Chapter 14 — Administering Enterprise Content Management (ECM) – Part 2

MS Sharepoint 2010 Admin’s Companion eBook (P. 704)

Setting up a Content Type Syndication Hub – (which can publish content types to other subscribers)

Create a new site collection (as the first site of the site collection), this will be the content type publisher — activate the Content Type Syndication Hub: (site collection features)

With this service you can publish, unpublish and republish the source conten types.

now you must configure your Managed MetaData Service to use this site collection as a designated content type hub.

Central Admin à Manage Service Application à Managed Metadata Service à Property, scroll to the bottom, enter URL of the site collection that has the Content Type Syndication hub services activated.

(Once you saved it, you cannot change it, so be careful)

Now to the hub site, Site Actions à Site Settings à Galleries à Site Content Types, to create new content types.

Creating a new Content type “Marketing Document”, inhereted from “Document”

Now add a new column to this new Content Type to make it a unique one. It is ready to publish.

Click the “Manage Publishing for this Content Type” on the content type property page

On the page, select Publish. It will be published. (You can unpublish or republish after that).

Unpublish – any sites subscribing to this content type will be disconnected and made into a local content type.

Since the Hub and Publishing is performed by Timer Jobs, other sites might not be able to see this new content type yet; to expedite, manually execute the two timer jobs:
Central Admin à Monitoring à Time Jobs à Review Job Definitions:

To see if your site is RECEIVING content type syndication from other sites, go to Site Collection Administration:

You should see the new content type from the other site:

In your subscribing site, you can add this new content type to your list or library.

A good video on Content Type Publishing: http://www.youtube.com/watch?v=gdTDxe-UZWI

Records Management — (P. 709) (records Center template)

In Sharepoint 2010, you can manage record in a (1) Records Center or (2) In-Place.

Records Center —

Drop Of-Library – Content organizer
Record Library – documents in this library will be made a record

In-Place Records —

Record will co-exist along side other documents.

Site and List Level declaration settings —

Document ir Items declared as records can have additional restrictions or retention policies enforced on them compared to non-records. Use the Record Declaration Settings page to decide who can declare records and what restriction to put in place. (under Site Collection Administration)

Note: To see this :Record Declaration Settings”, you need to activate the In-Place Record management in Site Collection Feature

Records Declaration Settings —
(1) Record Restrictions – No restriction, block delete, block edit and delete. Will not affect items that have already been declared records. (?? why???) IMP can specify different policies for records and non-records.
(2) Record declaration availability – manual declaration available or not.
(3) Declaration Roles – who can declare and undeclare records.

You can also use IMP on a location or a content type, or library. (just go to List/Library Settings page, click IMP settings)

Declare a record within a library (in-place) —
(1) Enable In-Place Record (site collection Feature)
(2) Allow manual declaration of records (Record Declaration Settings)

Document Compliance Details – Information about the retention policy
, item’s location, content type and if the item is on hold or declared as a record.

eDiscovery and Hold —
Site Actions
Site Settings

Holds are usually the result of litigations or investigations that require certain content to be held and produced, often by court order.

Holds – use this Holds list to track all the Holds reasons (litigation…. Etc.) Enter a Hold title and administrator.
Placing a hold on a document – go to a document’s Edit Menu Compliance Details

Performing eDiscovery —
After you define a hold, you must locate/search all contents for which the hold applies. You need to perform a discovery search and add all of the results to the hold. This is called eDiscovery.

On the eDiscovery screen, you specify a site, and search term, and a Hold to apply. Click “Add results to hold” to all documents that meet the search term. It appears that you have all documents that satisfy the criteria to the Hold? Major inconvenience if you can’t select from the document!!!

Holding Report – the items on hold and the query performed.

Retention —
Library-based retined allows you to set retention and expiration schedule collectively for the whole library or folder.

To set up library-based policy, go to Library Settings.

Change whether the retention is based on library/folder or content type (default).

P.718, 01/22/2011, 12:08AM
File Plan Report – excel; info about the library such as the URL, folder count, versioning setting, content approval settings, draft item security, and the source of the library’s retention schedule, if any record in in it, if any items are on hold, and conten types bound to the library.

Scalability —
Content Organizer allow routing documents between site collections
Content Type syndication allows all site collections to share content types.

Web Content Management —

Content Query web part – present cross list views of content that are filtered on managed metadata fields.

Digital Asset Management —
New Content Type – added to support audio/video files: 4 content type: Rich Media Asset, Audio, Image and Video.

Video Streaming Infrastructure – supports publication and streaming.

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