Chapter 14 – Administering Enterprise Content Management (ECM)

MS Sharepoint 2010 Admin's Companion eBook (P. 673) 01/19/2011, 10:52PM

ECM is a set of capabilities to facilitate the seamless management of the entire content life cycle for unstructured content in Microsoft Sharepoint 2010.

Document Libraries – basic building block for implementing document management within Sharepoint. Document library capabilities:
Check-in/out, Versioning, Approval, Workflow, IMP

Creating a Documenting Library --

Document Library Settings --

Versioning --
A "Major" is a PUBLISHED document.

A “Minor” is an UN-PUBLISHED document in DRAFT mode.

**** If you choose to keep only the major version, then every time you checked-in, it will be a published
version. If both major and minor, Sharepoint will provide an option during check-in that allows you to choose to check in the document as a major version (published) or a minor (draft) version.

Requiring Check-in-Out and Content Approval —
Content approval ensure that a published (Major) stays in Draft mode as pending approval until it’s been reviewed by a member of the Approvers group.

Draft Item Security — (still under versioning)

Information Management policy – (IMP)
Retention – how content is managed and disposed by specifying a sequences of stages.
Auditing – events that should be audited for documents and items.
Barcodes – assign a barcode.
Labels – Add a label to document to ensure that important info about the document is included.

You can first define a policy at the site collection level:

and then use the policy in any list/document library under the site collection:


Auditing: Enable it and choose what you want to audit.


Metadata Navigation and Filtering —

Navigational Hierarchies (side menu –top )

Key Filters (side menu – bottom)

Content Organizer –
This is a site feature
— allow you to create rules that facilitate the automatic organization of content based on a highly flexible criteria – including content type, property conditions and a designated target location.

Content Organizer – accessing

When activated, a Drop Off Library is created.

Submission point: (Content Organizer Setting) Where other sites drop off their document via web service.

Setting up content organizer rules: specify content type, condition and target location.

Document Sets – (site collection level)
Use Office 2010 to manage work products that span multiple documents.

To create a document library that uses Document Set:
1. Create a new document library, go to Library Settings Advanced Settings Yes to Allow management of content type
2. Go back to Library Settings page, click:

3. Add document set as a content type:

4. When completed, you can see the document set in the New button. Select it.

5. Enter the name and description for the new document set. After that you will see the Welcome page of the newly created document set.
There’s nothing in the document set, because there is no template document in it. You can manually upload files to it.

6. To upload default template(s) for a document set, do this:
Go to Library settings page, click on Document Set under content types:

7. Click “Document Set Settings”

8. In the Default Content section, upload the file template(s):

9. Later when you add a new document set to your document library, the default document will be included in the new document set.

Location-based Metadata Default Values —

Specify default metadata values to be applied to items based on the location in which the item is stored.
To access this feature, go to Library Setting page:

Document Center Template – Use this template to create, work on and store documents.

Enterprise Metadata Management – important – about term store, term sets, shared content type and managed term fields

When managing (“Manage” button ) the “Managed MetaData Service” (on Manager Service Appication page, you get this error:

Solution: (it works)

Content Types and Columns —

Each content type has an associated set of columns that are bound to that type, and consequently are bound to all content stored as a result of that type.
Content types are created and managed with the content type gallery, and they’re available for all sites under this site. (Page 695)

Create a content type from Site Actions à Site Settings page:
Then enter name, description, parent content type to inherit from, and which group to put the new content type in.

Managed Metadata Fields —
Allow user to select a value from the Managed Metadata Service term store.

To access Term Store (Term Store Management Tool), Central Admin à Manage Service Application à Click Managed MetaData Service, click Manage

Create new group, and then new term set, and then terms.

Managed Metadata can be added as columns to content type, list or document library.

Term Store and Term Sets
It is possible to store keywords and term sets in different instances of the Managed Metadata Service.

Term Store Management, Groups and Scoping
Term Sets are managed within the context of a group. Scope of term sets is tightly constrained – term sets created at the site collection level are managed at that level, through a group that is automatically generated for that site collection.

Terms and term sets at the site collection level can be prompted to the enterprise level by using a copy or move.
At group level, you can import term sets as CSV file.

Merge term – combine two terms into one; Deprecate term – disable the term but still valid for those selected.

Content Type Syndication – Important – Content Type Hub etc. (Page 703)
The capability to publish a content type from one collection to another site collection, web application or even farms.
System/Service elements required for content type syndication:
(1) Content Type Syndication Hub
(2) Managed Metadata Service
(3) Managed Metadata Service Connection (Proxy)

Setting up Content Type Hub – (Page 704), 01/20/2011, 10:55PM

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