration
• ECM Taxonomy & Architecture Planning
• Structured Business Process
• AP, HR, Financial Services, Legal, Gov., Healthcare, etc.
• Document Management
• Records Management
• Scanning and Imaging
• ERP Integration
• Migrations - Legacy ECM to SharePoint <or> SP to SP
• Advanced Capture
@mikebueltmann
linkedin.com/in/mikebueltmann
@catfishjh7
linkedin.com/in/hunterjam/
Join us right after the event at Tyler’s Restaurant & Taproom! Socialize and unwind after our day of learning.
324 Blackwell St, Durham, NC 27701