Designing a Microsoft SharePoint 2010 Infrastructure Vol 2 part 4 doc

MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-11 Digital Asset Management Key Points Digital asset management is the process by which an organization creates, stores, organizes, manages, distributes, and disposes of its digital assets. A digital asset is an image, audio, or video file or other reusable rich content fragment that an organization uses in applications across the enterprise. The digital asset management feature in SharePoint Server 2010 can save an organization time and other resources by providing a specialized repository for storing and managing digital assets. This means that users do not have to search through multiple network locations to look for assets or create them from scratch if they cannot find them. By using a centralized storage location for digital asset management, an organization also gains tighter control over brand-sensitive content and can ensure that only approved assets for products are made available to the relevant users. SharePoint Server 2010 provides content types that are designed specifically for audio and video assets and that support the storage and playback of these assets in Web Parts and Web Part pages. Functionality for digital asset management in MCT USE ONLY. STUDENT USE PROHIBITED 10-12 Designing a Microsoft® SharePoint® 2010 Infrastructure SharePoint Server 2010 is centered on an asset library, which is a type of document library. Overview of Asset Libraries Asset libraries are collections of media files—such as image, audio, and video files— on SharePoint Server 2010 that you share with other site users. As part of your planning for digital asset management, you must determine the asset library that best fits the requirements of your organization. The asset library is nothing more than a SharePoint Server 2010 library with specialized content types for digital assets; therefore, you use many of the same methods to plan a digital asset management solution as you use to plan a document management solution. You can use an asset library in two ways: • As a general document library for digital assets at the team level. This can be as simple as a place to store image, audio, and video files for a department or team to use. For example, you may decide to give everyone in the Sales department permissions to upload, organize, and manage sales-related assets. Alternatively, you may restrict the task of organizing and managing assets to a small subset of staff members in the Sales department. • As a centralized repository for digital assets for the organization. In this scenario, you use content approval and workflow for all assets that are added to the centralized library, and you give people different roles and make them responsible for separate stages of the approval process. Key Elements of a Digital Asset Management Solution The key elements of a digital asset management solution specify the following: • The metadata to provide for each asset type. • The storage space that you require for the assets. • The performance issues to consider when you serve assets to your users. • The storage location for each stage of an asset’s life cycle. • The access method for each stage of an asset’s life cycle. • The method for moving assets around the organization as team members contribute as part of an asset’s creation, review, approval, publication, and disposition processes. • The policies to apply to assets to ensure that asset-related actions are audited, assets are retained or disposed of correctly, and important assets are protected. MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-13 • The way that assets are treated as corporate records, and how you must retain them to comply with legal requirements and corporate documentation guidelines. Question: What are the two main levels at which you would use an asset library? MCT USE ONLY. STUDENT USE PROHIBITED 10-14 Designing a Microsoft® SharePoint® 2010 Infrastructure Lesson 2 Planning Tasks for Content Management There are several sets of tasks for each part of the planning process for content management in SharePoint Server 2010. You must be familiar with these major content management planning tasks for document management, records management, Web content management, asset library management, and digital asset management in SharePoint Server 2010 before you can design a content management plan. Objectives After completing this lesson, you will be able to: • List the planning tasks for document management. • List the planning tasks for records management. • List the planning tasks for Web content management. • List the planning tasks for digital asset management. • List the planning tasks for asset libraries. MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-15 Key Planning Tasks for Document Management Key Points Planning for document management includes the following major tasks: • Identify document management roles. You must ensure that your plans include any feedback from key stakeholders in your organization. You must also ensure that you have the right implementation team in place and you are aware of the people who contribute to the document management processes. • Analyze document usage. After you have determined which users work on documents, you should determine the types of documents that they work on and how they are likely to use them. • Plan the organization of documents. SharePoint Server 2010 enables you to organize documents in site collections, sites, and libraries. It also offers a range of features, such as Document Sets, to help organize and store documents, from specialized sites such as a records repository to loosely structured document libraries for quick document creation and collaboration. You can further organize the content in libraries into folders and subfolders. MCT USE ONLY. STUDENT USE PROHIBITED 10-16 Designing a Microsoft® SharePoint® 2010 Infrastructure • Plan how content moves between locations. There are occasions where you may need to move or copy a document from a library or site to another library or site during its life cycle. For example, this will happen if your publishing process includes moving a document from a staging site to a production site on the Internet. This planning step may also include the planning of content that changes its state over its life cycle. For example, a document might start out as a request for proposal (RFP), become a final contract, and finally become a legal document that you must treat as a record. • Plan content types. You use content types to organize information about types of documents, such as document templates, metadata, workflow processes, and document management policies. • Plan workflows. When you plan your organization’s workflows, you can control and track how documents move from one person in the workflow to another as each person collaborates during a document's life cycle. SharePoint Server 2010 includes workflows for common team-based tasks such as reviewing and approving content. SharePoint Server 2010 also enables you to create your own custom workflows. • Plan content control. You can plan control levels for your content that are based on content type or storage location. For example, for a document library, you can plan to require check-in and check-out, and use Information Rights Management to protect documents from unauthorized distribution. • Plan policies. For each content type, you should plan information management policies to ensure that documents are properly audited, labeled, and retained according to your organization's corporate and legal requirements. SharePoint Server 2010 includes policies that implement auditing, labeling, document retention, and barcodes. MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-17 Key Planning Tasks for Records Management Key Points Planning for records management includes the following major tasks: • Identify records management roles. You must identify specialized roles to have a successful plan for records management. These roles include the following: • Records managers and compliance officers. These managers and officers are responsible for categorizing the organization’s records and running the process for records management. • IT personnel. These personnel are responsible for implementing the IT systems that provide efficient support for records management. • Content managers. These managers are responsible for locating organizational information and ensuring that teams follow records management practices. • Analyze organizational content. Your records managers and content managers should analyze the organization’s document usage to determine which documents can be declared as records before they create a file plan. MCT USE ONLY. STUDENT USE PROHIBITED 10-18 Designing a Microsoft® SharePoint® 2010 Infrastructure • Develop a file plan. When you have analyzed the organizational content and determined retention schedules, you can then fill in the rest of the file plan. File plans generally describe the types of items that the organization considers to be records, indicate their storage location, define their retention periods, and define who is responsible for managing them. • Develop retention schedules. For each type of record in your organization, you must determine when it is inactive, how long you should retain it after you classify it as inactive, and how you should dispose of it. • Design the records management solution. You must determine whether to create a records archive, manage records in place, or use a combination of the two approaches. Use your file plan to design the record archive or determine how to use existing sites to contain records. • Plan how content items become records. For document and records management in SharePoint Server 2010, you can create custom workflows to move documents to a records archive. You can also use either SharePoint Server 2010 or an external document management system to plan and develop interface components. These components can move content to the records archive or declare a document to be a record without moving it. For example, in SharePoint Server 2010, you can use the Declare As Record option on a document to manually declare it as a record. • Plan e-mail integration. As part of your plan, you must determine whether you will manage e-mail records in SharePoint Server 2010 or in the e-mail application itself. • Plan compliance for social content. If you use social media sites such as blogs, wikis, or My Site Web sites in your enterprise, you must determine how the content items in these sites will become records. • Plan compliance reporting and documentation. You should document your plans and processes for records management to verify that your organization is performing its required records management practices and to communicate these practices to others in the organization. There may be occasions when you must quickly and easily produce these records management guidelines, implementation plans, and effectiveness metrics. Question: Which records management role is responsible for locating organizational information and ensuring that teams follow records management practices? MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-19 Key Planning Tasks for Web Content Management Key Points Planning for Web content management includes the following major tasks: • Plan publishing features. The term publishing refers to the authoring and deployment of branded content, custom assemblies, and configuration files across a SharePoint Server 2010 farm. The SharePoint Server Publishing Infrastructure feature provides publishing functionality at the site collection level, and the SharePoint Server Publishing feature provides publishing functionality at the site level. • Plan Web pages. When you plan Web page publishing in SharePoint Server 2010, you design the appearance of your published content, determine where authors are allowed to add content on pages, and control the authoring features that authors are allowed to use. An effective plan for Web pages helps you to ensure that each type of content that your organization publishes has been designed correctly and has been made available to achieve your publishing goals. • Plan Web page authoring. SharePoint Server 2010 supports browser-based authoring. When you plan for browser-based authoring, you must plan which MCT USE ONLY. STUDENT USE PROHIBITED 10-20 Designing a Microsoft® SharePoint® 2010 Infrastructure resources, page layouts, images, videos, and commands to hide from or show to authors. You must also plan the editing experience in the field controls in which you will allow authors to create content. • Plan content approval and scheduling. As you plan your SharePoint Server 2010 publishing sites, you must decide how much control you want users to have over the approval and scheduling of site content. For example, you may want to impose restrictions on how much control authors have over approving content that they have created themselves. You can give users no control, simple moderation, or the ability to start a workflow after they submit content. • Plan caching and performance. You must consider the following three key caching and performance aspects of SharePoint Server 2010: • Disk-based binary large object (BLOB) caching. SharePoint Server 2010 provides a disk-based BLOB cache that reduces database load and increases browser performance for users. • Bit Rate Throttling. SharePoint Server 2010 also provides Bit Rate Throttling, an Internet Information Services (IIS) 7.0 extension that improves video performance for users when you serve videos as part of digital asset management. • Maximum upload size. The maximum upload file size setting specifies the maximum size of a file that a user can upload to the server. The default setting is 50 MB. Every user who uploads a file to a library uses a connection to the server and increases the amount of data in the database. This impacts the load, response time, and data capacity for a server, which can negatively impact your server performance if you have not configured your server to handle large file volumes. • Plan large Pages libraries. A Pages library is a document library that contains all of the content pages for a publishing site. If your site has a Pages library that stores thousands or tens of thousands of pages, you must consider a unique set of issues that relate to managing these pages and providing navigation between them in a site. • Plan content deployment. The planning process for content deployment starts with determining whether to use content deployment with your SharePoint Server 2010 solution. The other steps that you must take to plan content deployment include deciding how many server farms you require, planning the configuration of import and export servers, planning content deployment paths and jobs, and identifying the special consideration requirements for large jobs. . planning tasks for document management, records management, Web content management, asset library management, and digital asset management in SharePoint Server 20 10 before you can design a. solution as you use to plan a document management solution. You can use an asset library in two ways: • As a general document library for digital assets at the team level. This can be as simple as. The digital asset management feature in SharePoint Server 20 10 can save an organization time and other resources by providing a specialized repository for storing and managing digital assets.