SHAREPOINT® SERVER 2010 ENTERPRISE CONTENT MANAGEMENT pdf

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SHAREPOINT® SERVER 2010

ENTERPRISE CONTENT MANAGEMENT

INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxix

PART I INTRODUCTION TO ENTERPRISE CONTENT MANAGEMENT

CHAPTER 1 What Is Enterprise Content Management? . . . . . . . . . . . . . . . . . . . . . . . . . 3

CHAPTER 2 The SharePoint 2010 Platform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

PART II PILLARS OF SHAREPOINT ECM

CHAPTER 3 Document Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

CHAPTER 4 Workfl ow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

CHAPTER 5 Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

CHAPTER 6 Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

CHAPTER 7 Web Content Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215

CHAPTER 8 Records Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243

CHAPTER 9 Digital Asset Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275

CHAPTER 10 Document Imaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293

CHAPTER 11 Electronic Forms with InfoPath . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357

CHAPTER 12 Scalable ECM Architecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381

PART III SHAREPOINT ECM SUPPORT CONCEPTS

CHAPTER 13 ECM File Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421

CHAPTER 14 The SharePoint ECM Ecosystem . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451

CHAPTER 15 Guidance for Successful ECM Projects . . . . . . . . . . . . . . . . . . . . . . . . . . 469

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495

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SharePoint® Server 2010

Enterprise Content Management

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SharePoint® Server 2010

Enterprise Content Management

Todd Kitta

Chris Caplinger

Brett Grego

Russ Houberg

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SharePoint® Server 2010 Enterprise Content Management

Published by

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Copyright © 2011 by John Wiley & Sons, Inc., Indianapolis, Indiana

Published simultaneously in Canada

ISBN: 978-0-470-58465-1

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For Shannon

— Todd Kitta

I would like to dedicate my chapters to and thank

Linda, Kirsten and Chelsea for letting me give up

some quality family time to help author this book.

— Chris Caplinger

To Kim; you are my best friend and I love you more

than words could ever say.

— Brett Grego

This book is dedicated to my wife, Melanie, and my

two boys, Jared and Austin.

— Russ Houberg

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ABOUT THE AUTHORS

TODD KITTA has a background that includes software architecture and development, project man￾agement, consulting, and technology advisement. He has been working with the .NET platform

since the beta timeframe and has garnered a deep expertise on the Microsoft development plat￾form as a whole. His expertise also spans across Microsoft SharePoint, Windows Azure, and the

Microsoft Business Intelligence stack, as well as Microsoft’s Connected Systems platform includ￾ing BizTalk, Windows Workfl ow Foundation, and Windows Communication Foundation. Todd

authored Professional Windows Workfl ow Foundation, which was published by Wrox. In addition,

he commonly speaks at user group meetings and other special events in the Midwest and beyond.

CHRIS CAPLINGER is the CTO as well as one of the founders of KnowledgeLake, Inc. (www.knowl￾edgelake.com), and a Microsoft Gold ISV specializing in Document Imaging. Chris is a member

of executive and engineering teams at KnowledgeLake. Chris has been working in the document

imaging, workfl ow, and ECM industries since 1996, working for systems integrators and as an

independent contractor before helping build KnowledgeLake.

BRETT GREGO is the Director of Engineering at KnowledgeLake, Inc., where he is responsible for

building a suite of enterprise content management (ECM) products for Microsoft SharePoint.

He has more than 15 years of experience developing software and since the release of Microsoft

SharePoint 2003 he has leveraged this platform to develop numerous successful products. His time

at KnowledgeLake, Inc., began as a developer when he architected and implemented one of the fi rst

AJAX-based production document image viewers for Microsoft SharePoint back in 2005 and con￾tinues into the present as he manages teams of seasoned engineers to create some of the world’s lead￾ing products in the SharePoint ECM market.

RUSS HOUBERG is a SharePoint Microsoft Certifi ed Master (MCM) and has been a Senior Architect

at KnowledgeLake for more than 6 years. Russ is responsible for designing the taxonomy and

topology architecture for KnowledgeLake’s document imaging customers who regularly require

enterprise-class scalability. Russ has spent the last several years focused on pushing the boundaries

of SharePoint scalability and has authored and co-authored several whitepapers, including two on

behalf of Microsoft (the “SQL Server 2008 R2 Remote BLOB Storage” whitepaper and the “Using

Microsoft Offi ce SharePoint Server to implement a large-scale content storage scenario with rapid

search availability” case study).

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ACQUISITIONS EDITOR

Paul Reese

PROJECT EDITOR

Kelly Talbot

TECHNICAL EDITOR

Chris Geier

PRODUCTION EDITOR

Daniel Scribner

COPY EDITOR

Luann Rouff

EDITORIAL MANAGER

Mary Beth Wakefi eld

FREELANCER EDITORIAL MANAGER

Rosemarie Graham

ASSOCIATE DIRECTOR OF MARKETING

David Mayhew

MARKETING MANAGER

Ashley Zurcher

BUSINESS MANAGER

Amy Knies

PRODUCTION MANAGER

Tim Tate

VICE PRESIDENT AND EXECUTIVE GROUP

PUBLISHER

Richard Swadley

VICE PRESIDENT AND EXECUTIVE

PUBLISHER

Neil Edde

ASSOCIATE PUBLISHER

Jim Minatel

PROJECT COORDINATOR, COVER

Katie Crocker

PROOFREADER

Jen Larsen, Word One

INDEXER

Robert Swanson

COVER DESIGNER

LeAndra Young

COVER IMAGE

© iStock / kycstudio

CREDITS

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ACKNOWLEDGMENTS

FIRST AND FOREMOST, all glory and honor to The Father, Son, and Holy Spirit. Thank you to my

family for putting up with me while writing this book and for just being awesome. Thank you to my

colleagues Chris, Brett, and Russ for collaborating on and rocking this book. Thank you to Kelly

Talbot for doing a great job keeping this book on track. And thank you to Paul Reese and Chris

Geier for your contributions to this book.

— Todd Kitta

I WOULD LIKE TO FIRST THANK Todd Kitta for leading and inspiring us all to put this book together.

I’m hoping this is the fi rst of many projects we can work on together. I would also like to congratu￾late Russ for completing his SharePoint 2010 MCM while we put the fi nishing touches on this book.

To Todd, Russ, and Brett, thank you for fi nding the time to put together your chapters while work￾ing for the fast-paced and growing organization of KnowledgeLake. It’s been great working with

all of you and as much as I’m happy about being fi nished I will miss the camaraderie of doing this

together. Now, let’s go grab a beer.

— Chris Caplinger

I WOULD LIKE TO THANK my fi ancee Kim for being so supportive as I wrote this book and reminding me

how cool it is to be author. I would like to thank KnowledgeLake, Inc., for giving me the opportunity to

leverage my talents to prosper in my career and for providing the best place in the world to work. I want to

thank all of the people who work for me on the engineering team at KnowledgeLake. Without them, our

products would not be where they are today. I would like to thank my mom and dad for instilling in me a

strong work ethic and drive to succeed. I owe all of my success to them. I would also like to thank the edi￾tors for ensuring that everything in this book is clear and understandable and Wiley Publishing for giving

us the opportunity to work on this project. And fi nally, I would like to thank my boss Chris Caplinger.

You have been a great mentor and I have learned a lot and will continue to learn a lot from you.

— Brett Grego

FIRST AND FOREMOST, I’d like to thank my Father in heaven for blessing me with the skills and abilities

that I have to work with SharePoint. Without Him, my career would not be possible. A close second, I’d

like to thank Melanie, Jared, and Austin, who all sacrifi ced while I took the time to write my chapters,

particularly over the holidays. I would also like to thank Darlene and Jim who back in the early 1980s let

me tinker with what was, at that time, a cutting-edge new IBM personal computer. It was the birthplace

of my desire to work with computers for a living. I also want to thank Dan, Gregg, Ron, and Bob and

the rest of the folks at KnowledgeLake for creating and maintaining a culture of taking care of the peo￾ple who take care of the customers. Finally, this book would not have been possible without Brett, Chris,

Todd, Kelly, and the content and technical editors who I worked with on this project. It was a pleasure.

— Russ Houberg

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