The presenter set the stage by declaring that 50-60% of ECM implementations fail, primarily because of lack of user buy-in. SharePoint 2010 addresses many of the key areas where this buy-in has failed in the past.
1) The new Document Center, which is intended to be a knowledge repository has views for:
a. Newest documents
b. Highest Rated Documents
Document ratings can now be turned on for any library through a built-in feature. The document rating system allows users to rate documents by clicking stars. You can also find out who gave the rating so that you can determine how much weight to give it. The rankings are displayed in the search results and rankings feed directly into search relevance. Items that are ranked higher appear higher in the result list.
One innovation that will make integration with other LOB systems and ECM systems easier is the unique Document ID that is now assigned to each item and remains with the item no matter where it is located in the site hierarchy. The document ID can be easily configured to use specific prefixes. You can also plug in your own number generator.
Managed Metadata
The key new feature for ECM deployments is the ability to centrally define taxonomies that can be leveraged within and across farms to classify and find content quickly. Managed metadata is now a centralized service that provides the following features:
1) A metadata tree derived from approved taxonomies which allows users to zero in on the document they are searching for. The metadata treeview can be filtered by built-in filters (and custom filters can easily be configured). All tags and modified by date are included OOB.
2) Automatic extraction and promotion of metadata from images uploaded to the central Asset Library.
3) Metadata can be used both in searches and in refinements, which is a set of facets that allows users to drill down on categories.
4) Folders can be configured to automatically tag content with specific metadata, i.e. you can have the metadata Month="December" and Year="2009" to everything in the "Dec 2009" folder.
5) Taxonomies are hierarchical organizations of content tags that are centrally managed. They provide a set of pre-defined tags used by content owners which greatly aids consistent tagging. I'll talk more about this later since it is a central feature of the Managed Metadata feature.
6) Tags can have synonyms that are automatically searched.
7) In addition to formal taxonomies, folksonomies provide decentralized and unmanaged metadata tagging. Folksonomies are not centrally defined or managed, but users freely add tags to content or reuse tags that other users have submitted.
8) Managed Metadata is centrally administrated which means that metadata configurations can be shared across site collections and farms. That means that content types no longer need to be migrated from test to production. Instead, content types are centrally stored and managed. Any site can subscribe to a particular content type. This service permits organizations to establish and control enterprise taxonomy for all SharePoint content.
Other Notable Features of Managed Metadata
1) Taxonomies can be imported and exported so that they can easily be shared between farms.
2) Administrative tools allow special users to create taxonomies
3) Administrators can control how tags from taxonomy are applied. In other words, taxonomy terms can have policies applied to them so as, for instance, to allow only certain terms to be used in particular sites.
Other notable enhancements of the search:
1) Click on a link in the search results and you jump directly to the Office application for that document.
2) "Did you mean" suggestions appear to help with misspelled queries.
3) Acronyms are expanded - search for ECM and get everything that mentions "Enterprise Content Management"
4) On Windows 7, search results can be integrated with desktop search.
I'll provide more detail later in later search sessions. )
Document Library Enhancements
1) Can drag documents directly into the library from the desktop or file system.
2) Document Sets: The capability to group multiple documents into a single entity. A Document Set is a content type that contains child content types used by the documents that comprise the set. The set can be versioned as a whole and downloaded as a single zip file. Workflows can be applied to the document set so that all the documents can be routed as a unit for an approval process for example. When we view the document set in a document library, it opens like a folder but displays a welcome page which displays the metadata and the list of documents (and can be easily customized).
New eDiscovery Features
1) Holds
- User can apply holds directly from the library
- Users can copy items to another location and have policies applied automatically to those items at the location where they are moved to
- Detailed reports on holds are available
Records Management: This is an area that has been almost completely revamped from MOSS.
1) Users can declare documents as to be records through a right click menu option.
2) Full auditability is provided around record declaration
a. Compliance details available for user inspection
b. Records management now has a hierarchical file plan with the ability to apply policies at multiple levels in a similar way to what we do currently with security groups
3) Information policies can now be applied at specific levels.
4) We can now implement a multi-phased disposition schedule
5) Content Organizer: This feature adds routing abilities that extend, enhance, and makes more broadly available the routing engine used in the Records Center site template from SharePoint 2007. It allows you to automatically route documents to different libraries and folders within those libraries.
It provides other abilities as well:
Making sure that folder items are limited to 5000. When item number 5001 is added to the library, the Content Organizer can automatically create a new folder and put the document in that folder and rename the folder according to rules you create.
Metadata can be applied to files based on property-based conditions, for instance, here is an example rule that could be applied automatically when a file is uploaded:
deal-size > 1M, so set the priority field to Critical. These rules can be applied at the site collection, site, or library level.
6) SharePoint Designer: Interface and functionality have significantly changed. It can now be used to design workflows visually. It displays visual representation of tasks completed.
7) File Server Coexistence: Coexistence refers to the strategy for sharing files between SharePoint and network drives. The old controversy of file Shares vs. SharePoint is becoming resolved as the platforms are being brought together. This strategy is enabled by the following features:
a. Metadata can now be applied to files in a file share
b. Can upload to SharePoint with the file metadata
i. You can move a file and leave a link to the file in the library. This permalink facility is enabled by the new Document ID that each document is assigned and acts as the permanent identifier.
ii. You can filter what's moved into SharePoint from the file system by property definitions working from the file metadata. For instance, what if you want to transfer files to SharePoint, but wanted to ensure that no sensitive files were not placed in SharePoint, you could make a rule that states that all the files will be checked for a Social Security Number. This can be detected whether the SSN is in a text file, a tif file or even if it has been redacted.
8) Rich media management
a. When retrieving media files they are automatically categorized by type and broken down into a tree view with the content types
i. Audio
ii. Video
iii. Image
9) Metadata can be assigned to media files through selection from taxonomy
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