Overview of SharePoint 2013 ECM capabilities

1. Bob German, Principal Architect
Jonathan Ralton, Senior Information Architect
BlueMetal Architects
www.bluemetal.com
Enterprise Content Management
(ECM) Deep Dive with SharePoint
2013

2. SHAREPOINT 2013 +
ENTERPRISE CONTENT MANAGEMENT
Bob German and Jonathan Ralton
BlueMetal Architects

3. OUTLINE
 Orientation
 Demonstrations
1. Contract Management
2. Records & eDiscovery
Centers
3. Forms & Workflow
4. Folder Metadata
5. Video
6. Geolocation
 Wrap-Up
 Architectural
Considerations
 Conclusion
 Open Forum

4. SharePoint 2013 + Enterprise Content Management
SETTING THE STAGE

5. US

6. 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

7. PRESENTER
JONATHAN RALTON
 Senior Information Architect at
BlueMetal Architects
 SharePoint IT Pro since 2005
(WSS/SPS)
 Contract Management,
Document Management,
Content Management
 @jonralton

8. YOU

9. AUDIENCE
 What are your roles?
 Developer
 Administrator
 Business User
 ?
 What do you hope to
learn?

10. SharePoint 2013 + Enterprise Content Management
ORIENTATION

11. 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

12. CREATE

13. CONTROL

14. PROTECT

16. 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

17. SITE COLUMNS
“a reusable column definition, or template,
that you can assign to multiple lists
across multiple SharePoint sites”
– Microsoft

18. 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.

19. SHAREPOINT BUILDING BLOCKS
Content
Types
Site
Columns
Metadata

20. 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.

21. SHAREPOINT BUILDING BLOCKS

22. SHAREPOINT BUILDING BLOCKS
Content
Types
Taxonomy
Context

23. TAXONOMY/CONTEXT
1. Determine what content is needed where
2. Associate at the appropriate level(s) on the
appropriate container(s)

24. 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)

25. 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

26. SharePoint 2013 + Enterprise Content Management
DEMONSTRATIONS

27. Contract
ManagementDEMONSTRATION
1

28. Records &
eDiscovery
Centers
DEMONSTRATION
2

29. Forms &
WorkflowDEMONSTRATION
3

30. Folder
MetadataDEMONSTRATION
4

31. VideoDEMONSTRATION
5

32. GeolocationDEMONSTRATION
6

33. WRAP-UP

34. 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

35. 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

36. 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

37. 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

38. 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

39. 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 feature
More to come from
Redmond?
6

40. SharePoint 2013 + Enterprise Content Management
ARCHITECTURAL CONSIDERATIONS

41. WHERE SHAREPOINT CONTENT LIVES
SQLServer
Company Portal
Central Admin
Site
SSP Admin
Site
Dept. Portals
Document Repository
http://portal
http://my
http://team
http://knowledge
http://someserver:40203
http://someserver:31415
Team Sites
My Sites
Web application
Content DB
Site Collection

42. KEY LIMITS AND BOUNDARIES
Object 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 upgrades
5,000 supported
2,500 non-Personal Site Collections or
10,000 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>

43. KEY LIMITS AND BOUNDARIES
Object Scope SharePoint 2010 SharePoint 2013
Columns Columns List 276 single line
192 multi line
276 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 recommended
50,000 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

44. SharePoint 2013 + Enterprise Content Management
CONCLUSION

45. 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

46. SharePoint 2013 + Enterprise Content Management
OPEN FORUM

47. We are hiring!
www.bluemetal.com/jobs.aspx

48.  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

49. was made possible by the generous
support of the following sponsors…
And by your participation… Thank you!

50. 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

51. FOR YOUR REFERENCE
SharePoint 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

52. 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

53. WORLD CLASS SEARCH FOR EVERYONE
Content 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

54. RECORDS MANAGEMENT FEATURES
Feature 2010 2013 O365
CORE Content Organizer Standard Standard Mid, E1, E3, E4, K1
In-Place Hold Foundatio
n
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

55. VIDEO FORMATS
 Supports HTML5 formats
(see right)
 Supports Silverlight player
formats (WMA, H.263, H.264,
MPEG-4 part 2)
 Supports links to video content
outside of SharePoint
 Supports embedded video
(HTML snippets)
 No provision for format conversion

56. HOST-NAMED SITE COLLECTIONS
PATH-NAMED
HTTP://MYSERVER/SITES/SITENAME/
HOST-NAMED
HTTP://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

57. ORGANIZATIONS – ECM
AIIM SIM BOSTON
 Association for Information
and Image Management
www.aiim.org
www.aiim.org/sharepoint
 Society for Information
Management
www.bostonsim.org

58. ORGANIZATIONS – KNOWLEDGE MANAGEMENT
SIKM
 Systems Integration
Knowledge Management
Leaders Community
http://groups.yahoo.com/ne
o/groups/sikmleaders

59. ORGANIZATIONS – CONTRACT MANAGEMENT
IACCM NACM
 International Association for
Contract & Commercial
Management
www.iaccm.org
 National Contract
Management Association
www.ncmahq.org