CMS Authors: Mehdi Daoudi, Rishi Bhargava, Harry Trott, Xenia von Wedel, Carmen Gonzalez

Blog Feed Post

New ECM Features in SharePoint 2010

MOSS 2007 was a very capable ECM product but there were definitely some things in it that required coding to accomplish.  There are five specific areas that are new or that have been improved that are worth mentioning for the world of Enterprise Content Management.

Enterprise Content Types

Enterprise Content Types (or ECTs) solve the problem of having to keep content types synchronized across site collections.  Typically, the issue in the past is that you create a content type in one collection and then you also have to updates those content types on all of your other site collections.  The power of the ECT is that it allows you to define one site collection as the hub and then the Managed Metadata Service looks at the source site collection and periodically updates all other site collections with any changes.

Document Id Service

Another ECM challenge is keeping track of documents that have gotten moved.  The Document Id Service helps with this by generating a unique identifier for every document uploaded.  It then stores this URL as metadata on your document and then creates a link passing the id to _layouts/docidredir.aspx.

Managed Metadata (Term Store)

This is a great new feature for ECM and I am afraid my description of it won’t be able to do it justice.  The way it works is that there is a new Managed Metadata column that you can add to your content types.  There is a place called the term store that allows you to create a hierarchy of terms in something called a term set.  This allows you to make relations to things.  For example, you could have continents, relate to countries, relate to states, relate to cities.  You can have the user specify a value by typing in the field and it searches as you type to find a matching term.  The cool part is that this applies to search, so if you search for the state of Washington, you will get documents that were tagged with a value of Redmond.  You can also create synonyms for terms for example you could have OKC resolve to Oklahoma City.  This is a really powerful new feature that will allow users to make better choices when classifying documents which in turn leads to better search results.  There really is a lot more to this, I’ll provide more details on it as I collect more information.

In Place Records Management

I know a handful of people that would say Records Management in MOSS 2007 was pretty much unusable.  I think SharePoint 2010 will change their minds.  The main issues were that you had to ship documents to an external library to manage them and the interface for applying holds was not very user friendly.  Activating the In Place Records Management feature will add a new button, Declare as Record, to the ribbon of document libraries.  Clicking this marks the item as a record and I believe puts it in a readonly state.  To go along with this, you can activate the Hold and eDiscovery feature which gives you a much nicer way to create and apply holds to records.  All of this together gives you the ability to apply holds to documents without ever having to ship them off any where (although you can still send them to an external records center).  You can also now schedule a job to move records to the record center on a regular basis.  I’ll also point out that there is a new Compliance button on the view properties page of a document.  This button allows you view holds, expiration, record status, and auditing.  This should make working with records much easier in the future.

Document Sets

SharePoint also now gives you the capability to group documents together in sets that can be worked with as one logical unit.  Effectively you create custom document content types and then create a document set content type.  The document set has a settings page which allows you to specific which child content types to include  It let;s you specify default documents to create when a new document set is created and gives you the capability of synchronizing metadata on shared site columns among the document set and child documents.  When you view the document set in a document library, it kind of opens like a folder but displays a page (which can be customized) showing metadata and each child document.  It also provides the ability to download the whole set as a zip file.  It’s interesting concept and may provide to be quite useful for some types of document collections.

There are some exciting new features in SharePoint 2010 for ECM.  I think the Managed Metadata and the In Place Records Management will be highly useful myself.  There is obviously more to ECM than what I covered, but I hope these highlights are a good start in learning about the new features.

Read the original blog entry...

More Stories By Corey Roth

Corey Roth, a SharePoint Server MVP, is an independent consultant specializing in Cloud technologies such as Azure and Office 365. He also specializes in mobile development. Corey serves as the product manager for two cloud-first mobile app platforms: BrewZap and HappenZap.

IoT & Smart Cities Stories
The deluge of IoT sensor data collected from connected devices and the powerful AI required to make that data actionable are giving rise to a hybrid ecosystem in which cloud, on-prem and edge processes become interweaved. Attendees will learn how emerging composable infrastructure solutions deliver the adaptive architecture needed to manage this new data reality. Machine learning algorithms can better anticipate data storms and automate resources to support surges, including fully scalable GPU-c...
Machine learning has taken residence at our cities' cores and now we can finally have "smart cities." Cities are a collection of buildings made to provide the structure and safety necessary for people to function, create and survive. Buildings are a pool of ever-changing performance data from large automated systems such as heating and cooling to the people that live and work within them. Through machine learning, buildings can optimize performance, reduce costs, and improve occupant comfort by ...
The explosion of new web/cloud/IoT-based applications and the data they generate are transforming our world right before our eyes. In this rush to adopt these new technologies, organizations are often ignoring fundamental questions concerning who owns the data and failing to ask for permission to conduct invasive surveillance of their customers. Organizations that are not transparent about how their systems gather data telemetry without offering shared data ownership risk product rejection, regu...
René Bostic is the Technical VP of the IBM Cloud Unit in North America. Enjoying her career with IBM during the modern millennial technological era, she is an expert in cloud computing, DevOps and emerging cloud technologies such as Blockchain. Her strengths and core competencies include a proven record of accomplishments in consensus building at all levels to assess, plan, and implement enterprise and cloud computing solutions. René is a member of the Society of Women Engineers (SWE) and a m...
Poor data quality and analytics drive down business value. In fact, Gartner estimated that the average financial impact of poor data quality on organizations is $9.7 million per year. But bad data is much more than a cost center. By eroding trust in information, analytics and the business decisions based on these, it is a serious impediment to digital transformation.
Digital Transformation: Preparing Cloud & IoT Security for the Age of Artificial Intelligence. As automation and artificial intelligence (AI) power solution development and delivery, many businesses need to build backend cloud capabilities. Well-poised organizations, marketing smart devices with AI and BlockChain capabilities prepare to refine compliance and regulatory capabilities in 2018. Volumes of health, financial, technical and privacy data, along with tightening compliance requirements by...
Predicting the future has never been more challenging - not because of the lack of data but because of the flood of ungoverned and risk laden information. Microsoft states that 2.5 exabytes of data are created every day. Expectations and reliance on data are being pushed to the limits, as demands around hybrid options continue to grow.
Digital Transformation and Disruption, Amazon Style - What You Can Learn. Chris Kocher is a co-founder of Grey Heron, a management and strategic marketing consulting firm. He has 25+ years in both strategic and hands-on operating experience helping executives and investors build revenues and shareholder value. He has consulted with over 130 companies on innovating with new business models, product strategies and monetization. Chris has held management positions at HP and Symantec in addition to ...
Enterprises have taken advantage of IoT to achieve important revenue and cost advantages. What is less apparent is how incumbent enterprises operating at scale have, following success with IoT, built analytic, operations management and software development capabilities - ranging from autonomous vehicles to manageable robotics installations. They have embraced these capabilities as if they were Silicon Valley startups.
As IoT continues to increase momentum, so does the associated risk. Secure Device Lifecycle Management (DLM) is ranked as one of the most important technology areas of IoT. Driving this trend is the realization that secure support for IoT devices provides companies the ability to deliver high-quality, reliable, secure offerings faster, create new revenue streams, and reduce support costs, all while building a competitive advantage in their markets. In this session, we will use customer use cases...