Planning and configuring Enterprise Content Management in SharePoint 2013

 Jul 03, 2015

In today’s blog post, I will talk about the Enterprise Content Management feature of SharePoint. Enterprise content management is a set of process that enables an organisation to organize and store information is a structured way. One of the core benefits of SharePoint is the enterprise content management offering.


In SharePoint, the enterprise content management can be categorised into 7 components.

Web content management
The web content management capabilities in Microsoft SharePoint Server 2013 can help an organisation to communicate and integrate more effectively with employees, partners, and customers. SharePoint Server 2013 provides easy-to-use functionality to create, approve, and publish web content. Web content management feature of SharePoint can help you to come up with an effective strategy for creating and publishing websites.

Records management
A record is a document (or other entity) that provides evidence of an action or transaction and that must be retained for a period. With records management, an organisation can decide which kind of information should declare as records, and decide how and for what length of time such records should be retained for legal purpose.

Document management
Document management is one of the key features of SharePoint. It offers features like check in and check out, version tracking, content approval, document sets, and many more.

Check in and Check out
In a SharePoint environment, you need check out a document prior to editing. Checking out means you have the ownership of the document and only you can modify the contents while a document is checked out, others can open the document, but only in a read only mode. Once the document is checked in, others can see the content of the document.


Version tracking
Version tracking is feature that can be turned on a document library. Once turned on, every time a document is modified, SharePoint creates a version of the document. In future, if an old copy needs to be retrieved, it can be easily restored from the version history.


Content approval
Content approval is another optional process that can be turned on for documents. Once turned on, a document goes through an approval process. When a member uploads a document, the document is not published initially. It goes to an approver, who then reviews and takes action. The action can be approved, rejected or no action. Once the “approver” approves the document, the document becomes published and visible to the team.

Document IDs
In SharePoint, a document ID is a kind of unique serial number which can be applied to every document in a site collection. Document IDs can be useful to help users identify a specific document without confusion or to help with document tracking and location.


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About the Author:

San Roy  

San is a highly skilled IT Infrastructure professional with over 15 years experience in a technical training capacity. Throughout his career as a technical training consultant San Has been responsible for the development of numerous IT professionals, providing knowledge and expertise in the areas of Server Operating Systems, Database Management Systems, Messaging and Collaboration. San primarily specialises in delivering training in Microsoft products including Windows Server OS, Windows Client OS, SQL Server, SharePoint Server and Exchange Server. Through his years of practical experience as a technical trainer he is able to provide added insight and value to students that reach beyond the scope of a standard course outline. San has established himself as one of New Horizons’ preferred trainers by continually bringing a combination of technical expertise and personality to the classroom each day.

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