Question 1

What is Enterprise Content Management (ECM) in SharePoint?

Accepted Answer

ECM in SharePoint encompasses: structured content types (define metadata and templates per document class), managed metadata service (enterprise taxonomy), records management (declare records, lock from editing), Purview retention policies (how long to keep, when to delete), compliance holds (legal/regulatory), audit logging and information governance at scale.

Question 2

What are SharePoint content types?

Accepted Answer

Content types define the properties, template and workflow for a specific class of document: a Contract content type has fields for Contract Value, Counterparty, Expiry Date and uses a Word contract template. A Policy content type has Review Date, Owner and Policy Category fields. CNEXT designs content type hierarchies at the site collection level for consistent metadata across all libraries.

Question 3

What is the SharePoint Managed Metadata Service (MMS)?

Accepted Answer

The Managed Metadata Service (MMS) provides a centralised term store: hierarchical taxonomy of terms shared across all SharePoint sites (e.g. Department: Finance > Accounting, Country > Switzerland > Bern). MMS-managed metadata is consistent, translatable and reportable. CNEXT designs and imports enterprise taxonomy into the MMS as part of every large ECM project.

Question 4

What is records management in SharePoint?

Accepted Answer

Records management in SharePoint: once a document is declared a record (manually or via retention policy), it is locked from editing or deletion. Records are retained for the required period (e.g. 10 years for contracts, 5 years for invoices per Swiss VAT law) and then deleted or reviewed for permanent retention. CNEXT configures records management per Swiss legal retention requirements.

Question 5

What are Microsoft Purview retention policies in SharePoint?

Accepted Answer

Purview retention policies define: what to retain (all SharePoint content, specific content types, specific sites), for how long, and what happens after the retention period (delete, or trigger a disposition review). CNEXT designs retention policies per document class based on Swiss legal requirements (OR, DSG, VAT law, industry regulations).

Question 6

What is a compliance hold (legal hold) in SharePoint?

Accepted Answer

A compliance hold (litigation hold / eDiscovery hold) prevents deletion of content relevant to a legal case or investigation. CNEXT configures Purview eDiscovery holds: identify custodians, place holds on their SharePoint/OneDrive content, and provide eDiscovery searches for legal counsel. Critical for Swiss companies involved in litigation or regulatory investigations.

Question 7

How does CNEXT ensure FADP compliance in an ECM implementation?

Accepted Answer

CNEXT implements FADP compliance in SharePoint ECM: Sensitivity Labels for personal data (identifying highly sensitive data for special protection), retention policies aligned with FADP deletion requirements, data subject access request (DSAR) processes (find and export all content relating to a person), DLP policies to prevent unauthorised sharing of personal data.

Question 8

What is SharePoint Syntex / Microsoft Syntex?

Accepted Answer

Microsoft Syntex (formerly SharePoint Syntex) is an AI-powered content management add-on: it can automatically classify documents (is this a Contract or an Invoice?), extract metadata from document content (extract the Contract Value from the document text) and apply Sensitivity Labels and retention policies automatically. CNEXT implements Syntex for large ECM projects with 10,000+ documents per year.

Question 9

Can SharePoint ECM handle regulated industries (healthcare, finance, pharma)?

Accepted Answer

Yes. CNEXT implements FADP, ISO 9001, GxP (pharmaceutical/FDA 21 CFR Part 11) and financial services ECM on SharePoint. Regulated ECM requires: validated workflows (GxP), electronic signatures (Microsoft Purview e-signature or Adobe Sign integration), full audit trails, SOP management and controlled document libraries.

Question 10

How long does a SharePoint ECM project take?

Accepted Answer

A content types and metadata taxonomy project (10–20 content types, MMS setup): 4–8 weeks. A full ECM implementation (content types, retention policies, records management, governance): 8–20 weeks. An enterprise ECM with Syntex, Purview and regulated compliance: 3–6 months. CNEXT delivers ECM projects in phases.

Manage Content Intelligently

Enterprise Content Management

Content Capture

Content Storage

Enterprise Search

Workflow Automation

Records Management

Governance & Compliance

What is SharePoint Enterprise Content Management (ECM)?

Benefits of SharePoint ECM

Frequently Asked Questions about SharePoint ECM

Reference Projects

Global teams informed, collaboration without borders – intranet for Steelco-Belimed

Connected, mobile, modern – an intranet AEW employees use every day

Cases handled faster, less paperwork – digital case management for Canton of Bern (WEU)