How To Create SharePoint Content Types
Collabware, a Concept Searching partner, is proud to be the first and only vendor to offer records managers a comprehensive content lifecycle management product for Microsoft SharePoint. From content creation to record destruction, our end-to-end solution offers a superior user experience, advanced physical and electronic records management features, and complete compliance control. Jayson Kennedy, a Records Management Specialist & SharePoint Analyst at Collabware contributed this blog to explain Content Types in SharePoint. Jayson combines a strong and extensive background in both the Microsoft SharePoint platform and Records Management theory. He has translated relevant RM best practices into business process best practices related to SharePoint. He shares expertise on how to set up an environment that is both simple and straightforward for end users, but also fulfills the business and records management needs of the organization. Kennedy has provided guidance to many organizations in the areas of Content Type identification and creation, including required metadata, defining site structure, from the Team Site level down to the Library level. He has also facilitated training sessions for both Records Managers and end users.
Content types in SharePoint 2010 enable organizations to take advantage of the workflow capabilities that can enhance organizational performance while driving down costs. The only obstacle with content type applications is that individuals have to decide which content type applies to every document ingested by SharePoint. For organizations with large content repositories this is no trivial matter.
Regulatory guidelines associated with records management, information security, and e-discovery drive the requirement for workflow. Organizations without automated processes that enable records declaration, data transparency, and information security find themselves at increased financial risk when it comes to storing, preserving, securing, controlling, and exposing information.
In SharePoint 2010, semantic, records retention, and security metadata contained in the term store has to be applied to every data asset in order to ensure data transparency. Also for records declaration and to control access and apply digital rights management. Leveraging conceptClassifier for SharePoint, organizations are able to automatically apply semantic, records retention, and security metadata. Concept Searching offers two products to address Content Types, conceptContentTypeUpdater and conceptTaxonomyWorkflow. Using either of these products organizations can use metadata associated to data assets to drive the automatic application of content types. Once documents have the appropriate content type based upon content contained within the document, workflows can then be automatically started.
What are good applications for Content Type Updating?
- Identifying documents residing in the wrong location
- Automating document migration workflow for storage, preservation, access, and usage controls
- Identifying risk of content exposed on public facing websites and then securing that content
- Applying appropriate metadata from the term store to documents with correct content types to increase data transparency
For a step by step example of setting up Content Types in SharePoint, please read the following blog post at Collabware. The author, Jason Kennedy, provides an introduction into Content Types, and a full walk-through of how to create them. The excerpt is shown below.
Content Types are crucial to building an effective SharePoint site. Content Types can be used to build work areas and capture important metadata. Even without Collabware CLM functionality, understanding how to create effective Content Types will aid any organization.
On top of this, Collabware CLM can utilize these Content Types and create a system that is not only more precise, but also more automated. We specifically built the CLM Content Rules Engine to enable users to leverage their custom Content Types and metadata columns.
Before any of this can begin, understanding a Content Type is of premiere importance.