Designing a Microsoft SharePoint 2010 Infrastructure Vol 2 part 3 pdf

MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-1 Module 10 Planning Enterprise Content Management Contents: Lesson 1: Overview of Enterprise Content Management 10-4 Lesson 2: Planning Tasks for Content Management 10-14 Lesson 3: Planning Features and Policies for Content Management 10-26 Lesson 4: Planning Web Content Management 10-46 Lab: Planning Enterprise Content Management 10-59 MCT USE ONLY. STUDENT USE PROHIBITED 10-2 Designing a Microsoft® SharePoint® 2010 Infrastructure Module Overview The term enterprise content management (ECM) in Microsoft® SharePoint® Server 2010 refers to the technologies, strategies, policies, and tools that you use to manage, store, and serve documents and other organizational content to users. This module describes the core ECM functionality that SharePoint Server 2010 provides and describes the major high-level steps that you must take to design a successful ECM plan for SharePoint Server 2010. It also discusses the considerations for planning features and policies for content management in SharePoint Server 2010. All of these steps for planning ECM constitute a vital part of the design of your SharePoint Server 2010 infrastructure. Objectives After completing this module, you will be able to: • Describe the core functionality of ECM in SharePoint Server 2010 that influences your design. • Describe the major steps that you should take when you plan a content management solution in SharePoint Server 2010. MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-3 • Describe the considerations for planning features and policies for content management for SharePoint Server 2010. • Describe how to plan for Web content management in SharePoint Server 2010. MCT USE ONLY. STUDENT USE PROHIBITED 10-4 Designing a Microsoft® SharePoint® 2010 Infrastructure Lesson 1 Overview of Enterprise Content Management Enterprise content management in SharePoint Server 2010 includes the management of documents, records, Web content, and digital assets. You must understand these main concepts before you can plan your enterprise content management strategy and policies. Objectives After completing this lesson, you will be able to: • Describe document management in an ECM solution. • Describe records management in an ECM solution. • Describe Web content management in an ECM solution. • Describe digital asset management in an ECM solution. MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-5 Document Management Key Points SharePoint Server 2010 includes document management features that you can use to control a document’s life cycle in your organization. The document’s life cycle includes how you create, review, publish, and retire or retain it. For your document management system to be effective, it should reflect your organization’s culture. Your document management tools must be adaptable. You must be able to hold tight control of a document's life cycle if that suits your organization's culture and goals; however, you must also be able to implement a less stringent and structured system if necessary. Key Elements of a Document Management Solution The key elements of a document management solution specify the following: • The types of documents and other content that your organization can create. • The template to use for each document type. • The metadata for each document type. • The document storage location for each stage of a document’s life cycle. MCT USE ONLY. STUDENT USE PROHIBITED 10-6 Designing a Microsoft® SharePoint® 2010 Infrastructure • The document access method for each stage of a document’s life cycle. • The method for moving documents around the organization as team members contribute as part of a document’s creation, review, approval, publication, and disposition processes. • The policies to apply to documents to ensure that document-related actions are audited, documents are retained or disposed of properly, and important content is protected. • The document format conversions that are required as a document moves through the various phases of its life cycle. • The principles that must be followed for all documents that are corporate records, including retention rules to comply with legal requirements and corporate documentation guidelines. MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-7 Records Management Key Points In SharePoint Server 2010, a record is a document or other electronic entity in an organization that can provide evidence of an action or transaction that the organization performs. Records must be retained for a given period of time. Records management is the process by which an organization performs the following tasks: • Considers which kinds of information it should declare as records. • Decides how it should handle documents that will later become records while they are in use, and decides how it should collect the information after the documents are declared as records. • Decides how—and for what length of time—it retains each record type to comply with legal, business, or regulatory requirements. • Implements technical solutions and business processes to help ensure that the organization complies with its records management obligations in a cost- effective way without intruding on the normal running of the business. MCT USE ONLY. STUDENT USE PROHIBITED 10-8 Designing a Microsoft® SharePoint® 2010 Infrastructure • Performs routine tasks on its records, such as disposing of expired records or locating and protecting records that are related to external events such as lawsuits. It is the responsibility of corporate compliance officers, records managers, and lawyers in your organization to determine which documents are records. These staff members can help you to ensure that documents are retained for the appropriate period of time, by carefully categorizing all enterprise content in your organization. A well-designed records management system is important for the following reasons: • It helps to legally protect an organization. • It helps the organization to comply with regulatory obligations. • It increases the efficiency of an organization by encouraging the disposition of expired items that are not records. Key Elements of a Records Management Solution The key elements of a records management solution include the following: • A content analysis document that categorizes enterprise content that can become records, provides source locations, and also describes how the content will move to the records management application. • A file plan that specifies where each kind of record should be retained, the policies that apply to them, how long they must be retained, how they should be disposed of, and who is responsible for managing them. • A compliance requirements document that defines the rules that the organization's IT systems must follow to ensure compliance and the methods used to ensure the participation of enterprise team members. • The method for collecting inactive records from all record sources, such as collaboration servers, file servers, and e-mail systems. • The method for auditing active records. • The method for capturing and maintaining metadata and audit histories for records. • The process for putting records on hold when events such as litigations occur. • A monitoring and reporting system for the handling of records to ensure that employees are filing, accessing, and managing them according to defined policies and procedures. MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-9 Web Content Management Key Points A Web content management solution is a content management system that you implement as a Web application. You use these solutions to create and manage Web content such as HTML, XML, pictures, and rich media such as video. Web content management enables content creation, content control, and content editing functions. Key Elements of a Web Content Management Solution The key elements of a Web content management solution include: • Publishing features. • Document and workflow tools. • Search capabilities. • Version control. • Caching capabilities. • Branding and personalization. MCT USE ONLY. STUDENT USE PROHIBITED 10-10 Designing a Microsoft® SharePoint® 2010 Infrastructure • Content variation capabilities. • Analytics. • Social media capabilities. . control. • Caching capabilities. • Branding and personalization. MCT USE ONLY. STUDENT USE PROHIBITED 10-10 Designing a Microsoft SharePoint 20 10 Infrastructure • Content variation capabilities PROHIBITED 10-4 Designing a Microsoft SharePoint 20 10 Infrastructure Lesson 1 Overview of Enterprise Content Management Enterprise content management in SharePoint Server 20 10 includes the management. features and policies for content management in SharePoint Server 20 10. All of these steps for planning ECM constitute a vital part of the design of your SharePoint Server 20 10 infrastructure.