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Information Risk Management: 

Microsoft Office 365, Microsoft Teams, Microsoft SharePoint Server, Microsoft SharePoint Online, Microsoft Exchange Online, Azure DevOps & App Services, Azure Machine Learning

Top 10 ECM features in SharePoint

John Holliday

April 29, 2014

The Enterprise Content Management features in SharePoint have steadily improved with each new release of the platform. In this session, I explore the top 10 new ECM features that have been added to SharePoint 2013, with an emphasis on “new”.
Table of Content

#10: Bulk Metadata Editing

Main Points

  • "DataSheet View" did not work well in previous versions.
  • Users are comfortable with the Excel user experience for entering data.
  • "Quick Edit" view brings the same experience to SP2013/2016

Why It's Important

  • Too many clicks leads to information loss.
  • Dramatically reduces the number of steps for entering critical metadata.
  • Tightly integrated with the Managed Metadata term store.

#9: Managed Metadata Navigation

Main Points

  • New option to create top and left navigation from a special managed metadata term set created for each site collection.
  • Two-way synchronization between the term store and links added manually.
  • Supports "friendly" urls.

Why It's Important

  • Term set provides simpler administration and ensures consistency.
  • Extended properties in the term store can be used to drive page behavior and other site-level functionality.
  • Friendly urls are more intuitive and better reflect the structure of content.

#8: Digital Asset Management

Main Points

  • New content types for managing digital assets.
    • image, audio, video
    • predefined columns & automatic metadata extraction
  • New "Asset Library" library app
    • Defaults to thumbnail view

Why It's Important

  • Simplifies the management of otherwise "opaque" media files.
    • More consistent metadata
  • Implements common functionality that would otherwise require third-party plugins.

#7: Search Result Types

Main Points

  • Think of result types as "strongly typed" search results that can be associated with other things.
  • Result Types work hand-in-hand with Display Templates (items and hover panels).

Why It's Important

  • Categorizing search results can be pain-staking and time-consuming.
  • Result Types let you create pre-defined associations for different kinds of content.
  • Display Templates let you create content-appropriate search experiences for end users.

#6: Content-By-Search Web Part

Main Points

  • Use the built-in Query Builder to associate the web part with a search query.
  • Select the Display Templates to be used to display the results.

Why It's Important

  • Simplifies the customization of query search results (no need for XSLT).
  • Query Builder simplifies the construction of complex queries.

#5: Content Enrichment Web Services Callouts

Main Points

  • Custom pre-processor for managed properties (similar to FAST pipeline extension)
  • Can analyze content and modify or introduce new managed properties
  • Content analysis happens in a custom web service

Why It's Important

  • Raw indexing results may have inconsistent formatting
  • Default set of managed properties may not provide sufficient insight into results
  • Custom refiners can provide deeper insights and yield richer search experiences for end users

#4: Cross-Site Publishing

Main Points

  • Separates content authoring from branding and rendering.
    • Maintain content in authoring site collections
    • Display content in publishing site collections
  • Relies on Search Web parts to display published content
    • Can show integrated view of authored pages and list content

Why It's Important

  • Makes it easier to manage shared content across site collections using familiar WCM publishing techniques.
  • Integrates the search infrastructure with publishing in a clean and consistent way.

#3: Site Mailboxes

Main Points

  • Integrates SharePoint 2013 and Exchange 2013 within the Microsoft Outlook 2013 client.
  • Designed specifically for team collaboration, scoped to individual shared projects.

Why It's Important

  • Teams need to deliver a shared set of project related artifacts.
  • Creates better parity between documents and emails.
  • Compliance policies can be applied consistently to all project artifacts.

#2: Site-Level Retention

Main Points

  • Driven by Policy
    • Create and attach policies to sites
  • Better control over site closure and deletion
    • Specially defined state called "Site Closure".
    • Policy determines what happens when a site is closed.

Why It's Important

  • Fixes disparity between sites and the contents they contain.
  • Enables administrators to apply consistent rules to an entire site in addition to individual policies and retention rules.

#1: E-Discovery Center

Main Points

  • Built around Search and the concept of a "case".
    • Associates search results with specific cases.
  • De-couples "lock down" from the content database.
    • Can package result set for export.
    • Protection depends on the content source.

Why It's Important

  • Enables litigation holds to be applied to many types of content.
    • SharePoint Documents
    • Email Messages
    • File Shares
  • Enables tight integration with multiple content sources without imposing additional constraints.
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