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Enterprise Content Management with Microsoft SharePoint

Book Description

Solve your content management problems efficiently with Microsoft SharePoint

Meet the challenges of Enterprise Content Management (ECM) head on, using rich ECM features in SharePoint 2013. Led by two ECM experts, you’ll learn how to build a solid information architecture (IA) for managing documents, knowledge, web content, digital assets, records, and user-generated content throughout your organization. With examples and case studies based on the authors’ real-world experience, this practical book is ideal for CIOs, marketing executives, project managers, and enterprise architects.

Discover how to:

  • Design a scalable, easy-to-use content management repository

  • Build an ECM team with specific project governance roles

  • Gain stakeholder support for project and change management

  • Foster user adoption by clarifying general IA concepts

  • Organize content using SharePoint records management tools

  • Configure content types, managed metadata, and site settings

  • Examine processes for managing paper-driven vs. digital content

  • Apply best practices for deploying SharePoint ECM features

  • Support risk management and compliance regulations



  • Table of Contents

    1. Special Upgrade Offer
    2. Introduction
      1. Who this book is for
      2. Assumptions about you
      3. Organization of this book
      4. Acknowledgments
        1. Shad
          1. Shad
          2. Chris
      5. Support & feedback
        1. Errata
        2. We want to hear from you
        3. Stay in touch
    3. 1. ECM Defined
      1. What is Enterprise Content Management?
      2. The ECM stack
      3. Capture
        1. File upload
        2. Microsoft Office documents
        3. Native SharePoint documents
        4. Electronic form capture
        5. Document scanning
        6. Content streams
      4. Store
        1. Information Architecture
        2. Versioning
        3. Transformation
      5. Manage
        1. Records management
        2. Security and access
        3. Policy
        4. Change control
      6. Deliver
        1. Search
        2. Editing and viewing
        3. Publishing
      7. Process
        1. Workflow
        2. Business Process Management (BPM)
        3. Business Intelligence and BigData
        4. eDiscovery
      8. Preserve
        1. Reformat
        2. Compression
      9. Why use ECM?
        1. Proactive driver
        2. Reactive driver
      10. How can you use information to make better decisions?
      11. Return on investment
      12. Who does ECM target?
      13. Building expectations
      14. Next steps
    4. 2. ECM Stack: Content In
      1. Building a solid foundation
      2. Capture
        1. File upload
        2. Microsoft Office
        3. Native SharePoint documents
        4. Electronic forms
        5. Document scanning
          1. Distributed scanning
          2. Production scanning
      3. Store
        1. Physical storage
        2. Logical storage/Information Architecture
        3. Web applications and site collections
        4. Libraries
        5. Metadata
        6. Document ID
        7. Taxonomy and folksonomy
      4. Process
        1. Content routing
        2. Disposition workflow
        3. Three-state workflow
        4. Conditional formatting
        5. Workflow
      5. Next steps
    5. 3. ECM Stack: Content Control
      1. Management of content
        1. Change opposition or support
        2. Who manages content?
        3. Security
        4. Repository
          1. The ideal scenario
          2. Team site
          3. Site administration and recycling
        5. Document
        6. Document management
      2. Delivery of content
        1. Consistency
        2. Browsing and navigation
        3. Site contents
        4. Search
        5. Viewing
      3. Preservation
      4. Next steps
    6. 4. Cases in Point
      1. Deployment assumptions
      2. Managed metadata—taxonomy
        1. Creating a taxonomy
          1. Creating a taxonomy
            1. Creating a taxonomy
      3. Content types
        1. Creating each content type
          1. Creating each content type
            1. Creating each content type
      4. Shared Information Architecture
      5. Small scale
      6. Large scale
      7. Next steps
    7. 5. Building an ECM Team
      1. Don’t go it alone
      2. Time and conflict
      3. Team selection
      4. ECM team roles and responsibilities
        1. Team culture
        2. Team communication
        3. Project management
        4. Subject matter expert
        5. Technical team
        6. Quality control
        7. Pre-mortem
        8. Be a practitioner as well as an implementer
      5. Next steps
    8. 6. User Adoption
      1. Least common denominator
      2. Preparing the organization
      3. Encourage behavior
        1. The super user
        2. The community
          1. The web
          2. SharePoint Saturdays and SharePoint user groups
          3. Social media
        3. The experts
        4. The change manager
        5. Branding
        6. Bad for adoption
          1. Bad habits
          2. Counter ECM features
          3. Keywords and ratings
          4. MySites
      4. Enforcing the plan
      5. Next steps
    9. 7. ECM Planning Guide
      1. Documentation
        1. Configuration blueprint
        2. Source of truth
      2. Information Architecture
        1. Site and library architecture
        2. Content types
        3. Taxonomy
      3. Content governance
      4. Next steps
    10. 8. Records Management
      1. Principles and life cycle
      2. Business drivers
      3. Retention schedule
      4. Records management features in SharePoint
      5. Records center vs. in-place records management
      6. Records management processes in SharePoint
      7. Next steps
    11. 9. eDiscovery
      1. Holds
        1. Isolating content
        2. Litigation support
        3. eDiscovery processes
        4. Office 365 consideration
      2. Implementing eDiscovery in SharePoint
        1. Exporting content
        2. Notification
      3. Next steps
    12. 10. Extending SharePoint 2013 ECM Solutions
      1. Office 365
        1. Data security
        2. Bandwidth and accessibility
      2. Third-party services and tools
        1. Backup and recovery
        2. Business intelligence
        3. Business process management
        4. Content enrichment
        5. Remote BLOB storage
        6. Governance and security
        7. Integration with LOB
        8. Records management
        9. Document imaging
        10. Social
        11. General considerations
        12. Systems integrators
      3. Next steps
    13. 11. Tools and Final Thoughts
      1. Tools
        1. CloudShare
        2. SharePoint community
      2. Conclusion
    14. A. About the Authors
    15. Index
    16. About the Authors
    17. Special Upgrade Offer
    18. Copyright