spsnh13 - sharepoint 2013 + enterprise content management
DESCRIPTION
SharePoint Saturday New Hampshire - September 21, 2013TRANSCRIPT
Bob German, Principal ArchitectJonathan Ralton, Senior Information ArchitectBlueMetal Architectswww.bluemetal.com
Enterprise Content Management (ECM) Deep Dive with SharePoint 2013
SHAREPOINT 2013 + ENTERPRISE CONTENT MANAGEMENT
Bob German and Jonathan RaltonBlueMetal Architects
OUTLINE Orientation Demonstrations
1. Contract Management2. Records & eDiscovery
Centers3. Forms & Workflow4. Folder Metadata5. Video6. Geolocation Wrap-Up
Architectural Considerations
Conclusion Open Forum
SharePoint 2013 + Enterprise Content Management
SETTING THE STAGE
US
PRESENTER
BOB GERMAN
Principal Architect at BlueMetal Architects
Developer and architect on the SharePoint platform since it was called “Site Server 3.0”
Co-author of SharePoint 2010 Development with Silverlight for Addison-Wesley
http://blogs.msdn.com/BobGerman
@Bob1German
PRESENTER
JONATHAN RALTON
Senior Information Architect at BlueMetal Architects
SharePoint IT Pro since 2005 (WSS/SPS)
Contract Management, Document Management, Content Management
@jonralton
YOU
AUDIENCE
What are your roles? Developer Administrator Business User ?
What do you hope to learn?
SharePoint 2013 + Enterprise Content Management
ORIENTATION
ENTERPRISE CONTENT MANAGEMENT
Create Control Protect
Create and organize content easily with the help of relevant discovered information
Manage content policy, information architecture and taxonomy
Reduce risk and manage compliance with centralized eDiscovery tools
CREATE Discover the information
you need with rich and intuitive experiences
Create and organize your content easily and access it from anywhere
Bring together all your team’s email and documents in one place
CONTROL Enable search driven
experiences for quick discovery of content
Declare records and leverage archive and workflow to enforce content retention schedules
Organize content with taxonomy and centralized content types
PROTECT Perform eDiscovery and in-
place holds across the Office platform with unified search
Reduce costs by minimizing third party add-ons and expensive duplication of content repositories
Empower legal teams to perform eDiscovery without impact to user productivity
CONTENT TYPES
“a reusable collection of metadata (columns), workflow, behavior, and other
settings for a category of items or documents
in a…list or document library”
– Microsoft
SITE COLUMNS
“a reusable column definition, or template,
that you can assign to multiple lists across multiple SharePoint sites”
– Microsoft
SHAREPOINT BUILDING BLOCKS
CONTENT TYPES SITE COLUMNS
Use to… Maintain consistency
across libraries and lists Isolate workflow, policies,
and other settings Information Management
(Records Management) Etc.
Use to… Drive views Expose via search Drive reports Preserve information Trigger workflow Etc.
SHAREPOINT BUILDING BLOCKSConte
nt Types
Site Colum
ns
Metadata
SHAREPOINT BUILDING BLOCKS
TAXONOMY
Use to… Leverage security (List, Site) Differentiate list-based workflows (List) Segregate content (List, Site, Site Collection) Facilitate geographic placement (Farm) Control versioning (List) Account for alternate authentication method(s) (Web Application) Account for encryption (Web Application) Etc.
SHAREPOINT BUILDING BLOCKSFarm
Web Application
Content Database
Site Collection
Site
List/Library
Item
Item
Site Collection
Site
List/Library
Item
Site
List/Library
Item
Content Database
Site Collection
Site
List/Library
Item
Web Application
Content Database
Site Collection
Site
List/Library
Item
Item
List/Library
Item
Site Collection
Site
SHAREPOINT BUILDING BLOCKSConte
nt Types
Taxonomy
Context
TAXONOMY/CONTEXT
1. Determine what content is needed where
2. Associate at the appropriate level(s) on the appropriate container(s)
TAXONOMY/CONTEXT Consider:
The site and list/library columns that will identify, qualify, and differentiate those items and documents that will be stored
The list/library that will segregate those items and documents within the site(s)
The sites that will contain those lists/libraries within the site collection(s)
The site collections that will contain those sites within the web application(s)
The web application(s) that will contain those site collections within the farm(s)
RECORDS MANAGEMENT Managing critical content for
an enterprise, including: Classifying Storing Securing Preserving Destroying
Often related to legal matters:
Auditing and Compliance Finding, holding, and delivering content
for Litigation/Investigations (eDiscovery)
Microsoft’s focus is on electronic records in SharePoint and Exchange
SharePoint 2013 + Enterprise Content Management
DEMONSTRATIONS
Contract ManagementDEMONSTRATION
1
Records & eDiscovery CentersDEMONSTRATION
2
Forms & WorkflowDEMONSTRATION
3
Folder MetadataDEMONSTRATION
4
VideoDEMONSTRATION
5
GeolocationDEMONSTRATION
6
WRAP-UP
CONTRACT MANAGEMENT
THINGS WE SAW MAJOR TAKEAWAYS
QuickParts Metadata Navigation
Terms (Managed Metadata)
Key Filters
Templates on content types
Basic document assembly
Document Information Panel
1
RECORDS & EDISCOVERY CENTERS
THINGS WE SAW MAJOR TAKEAWAYS
Drop Off Library Content Organizer Rules
eDiscovery Set Search Sources Search Terms Export In-Place Hold
Surfacing content from SharePoint 2013 and Exchange 2013
Compliance
2
FORMS & WORKFLOW
THINGS WE SAW MAJOR TAKEAWAYS
InfoPath Form 2010-Style SharePoint
Designer Text-View Workflow
2013-Style SharePoint Designer Visual-View Workflow
In-Browser Form Rendering
Workflow Steps State Loop
3
FOLDER METADATA
THINGS WE SAW MAJOR TAKEAWAYS
Auto Population Metadata Navigation SkyDrive Pro
Catalyst to increase probability of complete and accurate metadata
Hybrid taxonomy Approachable familiar
folder-style structure Flattened view driven by
metadata
4
VIDEO
THINGS WE SAW MAJOR TAKEAWAYS
Drag and Drop or Embed
Store multiple renditions w/common metadata
Tagging, ratings, view counts
Search using metadata
Helpful for training, employee communications
Stored in Document Sets Powerful, but there are
limitations: HTML5 or Silverlight
playback Transcoding and renditions
are up to you
5
GEOLOCATION
THINGS WE SAW MAJOR TAKEAWAYS
Requires custom development: To enable the Geolocation
Field To geocode items
Powerful Map View is out of the box
Very cool hidden feature
Potential to geocode anything Pictures Documents Contacts
Potential unfinished featureMore to come from Redmond?
6
SharePoint 2013 + Enterprise Content Management
ARCHITECTURAL CONSIDERATIONS
WHERE SHAREPOINT CONTENT LIVES
S
QL
Serv
er
Company Portal
Central AdminSite
SSP AdminSite
Dept. Portals
Document Repository
http://portal
http://my
http://teamhttp://knowledge
http://someserver:40203
http://someserver:31415
Team Sites
My Sites
Web applicationContent DBSite Collection
KEY LIMITS AND BOUNDARIESObject Scope SharePoint 2010 SharePoint 2013
Content Databases
300/Web App 500/Farm
Content Content Database 200GB 1TB 200GB 4TB
Site Collections Farm (not specified) 250,000 non-Personal Site Collections and
500,000 Personal Site Collections
Site collections Database 2,000 recommended for upgrades5,000 supported
2,500 non-Personal Site Collections or10,000 Personal Site Collections
Web sites Site collection 250,000 250,000
(sub) Sites Site 2,000 (not specified)
Lists Site 2,000
Items List 30 M 30M
Items List View 5,000
Documents Doc Library 30 M 30M
Documents Folder 2,000
Document size File <2 GB> <2 GB>
Major Versions Document 400,000 400,000
Minor Versions Document <511> <511>
KEY LIMITS AND BOUNDARIESObject Scope SharePoint 2010 SharePoint 2013
Columns Columns List 276 single line192 multi line276 choice …
Joins List 8 lookups
Security SharePoint Groups Site Collection 10,000 10,000
SharePoint Groups User belongs to 5,000 5,000
Users and Directory Groups
SharePoint Group 5,000 5,000
Users and Directory Groups
Site Collection 2 M 2 M
Security Scopes(unique ACL’s per list)
List 5,000 5,000 recommended50,000 max
Document Editing
Concurrent Authors Document 10 10
Search Indexed Documents Search Configuration 100 M 100 M (10M/index partition)
Crawled Properties Search Service App 50,000
SharePoint 2013 + Enterprise Content Management
CONCLUSION
SUMMARY
ECM has evolved, where content creation and organization is and simple through discovery and intuitive collaboration
Ensure compliance is achieved through content policy, information
architecture, and taxonomy
Centralized eDiscovery across the Office platform helps protect organizations by improving compliance without affecting user productivity
1
3
2
SharePoint 2013 + Enterprise Content Management
OPEN FORUM
We are hiring!www.bluemetal.com/jobs.aspx
[Insert Client or Partner Logo]
Data Platform Engineer .NET Software Engineer UX/UI Software Engineer / Architect UX Software Engineer / Architect .NET Software Engineer .NET Software Engineer / Architect SharePoint Software Engineer SharePoint Senior Software Engineer / Architect Data Architect/Senior Data Engineer UX Architect / Senior Engineer Enterprise Business Development Executive SQL Server DW / BI Architect Data and Analytics Principal Architect Senior Java Engineer Office Administrator
Current Openings
was made possible by the generous support of the following sponsors…
And by your participation… Thank you!
Be sure to fill out your eval form & turn in at the end of the day for
a ticket to the BIG raffle!
Join us for the raffle & SharePint following
the last session
SharePoint 2013 + Enterprise Content Management
REFERENCE SLIDES
FOR YOUR REFERENCESharePoint 2013 SharePoint Online
Resources for IT Pros bit.ly/1gJfv4Q
Features and Editions bit.ly/SP13-Service bit.ly/SPO-Service
Limits and Boundaries bit.ly/SP13-Limits bit.ly/SPO-Limits
Search Extensibility bit.ly/14rkhSm
Configure eDiscovery bit.ly/1aRNaIU
Technical Diagrams bit.ly/SP13-Diagrams
Updates bit.ly/1bwlI6p
SharePoint Maturity Model
www.sharepointmaturity.com
SHAREPOINT 2013 SEARCH HIGHLIGHTS
ONE Search Engine – Best of FAST and Enterprise Search
Many FAST Features go Mainstream Result Sources and Display Templates Content Search Web Part Query Rules Continuous Crawl
Overlapping Incremental Crawls
Recommendations Engine
WORLD CLASS SEARCH FOR EVERYONEContent Processing Pipeline All
Content Search Web Part Enterprise
Continuous Crawl All
Custom Entity Extraction Enterprise
Refiners All
Visual Refiners Standard
Phonetic Name Matching All
Expertise Search All
RECORDS MANAGEMENT FEATURES
Feature 2010 2013 O365
CORE
Content Organizer Standard Standard Mid, E1, E3, E4, K1
In-Place Hold Foundation
Foundation
All
Holds and eDiscovery
Enterprise
Enterprise
E3, E4 only
Multi-level retention Policies
Standard Standard Mid, E1, E3, E4, K1
SUPPORTING
Auditing Standard Standard All
Compliance Policy Standard Standard All
Content Type Publishing
Standard Standard Mid, E1, E3, E4, K1
Document IDs Standard Standard All
Document Sets Standard Standard All
Managed Metadata Standard Standard Mid, E1, E3, E4, K1
Metadata based navigation
Standard Standard Mid, E1, E3, E4, K1
Site Closure and Deletion Policies
N/A Standard Mid, E1, E3, E4, K1
VIDEO FORMATS
Supports HTML5 formats(see right)
Supports Silverlight player formats (WMA, H.263, H.264,MPEG-4 part 2)
Supports links to video contentoutside of SharePoint
Supports embedded video(HTML snippets)
No provision for format conversion
HOST-NAMED SITE COLLECTIONS
PATH-NAMEDHTTP://MYSERVER/SITES/SITENAME/
HOST-NAMEDHTTP://SITENAME.MYSERVER.LOCAL/
Easy to setup in Central Admin
Play nice with Alternate Access Mappings
Leads to common programming errors
Secure against cross-site scripting attacks
Great alternative to extra Web Applications
Microsoft wants to start using these
ORGANIZATIONS – ECM
AIIM SIM BOSTON
Association for Information and Image Managementwww.aiim.orgwww.aiim.org/sharepoint
Society for Information Managementwww.bostonsim.org
ORGANIZATIONS – KNOWLEDGE MANAGEMENT
SIKM
Systems Integration Knowledge Management Leaders Community http://groups.yahoo.com/neo/groups/sikmleaders
ORGANIZATIONS – CONTRACT MANAGEMENT
IACCM NACM
International Association for Contract & Commercial Managementwww.iaccm.org
National Contract Management Associationwww.ncmahq.org