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Implementing a Content Type Component of a Records Management Strategy for SharePoint Server 2013

A successful effort to manage records with SharePoint Server 2013 must include a content type component. In a video tutorial titled Document IDs and content type syndication, John Holliday, a subject matter expert on this topic and a published author on topics specific to records management, explains how to set up a content type hub with SharePoint 2013.

John Holliday also explains how to connect a content type hub, in the form of a site collection, to the managed meta data service for SharePoint. Once these connections are successfully made, then administrators and records management stakeholders will have a reliable system, capable of successfully syndicating content types across a SharePoint 2013 farm.

I would add that configuring the content type hub in this manner should be a collaborative effort. Any stakeholders with a vested interest in the success of effrots to implement taxonomies with SharePoint Server 2013 need to be included in the discussion. Efforts to develop and implement taxonomies will also rely on the managed metadata services. Therefore, the content type hub should also be used as the repository for the taxonomy effort. Indeed, the taxonomy effort will likely be a larger effort. of which the records management system described in this series will simply be one example of how to usefully implement taxonomies in SharePoint Server 2013 for positive results.

With one central repository of content types servicing an entire farm, as John Holliday notes, the types themselves can be syndicated. Once a hierarchically correct set of content types is syndicated across the farm, the task of organizing records (or, for that matter, any other type of information) will be easier. As well, the benefits to be realized from the effort will be more powerful, with a richer payoff.

Any organization in a heavily regulated industry with a serious commitment to SharePoint Server 2013 should seriously consider building the type of system John Holliday presents in this series. The burden of reporting to regulatory agencies will be significantly alleviated once a working records management system is in place.

Ira Michael Blonder

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