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SharePoint Server 2010 Enterprise Content Management

ISBN: 978-0-470-58465-1
552 pages
September 2011
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Description

SharePoint experts focus on SharePoint 2010 as a platform for Enterprise Content Management

SharePoint allows all users in an organization to manage and share their content reliably and securely. If you're interested in building Web sites using the new capabilities of enterprise content management (ECM) in SharePoint 2010, then this book is for you. You'll discover how SharePoint 2010 spans rich document management, records management, business process management and web content management in a seamless way to manage and share content.

The team of SharePoint experts discusses the ECM capabilities included in SharePoint Server 2010 that will assist with your workflow and content management. They cover Web content management (WCM) features and discuss accessibility and extensibility as well as scale and compliance.

  • Shows how to use the capabilities of enterprise content management (ECM) to build Web sites
  • Covers SharePoint 2010 ECM features and WCM (Web Content Management) features
  • Reviews workflow and content management, mater pages and layouts, scale and compliance, and accessibility and extensibility
  • Features real-world examples and code samples to help with your learning process

Packed with code examples and real-world scenarios, this comprehensive book provides you with the information you need to get started using ECM with SharePoint 2010 today.

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Table of Contents

INTRODUCTION xxix

PART I: INTRODUCTION TO ENTERPRISE CONTENT MANAGEMENT

CHAPTER 1: WHAT IS ENTERPRISE CONTENT MANAGEMENT? 3

Introduction to ECM 4

A Historical Perspective 4

Document Imaging 4

Electronic Documents 6

COLD/Enterprise Report Management 6

Business Process Management/Workfl ow 6

ECM Components 7

Capture 7

Paper 7

Office Documents 8

E-mail 8

Reports 9

Electronic Forms 9

Other Sources 9

Store and Preserve 9

Software 10

Hardware and Media Technologies 10

Cloud 11

Management Components 12

Document Management 12

Web Content Management 12

Business Process Management and Workflow 12

Records Management 12

Collaboration 13

Delivery 13

Search 13

Viewing 14

Transformation 14

Security 16

Summary 16

CHAPTER 2: THE SHAREPOINT 2010 PLATFORM 17

A Brief History of SharePoint 18

SharePoint 2010 18

Capability Categories 19

Sites 19

Composites 19

Insights 20

Communities 20

Content 21

Search 21

SharePoint Concepts 21

Architecture 23

Development Concepts 26

ECM in SharePoint 2010 27

Managed Metadata 27

Ratings 28

The Content Type Hub 28

Search 28

Workfl ow 28

Document Sets 28

Document IDs 29

Content Organizer 29

Records Management 29

Digital Asset Management 29

Web Content Management 29

Summary 30

PART II: PILLARS OF SHAREPOINT ECM

CHAPTER 3: DOCUMENT MANAGEMENT 33

What Is Document Management? 34

Microsoft SharePoint As a Document Management System 35

Document Taxonomy 35

Document Libraries 36

The Document Library Programming Model 36

Columns 39

The Column Programming Model 41

Content Types 44

The Content Type Programming Model 45

Managed Metadata 47

Administering Managed Metadata 48

Creating a Global Term Set 49

Using a Term Set in a Column 50

The Managed Metadata Programming Model 50

The Managed Metadata Service 55

Content Type Syndication 56

The Content Type Syndication Programming Model 57

Management of Managed Metadata Service Applications 58

Location-Based Metadata Defaults 60

Confi guring Location-Based Metadata Defaults 60

The Location-Based Metadata Defaults Programming Model 61

Metadata Navigation 62

Confi guring Metadata Navigation 63

Using Metadata Navigation 63

The Managed Metadata Navigation Programming Model 65

The Document ID Service 66

The Document ID Programming Model 68

Document Sets 69

Implementing Document Sets 69

Creating Custom Document Sets 70

Using Document Sets 70

The Document Set Programming Model 71

Document Control 73

Security 73

Managing Users and Groups 76

The Security Programming Model 76

Check-In/Check-Out 79

How to Check Out a Document 79

Programmatically Checking Out a Document 79

Versioning 81

How to Confi gure Versioning 81

Version History 81

Programmatically Interacting with Version History 82

The Audit Trail 83

The Content Organizer 84

Summary 85

CHAPTER 4: WORKFLOW 87

Workfl ow and ECM 87

Windows Workfl ow Foundation 88

WF Concepts 88

Activities 88

Workfl ow Modes 90

Persistence 90

The Role of Workflow in SharePoint 91

Workfl ow Scopes 92

Item 92

Site 93

Workfl ow Phases 93

Association 93

Initiation 93

Execution 93

Authoring and Workflow Types 94

Out-of-the-Box Workflows 94

The Approval Workflow 95

Declarative Workflows 99

Visio 99

SharePoint Designer Workflows 105

Visual Studio Workflows 114

Improvements 115

Creating a Workflow in Visual Studio: An Exercise 116

InfoPath 125

Out-of-the-Box Workflows 125

SharePoint Designer Workflows 125

Visual Studio 126

Pluggable Workflow Services 126

Why You Need Workflow Services 126

Authoring Custom Workflow Services 127

Workflow Event Receivers 130

Summary 131

CHAPTER 5: COLLABORATION 133

ECM and Collaboration 134

SharePoint Is Collaboration 134

Social Tagging 134

Tags 135

How to Create Tags 135

Tag Cloud 137

Notes 137

How to Create Notes 138

Ratings 139

Enabling Ratings for a Document Library or List 140

How to Rate an Item 140

Bookmarklets 141

Registering the Tags and Notes Bookmarklet 142

Creating Tags and Notes Using Bookmarklets 143

Privacy and Security Concerns 143

Tagging Programming Model 144

Working with Tags Programmatically 145

Working with Notes Programmatically 147

Working with Ratings Programmatically 149

My Sites 151

My Profi le 151

My Content 153

My Newsfeed 153

My Sites Architecture 154

Configuring My Sites 154

Configuring My Site Settings in the User Profile Service Application 156

Enabling the Activity Feed Timer Job 157

User Profiles 157

User Profile Policies 158

User Profile Programming Model 159

Working with a User Profile Programmatically 160

User Profile Service Application 165

People 166

Organizations 166

My Site Settings 167

Synchronization 168

Enterprise Wikis 168

Blogs 169

Microsoft Office Integration 170

SharePoint Workspace 170

Outlook Integration 171

Summary 172

CHAPTER 6: SEARCH 173

Introduction 173

Retrieval: The Key to User Adoption 174

The Corpus Profile 176

What Types of Documents Will Be Crawled? 176

Is an IFilter Available for Full-text Crawling All Document Types? 176

How Many of Each Document Type Will Be Crawled? 177

What Is the Average File Size By Document Type? 177

How Often Are Existing Documents Changed? 177

How Much New Content Will Be Added During a Specific Period of Time? 178

Impact of the Corpus Profile 178

Search Solutions 178

SharePoint Server 2010 Enterprise Search 180

Topology Components 180

Confi guration Components 184

The Search Center 189

Calling the Search API 203

FAST Search for SharePoint 2010 203

Functional Overview 203

Index and Query Processing Path 205

Search Architectures for SharePoint ECM 206

Sample Architectures 207

3-Million-Item Corpus 208

10-Million-Item Corpus 208

40-Million-Item Corpus 208

100-Million-Item Corpus 210

500 Million Documents 211

The Impact of Virtualization 211

Tuning Search Performance 211

Health Monitoring 212

Performance Monitoring 212

Improving Crawl Performance 213

Improving Query Performance 213

Summary 214

CHAPTER 7: WEB CONTENT MANAGEMENT 215

WCM Overview 215

Improvements in 2010 216

Authoring 216

AJAX 216

Accessibility 216

Markup Standards 217

Content Query Web Part 217

Cross-browser Support 217

Rich Media 217

Metadata 217

Spectrum of WCM in 2010 218

The SharePoint Server Publishing Infrastructure 218

Templates 218

Features 219

Security 221

Approve Permission Level 221

Manage Hierarchy Permission Level 222

Restricted Read Permission Level 222

Groups 222

Content Types 223

“Content” Content Types 223

Infrastructural Content Types 224

Site Content 225

The Anatomy of a Page 226

Master Pages 226

Page Layouts 227

An Exercise with Taxonomy and Layouts 227

Metadata 232

Content Query Web Part 233

Web Part Options 233

Query Options 233

Presentation 234

The Content Authoring Process 235

Authoring Web Content 235

Using the Content Organizer 238

Content Deployment 238

Workflow 239

Enterprise Wikis 239

Other Major Considerations 240

Branding 240

Navigation and Search 240

Targeting Global Users 241

Reporting and Analytics 241

Summary 242

CHAPTER 8: RECORDS MANAGEMENT 243

What Is Records Management? 244

Why Records Management Is Important 244

Microsoft SharePoint as a Records Management System 245

Records Management Planning 245

Identifying Roles 245

Analyzing Content 246

Developing a File Plan 247

Designing a Solution 247

Compliance and SharePoint 248

Managing Records 249

Recordization 250

In-Place Records Management 250

Records Center 253

Content Organizer 255

Workflow in Recordization 258

Programming Model for Recordization 259

Information Management Policy 263

Confi guring Information Management Policy 263

Exporting and Importing Policy Settings 266

Programming Model for Information Management Policy 267

Retention 267

Creating Retention Schedules 267

Programmatically Creating Retention Schedules 268

Auditing 270

Configuring Auditing 270

Reporting 271

Audit Reports 271

File Plan Report 272

eDiscovery 272

Summary 273

CHAPTER 9: DIGITAL ASSET MANAGEMENT 275

SharePoint Server 2010 Digital Asset Management Components 276

The Asset Library 276

Digital Asset Columns 276

Digital Asset Content Types 277

Media and Image Web Parts 278

Media Web Part and Field Control 278

Picture Library Slideshow Web Part 280

Image Viewer Web Part and Field Control 280

Content Query Web Part 280

Digital Asset Management Solution Scenarios 280

Marketing and Brand Management 281

Media Development Project 282

Online Training Center 283

Audio or Video Podcasting 284

Media Resource Library 284

Taxonomy Considerations 284

Storage Considerations 285

Managing Content Database Size 285

Remote BLOB Storage 286

Maximum Upload Size 286

Performance Optimization 287

BLOB Caching 287

Bit Rate Throttling 289

Summary 292

CHAPTER 10: DOCUMENT IMAGING 293

What Is Document Imaging? 294

SharePoint as a Document Imaging Platform 295

Setting Up the Scenario 295

Solution Data Flow Diagram 295

Model-View-ViewModel Primer 296

Creating a Simple WPF Capture Application 298

Architecture and Design 299

Implementation 299

Building the MVVM Infrastructure 299

Building the Target Dialog 300

Building the Main Window 301

Deployment 322

Creating a Simple Silverlight Viewer Web Part 322

Architecture and Design 323

Implementation 323

Building the Image Loader 323

Building the Imaging Web Service 324

Building the Imaging HTTP Handler 325

Building the Viewer Web Part 325

Making the Application Accessible from

JavaScript 326

Deployment 327

Deploying the Imaging Services 327

Deploying the Viewer Application as a Web Part 327

Setting Up the SharePoint Infrastructure 338

Confi guring SharePoint Search 338

Creating the SharePoint Content Type 339

Creating the SharePoint Document Library 340

Creating the SharePoint Web Part Page 340

Setting Up the SharePoint Web Part Page 341

Customizing the Advanced Search Box Web Part 341

Customizing the Search Core Results Web Part 343

The Solution from End to End 355

Summary 355

CHAPTER 11: ELECTRONIC FORMS WITH INFOPATH 357

Electronic Forms Overview 357

Is It a Form or an Application? 358

InfoPath Overview 358

What’s New in 2010 360

More InfoPath Fundamentals 360

Forms Services 360

Deploying Forms 361

Templates and Form Data 362

Rules 364

External Data 368

Custom Code 370

Publishing 371

Determining a Forms Strategy 372

Creating a Custom Form: An Exercise 374

Form Data and Layout 374

Form Rules 376

Form Submission 376

Publishing the Form 379

Summary 380

CHAPTER 12: SCALABLE ECM ARCHITECTURE 381

Storage Architecture, the Key to Performance 381

Performance Pitfalls 382

Too Few Disks in the Array 382

Shared SAN vs. DAS vs. NAS 383

Content Storage Size Factors 384

Database Storage and Capacity Planning 385

SQL Server Supporting Concepts 386

TempDB 390

Log Files 392

Crawl Databases 393

Content Databases 395

Property Databases 396

Service Application Databases 397

Management Databases 400

Prioritizing Disk I/O 400

Index Partition Storage 401

Storage Tuning and Optimization 401

Storage Performance Monitoring 401

Database Data File Management 402

Remote BLOB Storage 403

When to Implement an RBS Solution 405

RBS Provider Options 406

Backup and Restore Considerations 407

SQL Server Licensing Considerations 407

SharePoint 2010 Scalable Topology Design 408

Knowing the Users, the Corpus, and the Processes 408

Farm Size Defi nitions 409

The Case for Additional Web Servers 412

The Case for Additional Application Servers 412

The Case for Additional SQL Servers 412

Scalable Taxonomy Factors 413

Content Organization and Scalable Taxonomy 414

An Exercise in Scalable Taxonomy Design 415

Content Database Size Supported Limits 416

Performance and Resource Throttling 417

Summary 418

PART III: SHAREPOINT ECM SUPPORT CONCEPTS

CHAPTER 13: ECM FILE FORMATS 421

It’s Alive — Your Document, That Is 422

Microsoft Office Formats 422

Microsoft Office Binary 422

Office Open XML 423

Viewing and Editing Microsoft Office

Formats with Offi ce Web Apps 425

Word Automation Services 428

Open Document Format 437

Archive Formats 437

TIFF 438

OCR and iFilters 438

Markup 442

Development 442

PDF 442

OCR and iFilters 442

Markup 443

Development 443

Viewing and Editing 443

Living Document Conversion 444

PDF/A 444

Standardization 445

OCR and iFilters 445

Creating, Viewing, and Editing 446

XPS (Open XML Paper Specification) 446

OCR and iFilters 447

Markup 449

Development 449

Summary 450

CHAPTER 14: THE SHAREPOINT ECM ECOSYSTEM 451

The Microsoft Partner Ecosystem 451

Becoming a Partner 452

ISV/Software Competency 452

The SharePoint Ecosystem 453

Technical Community 453

ISV Solutions 454

ABBYY 455

AvePoint 458

GimmalSoft 460

KnowledgeLake 462

Nintex 465

Summary 467

CHAPTER 15: GUIDANCE FOR SUCCESSFUL ECM PROJECTS 469

Migrating to SharePoint 2010 470

Identifying Content for Migration 470

Extracting Content from the Source System 470

File Shares 470

Internally Developed Document Management Solutions 471

Other Legacy Document Management Solutions 472

Preparing Content for Importing 472

Setting the Content Type 472

Metadata Merge 472

Controlling the Import Process 473

General Metadata Cleanup 473

Importing Content into SharePoint 473

Protocols for Importing Content 474

Web Services 474

SharePoint Server Object Model 477

FrontPage Remote Procedure Calls (FPRPC) 479

Protocols for Updating SharePoint Content 480

SharePoint Server Object Model 480

SharePoint Client Object Model 483

Mapping Legacy ECM Features to SharePoint Solutions 486

Document Versions 487

Metadata-based Security 487

Document Protection and Rights Management 488

Annotations and Redaction 488

Search 488

Scanning and Indexing 488

Records Retention and Disposition 489

Workfl ow 489

Avoiding the Pitfalls 489

Capacity Planning 489

Illegal Characters in Metadata 489

Missing Required Data 490

Content Database Transaction Log Growth 490

Managing Upload File Size Restrictions 490

Upgrading a SharePoint ECM Farm to SharePoint 2010 491

Know Your Farm 491

SharePoint Portal Server 2003 and WSS v2.0 491

Microsoft Office SharePoint Server 2007 and WSS v3.0 492

Imaging or Archive-Only Farm with No Customization 492

Collaboration Farm with Customizations 492

Collaboration Farm with Large Imaging or Archive Site Collections 492

Summary 493

INDEX 495

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Author Information

Todd Kitta is currently employed at KnowledgeLake, Inc., a SharePoint ISV specializing in document imaging and Enterprise Content Management on the Microsoft SharePoint platform.

Brett Grego is the Director of Engineering at KnowledgeLake, Inc.

Chris Caplinger is the CTO as well as one of the founders of KnowledgeLake, Inc.

Russ Houberg is a SharePoint Microsoft Certified Master and a senior architect at KnowledgeLake, Inc.

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