Designing a Microsoft SharePoint 2010 Infrastructure Vol 2 part 3 pdf

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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

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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.
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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.


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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.

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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.
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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.


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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.
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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.
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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.
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10-10 Designing a Microsoft® SharePoint® 2010 Infrastructure
• Content variation capabilities.
• Analytics.
• Social media capabilities.