Sharepoint 2010 ecm city of langford
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Sharepoint 2010 ECM @ City of Langford PowerPoint PPT Presentation


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Sharepoint 2010 ECM @ City of Langford. Kevin Dube [email protected] Need I say more…. Outline. Project Goals & Overview Portal Structure OOTB Key Functionality we are relying on Issues and Workarounds Whats left to do… Migration Tools & Outlook Addins.

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Sharepoint 2010 ecm @ city of langford

Sharepoint 2010 ECM @ City of Langford

Kevin Dube

[email protected]


Need i say more

Need I say more…


Outline

Outline

  • Project Goals & Overview

  • Portal Structure

  • OOTB Key Functionality we are relying on

  • Issues and Workarounds

  • Whats left to do…

  • Migration Tools & Outlook Addins


Project goals overview

Project Goals & Overview

  • Rebuild/Re-architect our sharepoint in 2010 (currently in sharepoint 2003 migrated to sharepoint 2010)

  • Store our records electronically to eliminate the need to keep a paper version

  • Migrate content from variety of sources

  • Apply metadata to our documents to improve searchability

  • Ensure consistent branding of our official docs


Moss 2007 portal in production

MOSS 2007 Portal (in production)


Sharepoint 2010 structure overall records structure

Sharepoint 2010 Structure(Overall Records Structure)


Navigation

Navigation

  • Manually Created at each root level site in the site collection

  • Goal: Consistent Navigation – Pain to create


The langford records centre lrc

The Langford Records Centre (LRC)

  • No more than three clicks deep

  • Site Collection -> Site ->Multiple Document Libraries -> Folders in the libraries

  • Organized by function rather than dept.

  • Marcel Roy (TRAC Records) made mindmaps of entire organization.

  • Uses In Place Records Management


Sample of records site collection

Sample of Records Site Collection


Lrc continued

LRC Continued

  • LGMA buried inside as metadata

  • New structure easier to navigate versus old (plus templates built into structure!)


Technology pieces

Technology Pieces

  • Content Types, Syndication & Templates

    • How to attach a template to a content type (important to upload rather than put in url so default values come in correctly)

    • Insert quick fields in word document from metadata

  • Document Library – specific configuration

  • Document ID – roadblocked

  • Document Information Panel Word

  • Managed Metadata

    • Term Sets, Terms

    • Importing Addresses from external database

  • BCS – limited success – does it work for a wf?


Customizations

Customizations

  • Subsite Creator


Customizations cont

Customizations Cont.

  • Site Listing (CQWP)


Customizations cont1

Customizations Cont.

  • Term Set Importer

    • Brings data from external database into termset

    • Runs daily


Template document library

Template Document Library

  • Special Views

    • No folders, No Email, Email Only, Checked Out, Sort

  • Advanced Settings

  • Versioning

  • Information Management Policy

  • Challenges with folders (sorting!)

  • Attaching Content Types


Issues workarounds

Issues & Workarounds

  • CT & Syndication

    • Cannot control order of columns

    • Hidden columns not accessible

    • Solution – minimize columns, do not hide

  • Document ID

    • Not unique, gets value from template

    • Solution – do not use this functionality


Issues workarounds cont

Issues & Workarounds Cont.

  • Records Management

    • Disposition WF does not delete records

      • Can get around this (with modified WF but then run into next point)

    • No way to do multi record disposition

    • Solution – Use custom wf and metadata

  • Save Site as a Template,

    • default values do not show up in DIP, hide folder view is corrupted


Issues and workarounds cont

Issues and Workarounds Cont.

  • Cannot create content types in hub

    • Error message saying content type already exists

    • Db in bad state but product team going to fix this?

  • Managed Paths issue

    • When saving document comes up with local desktop rather than correct location

    • Solved by making sure there is a site at every place in urlie if you have a wildcard managed path at http://departments/engineering/permits make sure a site collection exits at http://departments/engineering or reorganize


3 rd party tool addins

3rd Party Tool & Addins

  • Created an autocomplete button hooked to a list for “where do I file it” http://www.sharepointusecases.com/index.php/2010/04/search-autocomplete-for-sharepoint-2010-lists/

  • Harmon.ie – addin for outlook to file directly into sharepoint from outlook and retain email metadata, ability to apply meta data to mutiple docs is coming


Harmon ie demo

Harmon.ie Demo


Where do i file it

Where do I File it?


3 rd party t ools addins

3rd Party Tools & Addins

  • Metavis– Migration Tool

    • Lets you apply metadata to documents as you bring them across from sharepoint or fileshare

    • Retains creation dates etc.

    • We want to use this to migrate our building files and apply addresses to them as they are moved from fileshare


To do

To Do

  • Continue with build out of LRC

  • Build intranet side of portal

  • Training is ongoing..

  • Migration of docs from fileshare, 2008

  • Migration of lists from 2007

  • Nice to haves

    • Way to preview email in SP (FAST?)

    • Ability Tag multiple documents at once (Harmon.ie, coming)

    • An up (…) button in doc library view web part


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