Taxonomy and Metadata for SharePoint 2013. The Ins and Outs of SharePoint ECM. Mark A. Cameron SharePoint Technical Architect – KnowledgeLake Professional Services email@example.com. Agenda. Key Changes for Enterprise Content Management Internet Business Search Driven Sites
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Taxonomy and Metadata for SharePoint 2013 The Ins and Outs of SharePoint ECM Mark A. Cameron SharePoint Technical Architect – KnowledgeLake Professional Services firstname.lastname@example.org
Agenda • Key Changes for Enterprise Content Management • Internet Business • Search Driven Sites • e-Discovery • Page Preservation • Integrated and Enterprise Wide Management (Legal) • Search Query Configuration Changes • Ranking Model • Query Rules • Understanding ECM and why it matters • Defining ECM • How does ECM and SharePoint Co-Exist? • Why is Metadata Important? • The advantages of ECM + SharePoint • Managed Metadata and Taxonomy Improvements for SP2013 • Pages now available to Groups to manage Term Stores • Permission Changes to managing Term Stores • Numerous features based on Taxonomy Targeting WCM Scenarios • Ability to Flag Term Sets intended use
Defining ECM (according to AIIM) • The Association for Information and Image Management (AIIM) International, the worldwide association for Enterprise Content Management has defined ECM as: • ‘the technologies used to Capture, Manage, Store, Preserve, and Deliver content and documents related to organizational processes.’ …in 2005 • Plus… ‘ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.’ …in 2006 • ‘the strategies’… plus… ‘the technologies’ …in 2008 • ‘the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM covers the management of information within the entire scope of an enterprise whether that information is in the form of a paper document, an electronic file, a database print stream, or even an email’…in 2010
What is ECM? • ECM is an umbrella term covering document management, web content management, search, collaboration, records management, digital asset management (DAM), work-flow management, capture and scanning. • ECM is primarily aimed at managing the life-cycle of information from initial publication or creation all the way through archival and eventually disposal.
How does ECM and SharePoint Co-Exist? • SharePoint has tools which support Enterprise Content Management • With ECM, the business can use SharePoint to: • Drive business through process by associating content types to business processes • Lead to true automation (workflow + content + context) • Work faster • Find content faster via search by type. You’re able to disregard content hierarchies and location because content isn’t just a bunch of documents and images in folders anymore, instead content is classified with a precise schema that can be searched, filtered and sorted. • Leverage a common taxonomy for information • Regardless of file format, I know if a asset is bound to a content type I can find it. • Deal with compliance and regulatory scenarios more easily • Content with context can have different business rules applied • Move away from Paper… and much, much more!
How does ECM and SharePoint Co-Exist? • How? • SharePoint has the power of the content type – a reusable definition of metadata that provides context to content • SharePoint has the power of enterprise search and in 2013 FAST Search • SharePoint has the raw content management functions found in document libraries and lists: versioning, workflow, approval, metadata • SharePoint has a scalable information and data architecture (with RBS & EBS) to support high transaction high volume content use • SharePoint provides a platform to build on or integrate with for requirements that go beyond SharePoint: • Enterprise workflow: K2, Nintex • High volume digital content capture, OCR recognition and format converersion: KnowledgeLake Product Suite
How does ECM and SharePoint Co-Exist? • META DATA? • Metadata provides additional information about a specific object or collection of objects: • Structured • Descriptive • Administrative • Metadata facilitates identification, organization, discovery, and interoperability of information } Author Creation Date File Size Title Keywords Status Revision
Advantages to ECM + SharePoint • A powerful platform that: • Creates a great central user experience for finding, using and storing content with context in the same place, platform and experience that users already use to collaborate and communicate • Provides added value to the business, helps set the state for business process automation and increased efficiency and raises awareness of SharePoint as an enterprise platform for information and applications
Managed Metadata and Taxonomy Improvements for SP2013 • Pages now available to Groups to manage Term Stores • Permission Changes to managing Term Stores • Not everyone has to use the Term Store Mgr. to modify Terms • Permissions for Groups: • SharePoint 2010 allowed for Read Access • SharePoint 2013 allows for Read/Write • Numerous features based on Taxonomy Targeting WCM Scenarios • Ability to Flag Term Sets intended use • Taxonomy API exposed.
Term Store Manager Changes for SharePoint 2013 • Cross site collection term access for private groups • Possibility to link different site collections to see others terms • Pinning terms • Read only reuse of the term in alternative • Location in the hierarchy • UI for custom property editing • Specific by location properties • Indication of the term set usage for Other SharePoint 2013 uses • Additional Multilingual support (flexible LCID & automated translation support) • Block users from using keywords outside of specific term set
Shared and Local Properties • Additional properties can be defined for Terms • Terms can have specific local properties • Not available for reused or pinned terms
Pinned Terms vs. Term Reuse • The terms that are reused can be modified and changes can be seen everywhere, wherever the terms are reused • Pinned Terms: Read Only usage of the terms in other places in the term hierarchy
Flag Term sets for usage • SharePoint 2013 now gives you the ability to specify how you want to utilize your term store entities
eDiscovery • What is eDiscovery: Electronic discovery, or eDiscovery, is the process of identifying and delivering electronic information that can be used as evidence. • Why would I use this scenario: For a legal case or an audit, you can create eDiscovery sets to identify the specific material to be located, and then preserve the sites and mailboxes in which content was discovered. The user can then create queries to further refine the content that is relevant, preview the content, and export the content. When the case is closed, all of the holds associated with the case are released.
KnowledgeLake - Improves on a great thing… • KnowledgeLake still introduces a very simple and manageable solution to any SharePoint environment/farm by which the User is in control of the solution. • Every version of SharePoint has changed drastically in one way or another whether it be driven by industry or pure programming advances. In either case it introduces complexity to the very people you are trying to convince to use SharePoint as a platform. • Despite the many versions of SharePoint, KnowledgeLake products remain the same. We continue to provide the tools that SharePoint does not to provide in a consistent, accurate and intuitive way to release, discover and support workflow for content in SharePoint.
KnowledgeLake Product Line • Electronic Documents • Capture emails in Outlook • Desktop and Office Integration • Scan and Capture • - Batch Scanning • Fax, MFD, Network Folders SharePoint Repository - Content Management - Records Management - Secure and Scalable • SharePoint Browser Based Interface • Easy to search, view, and retrieve • No need to download your documents • Workflow integration • Line of Business Integration • Search, view, scan from within your LOB • Leverage Imaging from within applications
Q&A Mark A. Cameron SharePoint Technical Architect – KnowledgeLake Professional Services mark.cameron@knowledgeLake.com