Best Practices forOrganizing Documents in SharePoint 2010          Ágnes Molnár     SharePoint Server MVP,   Senior Soluti...
About the Speaker...• Ágnes Molnár  –   SharePoint Server MVP  –   Senior Solutions Consultant, BA Insight  –   http://www...
Agenda• Introduction:   – SharePoint 2010 Capabilities for supporting     Document Management• Best Practices:   –   Folde...
Document Management General       Requirements
Document Management General             Requirements•   Store, edit, organize, etc.•   Properties and metadata•   Version ...
SharePoint 2010 Capabilities•   Document Libraries & Folders•   Content Types•   Document Sets•   Metadata Management•   D...
Agenda• Introduction:  – SharePoint 2010 Capabilities for supporting Document    Management• Best Practices:  –   Folders ...
Location: Folders vs. Document Sets• Document Sets:  Components, similar to folders, that enable users to  collaborate on ...
Location: Folders vs. Document Sets                    Document_1                                    Document_F1_1        ...
Agenda• Introduction:  – SharePoint 2010 Capabilities for supporting Document    Management• Best Practices:  –   Folders ...
Metadata Management• Managed Metadata:  A hierarchical collection of centrally managed terms that  you can define and then...
Metadata ManagementList Columns               Managed MetadataLocal term sets            Global term setsManaged in the co...
Metadata Management• Best Practices for Metadata Management   – Has to be defined by the business!       But usually they ...
Agenda• Introduction:  – SharePoint 2010 Capabilities for supporting Document    Management• Best Practices:  –   Folders ...
Content Types• Create your own „root” content types                                         Document                      ...
Content Types• Organize the Templates into Template  Libraries
Content Types• Organize the Templates into Template  Libraries
Agenda• Introduction:  – SharePoint 2010 Capabilities for supporting Document    Management• Best Practices:  –   Folders ...
Content Organizer Rules• Property based rules• Users don’t need to know where to save  anymore• Well organized content• Se...
Content Organizer Rules• Use if you have clear organizing requirements• Deploy a good Search Architecture  Search Based  ...
Thank you!E-mail: Agnes.Molnar@BAInsight.com       Twitter: @molnaragnes         Blog: http://aghy.hu
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Best Practices for Organizing Documents in SharePoint 2010

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Best Practices for Organizing Documents in SharePoint 2010

  1. 1. Best Practices forOrganizing Documents in SharePoint 2010 Ágnes Molnár SharePoint Server MVP, Senior Solutions Consultant
  2. 2. About the Speaker...• Ágnes Molnár – SharePoint Server MVP – Senior Solutions Consultant, BA Insight – http://www.BAInsight.com – http://aghy.hu – E-mail: Agnes.Molnar@BAInsight.com, aghy@aghy.hu – Twitter: @molnaragnes
  3. 3. Agenda• Introduction: – SharePoint 2010 Capabilities for supporting Document Management• Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
  4. 4. Document Management General Requirements
  5. 5. Document Management General Requirements• Store, edit, organize, etc.• Properties and metadata• Version management• Permission management• Workflows• Content Types• Document Templates• Extensibility• Office Web Apps / SharePoint Workspace• Search – and Find...5
  6. 6. SharePoint 2010 Capabilities• Document Libraries & Folders• Content Types• Document Sets• Metadata Management• Document ID• Workflows• Content Organizer Rules• Office 2010 Integration• Office Web Apps• SharePoint Workspace 2010
  7. 7. Agenda• Introduction: – SharePoint 2010 Capabilities for supporting Document Management• Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
  8. 8. Location: Folders vs. Document Sets• Document Sets: Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.
  9. 9. Location: Folders vs. Document Sets Document_1 Document_F1_1 Document_2 Document_F1_2 Folder_1Document Library Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1 Folder_2 DocumentSet_F1_1 Document_DS_F1_1_1 Folder_3 Document_DS1_1 DocumentSet_1 Document_DS1_2
  10. 10. Agenda• Introduction: – SharePoint 2010 Capabilities for supporting Document Management• Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
  11. 11. Metadata Management• Managed Metadata: A hierarchical collection of centrally managed terms that you can define and then use as attributes for items. Benefits: – Consistent use of terminology – Better search results – Dynamic
  12. 12. Metadata ManagementList Columns Managed MetadataLocal term sets Global term setsManaged in the context Managed out of contextStatic DynamicManaged by admins Managed by owners Can be imported from CSV
  13. 13. Metadata Management• Best Practices for Metadata Management – Has to be defined by the business! But usually they cannot  Help but don’t drive! – Users are not taxonomy experts - Teach them! • Managing metadata • Using metadata • Think in managed metadata – Taxonomy vs. Folksonomy – Build hierarchy – instead of flat term stores – Be careful of legal requirements
  14. 14. Agenda• Introduction: – SharePoint 2010 Capabilities for supporting Document Management• Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
  15. 15. Content Types• Create your own „root” content types Document Document_ Root Technical Contract Marketing Document Requiremen User Presentatio Case Study ts Manual n System For Requiremen Business ts Decision Makers Functional Requiremen For ts Developers For Admins
  16. 16. Content Types• Organize the Templates into Template Libraries
  17. 17. Content Types• Organize the Templates into Template Libraries
  18. 18. Agenda• Introduction: – SharePoint 2010 Capabilities for supporting Document Management• Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
  19. 19. Content Organizer Rules• Property based rules• Users don’t need to know where to save anymore• Well organized content• Searchability and Findability
  20. 20. Content Organizer Rules• Use if you have clear organizing requirements• Deploy a good Search Architecture  Search Based Navigation• Don’t forget to turn on the Content Organizer Feature – on the Target Site too!• Don’t forget to implement Content Types in the Target Libraries• Teach the users!
  21. 21. Thank you!E-mail: Agnes.Molnar@BAInsight.com Twitter: @molnaragnes Blog: http://aghy.hu

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