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Organizing Documents in SharePoint 2010<br />Ágnes Molnár<br />Senior SharePoint Consultant,<br />SharePoint Server MVP,<b...
About the Speaker<br />2<br />Senior SharePoint Consultant<br />SharePoint Server MVP since 2008<br />Solutions Consultant...
About the Speaker<br />3<br />Books Contributed:<br />
Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />F...
Document Management<br />„A document management system (DMS) is a computer system (or set of computer programs) used to tr...
Document Management General Requirements<br />Store, edit, organize, etc.<br />Properties and metadata<br />Version manage...
SharePoint 2010 Capabilities<br />Document Libraries & Folders<br />Content Types<br />Document Sets<br />Metadata Managem...
Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />F...
Folders vs. Document Sets<br />Document Sets: <br />Components, similar to folders, that enable users to collaborate on re...
Folders vs. Document Sets<br />Document_1<br />Document_F1_1<br />Document_2<br />Document_F1_2<br />Folder_1<br />Documen...
Folders vs. Document Sets<br />Prefer Folders:<br />If you need a hierarchy inside<br />If you don’t need the extra capabi...
Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />F...
Metadata Management<br />Managed Metadata:<br />A hierarchical collection of centrally managed terms that you can definean...
Metadata Management<br />
Metadata Management<br />Best Practices for Metadata Management<br />Has to be defined by the business!<br />But usually t...
Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />F...
Content Types<br />Create Content Types at the top level of Site Collection – except if you have other business requiremen...
Content Types<br />Create your own „root” content types<br />
Content Types<br />Organize the Templates into Template Libraries<br />
Content Types<br />Organize the Templates into Template Libraries<br />
Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />F...
Content Organizer Rules<br />Property based rules<br />Users don’t need to know where to save anymore<br />Well organized ...
Content Organizer Rules<br />
Content Organizer Rules<br />
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Organizing Documents in SharePoint 2010

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Transcript of "Organizing Documents in SharePoint 2010"

  1. 1. Organizing Documents in SharePoint 2010<br />Ágnes Molnár<br />Senior SharePoint Consultant,<br />SharePoint Server MVP,<br />Solutions Consultant Partner at BA-Insight<br />
  2. 2. About the Speaker<br />2<br />Senior SharePoint Consultant<br />SharePoint Server MVP since 2008<br />Solutions Consultant Partner at BA-Insight<br />Conferences<br />SharePoint Best Practices Conferences <br />2008, 2009, 2010, 2011<br />SharePoint Evolutions Conference<br />The Experts Conference<br />Slovenian SharePoint Conference<br />SharePoint Conference Peru<br />SharePoint Saturdays<br />SharePoint User Group Meetings<br />...<br />
  3. 3. About the Speaker<br />3<br />Books Contributed:<br />
  4. 4. Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />Folders vs. Document Sets<br />Metadata management<br />Content Types<br />Content Organizer Rules<br />
  5. 5. Document Management<br />„A document management system (DMS) is a computer system (or set of computer programs) used to track and storeelectronic documents and/or images of paper documents.” <br />(Wikipedia)<br />
  6. 6. Document Management General Requirements<br />Store, edit, organize, etc.<br />Properties and metadata<br />Version management<br />Permission management<br />Workflows<br />Content Types<br />Document Templates<br />Extensibility<br />Search – and Find...<br />6<br />
  7. 7. SharePoint 2010 Capabilities<br />Document Libraries & Folders<br />Content Types<br />Document Sets<br />Metadata Management<br />Document ID<br />Workflows<br />Content Organizer Rules<br />Office 2010 Integration<br />Office Web Apps<br />SharePoint Workspace 2010<br />
  8. 8. Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />Folders vs. Document Sets<br />Metadata management<br />Content Types<br />Content Organizer Rules<br />
  9. 9. Folders vs. Document Sets<br />Document Sets: <br />Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.<br />
  10. 10. Folders vs. Document Sets<br />Document_1<br />Document_F1_1<br />Document_2<br />Document_F1_2<br />Folder_1<br />Document Library<br />Folder_F1_1<br />Folder_F1_1_1<br />Document_F1_1_1_1<br />Folder_2<br />DocumentSet_F1_1<br />Document_DS_F1_1_1<br />Folder_3<br />Document_DS1_1<br />DocumentSet_1<br />Document_DS1_2<br />
  11. 11. Folders vs. Document Sets<br />Prefer Folders:<br />If you need a hierarchy inside<br />If you don’t need the extra capabilities of Document Sets<br />Prefer Document Sets:<br />If you don’t need hierarchy inside<br />If you do need the extra capabilities<br />For example:<br />Contracts<br />Project documents<br />Usability studies<br />Knowledge Management repositories<br />
  12. 12. Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />Folders vs. Document Sets<br />Metadata management<br />Content Types<br />Content Organizer Rules<br />
  13. 13. Metadata Management<br />Managed Metadata:<br />A hierarchical collection of centrally managed terms that you can defineand then use as attributes for items.<br />Benefits:<br />Consistentuse of terminology<br />Better search results<br />Dynamic<br />
  14. 14. Metadata Management<br />
  15. 15. Metadata Management<br />Best Practices for Metadata Management<br />Has to be defined by the business!<br />But usually they cannot Help but don’t drive!<br />Users are not taxonomy experts - Teach them!<br />Managing metadata<br />Using metadata<br />Think in managed metadata<br />Build hierarchy – instead of flat term stores<br />Be careful of legal requirements<br />
  16. 16. Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />Folders vs. Document Sets<br />Metadatamanagement<br />Content Types<br />Content Organizer Rules<br />
  17. 17. Content Types<br />Create Content Types at the top level of Site Collection – except if you have other business requirements<br />Can be used on all sites<br />Can be the parent of other content types<br />Can be managed together<br />Use your own Content Type groups instead of the default „Custom Content Types”<br />
  18. 18. Content Types<br />Create your own „root” content types<br />
  19. 19. Content Types<br />Organize the Templates into Template Libraries<br />
  20. 20. Content Types<br />Organize the Templates into Template Libraries<br />
  21. 21. Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />Folders vs. Document Sets<br />Metadatamanagement<br />Content Types<br />Content Organizer Rules<br />
  22. 22. Content Organizer Rules<br />Property based rules<br />Users don’t need to know where to save anymore<br />Well organized content<br />Searchability and Findability<br />
  23. 23. Content Organizer Rules<br />
  24. 24. Content Organizer Rules<br />
  25. 25. Content Organizer Rules<br />Use if you have clear organizing requirements<br />Deploy a good Search Architecture  Search Based Navigation<br />Don’t forget to turn on the Content Organizer Feature – on the Target Site too!<br />Don’t forget to implement Content Types in the Target Libraries<br />Teach the users!<br />
  26. 26. 26<br />Thank you!http://aghy.hu/feedbackE-mail: aghy@aghy.huTwitter: @molnaragnes<br />

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