Migreren naar DMSforSharePoint TM Bart van Wanroij bart.vanwanroij@epona.com www.epona.com V 2.0

Agenda Wie is Epona? Wat is SharePoint? Wat is Epona DMSforSharePoint? 30 minuten doelen: 1e doel: migreren van H: naar HTTP: 2e doel: migreren van PST naar HTTP: 3e doel: goed zoeken…niet op de agenda! Project aanpak 4-4-2017

Epona - The Company Established in 1993 – Privately Held Offices in Rotterdam, Amsterdam, Frankfurt, New York Multiple SharePoint Solutions & Mission Critical Applications Epona DMSforSharePointTM Document Management for All Lines of Business Epona DMSforLegalTM Document Management for Law Firms Epona SharePoint Email FilerTM Content Epona Contact ManagerTM Contact Management (CRM) for Law Firms (SQL based) Specialists in software development – multiple verticals 55 Epona Employees 17 developers building custom applications for Legal, Medical, Financial, Government Software sales throughout Europe (with recent sales in North America) 165,000 Licensed Users Globally Partnerships with Microsoft, Cisco, Adobe, DocsCorp, Litera, WorkShare (pending) DMSforSharePoint –The Next Big Thing in Document Management

Epona Clients – References (All Software Solutions) DMSforSharePoint - The Next Big Thing in Document Management

Epona Technology Partners Technology Partners verify the efficacy and intelligence of design DMSforSharePoint - The Next Big Thing in Document Management

Epona – Communities Epona sponsors the leading Technology Organizations DMSforSharePoint - The Next Big Thing in Document Management

Wat is SharePoint precies? Bestanden Net als File Server Extra Velden Net als Database Server Zoekmachine Net als Google 4-4-2017

SharePoint als document management platform? SharePoint 2010 built-in features, capabilities, and savings Document WorkFlow Capability with user notifications - software cost: $0 Enterprise Content Management/Records Management - software cost: $0 Intranet and Extranet Site capability (secured documents) – software cost: $0 Portability - Offline content access (Microsoft WorkSpace 2010) – software cost: $0 Document Comparison built into Microsoft Word - additional software cost: $0 DMSforSharePoint - The Next Big Thing in Document Management

DMSforSharePoint has no “Middle Tier” Utilizing only Microsoft Technology DMSforSharePoint provides a Direct Connection between SharePoint and MS Office Faster, More Reliable, SharePoint Power – Providing True “Seamless” Integration DMSforSharePoint – The Next Big Thing in Document Management

Right Click Subscribing to Projects or Users DMSforSharePoint - The Next Big Thing in Document Management

Familiar Project Centric Organization Project Centric Folders Content Inherits Metadata SharePoint Document Collections Supported Recent Documents supported View by Client or Project Resides in the Outlook Tree End-user editable views DMSforSharePoint - The Next Big Thing in Document Management

User Driven Customized Views Native Outlook Views Supported Create Category Groups View by Client or Project End-user editable views Persistent or Custom Views DMSforSharePoint - The Next Big Thing in Document Management

Recent Documents Support - Outlook SharePoint Metadata Fields Outlook Columns Sortable DMSforSharePoint - The Next Big Thing in Document Management

Recent Documents Support – MS Office DMSforSharePoint - The Next Big Thing in Document Management

Easy & Intuitive Search for Content from within Outlook Use Advanced Search Use Outlook Search Bar Full Text Search Metadata Search Across all SharePoint Sites Or in Specified Projects Supports FAST Search DMSforSharePoint - The Next Big Thing in Document Management

Automatic E-mail Management Capability Click: “Send” Browse: to Location Click: Ok “Luggage Tag” added Reply: Automatically Saved DMSforSharePoint - The Next Big Thing in Document Management

E-mail Management - Manually Filing from Within a Message Filing Bar Browse/Search Indicator Bar Use Filing Bar to Search/Browse for Location Click File to Save to SharePoint Once Filed “Yellow” Indicator Bar Displays DMSforSharePoint - The Next Big Thing in Document Management

E-mail Management - Manually Filing E-Mail In Bulk Filing Bar Browse/Search Click to File Multi-Select Multi-Select E-Mail to be moved/copied Use “File Bar” to select Sharepoint Location Click File to store content in SharePoint DMSforSharePoint - The Next Big Thing in Document Management

Easily E-mail Content or Links DMSforSharePoint - The Next Big Thing in Document Management

Versions of documents as needed DMSforSharePoint - The Next Big Thing in Document Management

Comparing Documents and Versions Native Office Version Compare Retrieve from SharePoint or Locally Save to SharePoint or Locally Also integrated with…. DMSforSharePoint - The Next Big Thing in Document Management

Right Click for: Document Information & Permissions/Security DMSforSharePoint - The Next Big Thing in Document Management

Support for meta data store DMSforSharePoint supports the use of the new SharePoint 2010 Meta Data Taxonomy Store Office support Outlook Support DMSforSharePoint - The Next Big Thing in Document Management

Doel 1: H: naar HTTP: Wat zijn de verschillen tussen H: en HTTP:? LAN workspace Intranet / Home workspace Network file system Database file system Disk based Database based, disk based File Properties File and Metadata properties Not Indexed Search Services No State Workflow Services Offline folders SharePoint WorkSpace 4-4-2017

Bouw een SharePoint farm Architectuur tips: Minimaal 2 Web Front Ends SQL database apart Veel geheugen WFE en SQL Ifilters voor PDF en MSG Search server apart en frequent incrementeel zoeken Site ontwerp aanpassen aan: Hoeveelheden gegevens / BLOB vs RBLOB Backup strategie Scope bij het zoeken Permissies model 4-4-2017

Recept voor een Site ontwerp Managed path, eg /clients Multiple content databases ROOT Clients Client Metadata Site Collection Inheritance Projects Project Metadata Site Inheritance Emails DocLib Documents Inheritance Folders Inheritance http://sharepoint.com/clients/1234/65433/Documents 4-4-2017 4-4-2017

Provisioning & Permissions Hoe worden Sites aangemaakt? Externe systemen Migratie proces Templates voor Site Collecties, Sites, Document Libraries Permissies Wie stelt het wanneer in? Model: open of gesloten Op welk niveau instellen Groepen Breken van overerving Performance impact van gedetailleerde permissies Mark as Private voorziening 4-4-2017

Migratie files - hulpmiddelen SharePoint Explorer weergave File Importer Client toepassing Rechten op de File Server? Server versie Windows gebruiker instellen? Migratie tools Hummingbird.. Autonomy, ea 4-4-2017

Migratie van Papier? 4-4-2017

Preview en Edit in Outlook 4-4-2017

Doel 2: PST naar HTTP Overwegingen: Persoonlijke e-mail Zakelijk document Alles opslaan Alleen overeenkomsten op afstand Contract bindend Totstandkoming relevant +1 GB per user per jaar Weggooien na 3 jaar? MSG alleen opslaan Contact apart en MSG apart opslaan Verzonden e-mail opslaan Alleen ontvangen e-mail opslaan SMTP in/uit journaliseren User discretion project centric opslaan Migratie moment schoon 10 Gb PST history mappen en import 4-4-2017

EmailManagement Als je besluit *.msg bestanden op te slaan in SharePoint: Eenvoudige werkwijze, dus integratie in Outlook Sent mail zowel als Inbound mail Gebruiker is de beslisser MSG en contract opslaan, MSG bevat relevante metadata MSG Ifilters, recursief bijlagen doorzoeken Bij voorkeur AutoFiling inzetten Openbare Mappen Exchange uitzetten, één plek voor e-mail Combinatie met retentie/archief policies Outlook mailboxen Denk aan op tijd wissen van informatie 4-4-2017

MSG/PST migratie tools Gebruik een tool die recursieve folders kan migeren Handmatig voor een groot deel De-Dupliceren van e-mail op bestemming Plaats geen PST file in SharePoint, maar de inhoud Enorme groei SharePoint databases tijdens migraties PST 4-4-2017

Doel 3: Zoeken – niet op agenda Tips & Tricks: Aparte Search server Gratis Foundation server samen met Search Express Search databases 30% van de grootte echte data 64-bit Ifilters PDF+, MSG, VSD Faceted Search van Standard Search Server Previews met Hit Highlighting van FAST Search Tekstherkende PDF bestanden vanaf de scanner zie Adobe Epona customer case 4-4-2017

Faceted Search 4-4-2017

Explore the DMSforSharePoint value Migratie aanpak naar DMSforSharePoint Presenteren – Demonstratie 2 uur Proof of Concept on site 8 uur Pilot project 24 uur Productie project > 120 uur Gemiddelde doorloopiijd DMS migratie is: 6 – 9 maanden DMSforSharePoint - The Next Big Thing in Document Management

DMSforSharePoint by Epona Presentatie gegeven door Bart van Wanroij, Epona DMSforSharePoint - The Next Big Thing in Document Management