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Organizing Documents in SharePoint 2010
 

Organizing Documents in SharePoint 2010

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    Organizing Documents in SharePoint 2010 Organizing Documents in SharePoint 2010 Presentation Transcript

    • Organizing Documents in SharePoint 2010
      Ágnes Molnár
      Senior SharePoint Consultant,
      SharePoint Server MVP,
      Solutions Consultant Partner at BA-Insight
    • About the Speaker
      2
      Senior SharePoint Consultant
      SharePoint Server MVP since 2008
      Solutions Consultant Partner at BA-Insight
      Conferences
      SharePoint Best Practices Conferences
      2008, 2009, 2010, 2011
      SharePoint Evolutions Conference
      The Experts Conference
      Slovenian SharePoint Conference
      SharePoint Conference Peru
      SharePoint Saturdays
      SharePoint User Group Meetings
      ...
    • About the Speaker
      3
      Books Contributed:
    • Agenda
      Introduction:
      SharePoint 2010 Capabilities for supporting Document Management
      Best Practices:
      Folders vs. Document Sets
      Metadata management
      Content Types
      Content Organizer Rules
    • Document Management
      „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.”
      (Wikipedia)
    • Document Management General Requirements
      Store, edit, organize, etc.
      Properties and metadata
      Version management
      Permission management
      Workflows
      Content Types
      Document Templates
      Extensibility
      Search – and Find...
      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
    • Agenda
      Introduction:
      SharePoint 2010 Capabilities for supporting Document Management
      Best Practices:
      Folders vs. Document Sets
      Metadata management
      Content Types
      Content Organizer Rules
    • 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.
    • Folders vs. Document Sets
      Document_1
      Document_F1_1
      Document_2
      Document_F1_2
      Folder_1
      Document 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
    • Folders vs. Document Sets
      Prefer Folders:
      If you need a hierarchy inside
      If you don’t need the extra capabilities of Document Sets
      Prefer Document Sets:
      If you don’t need hierarchy inside
      If you do need the extra capabilities
      For example:
      Contracts
      Project documents
      Usability studies
      Knowledge Management repositories
    • Agenda
      Introduction:
      SharePoint 2010 Capabilities for supporting Document Management
      Best Practices:
      Folders vs. Document Sets
      Metadata management
      Content Types
      Content Organizer Rules
    • Metadata Management
      Managed Metadata:
      A hierarchical collection of centrally managed terms that you can defineand then use as attributes for items.
      Benefits:
      Consistentuse of terminology
      Better search results
      Dynamic
    • Metadata Management
    • 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
      Build hierarchy – instead of flat term stores
      Be careful of legal requirements
    • Agenda
      Introduction:
      SharePoint 2010 Capabilities for supporting Document Management
      Best Practices:
      Folders vs. Document Sets
      Metadatamanagement
      Content Types
      Content Organizer Rules
    • Content Types
      Create Content Types at the top level of Site Collection – except if you have other business requirements
      Can be used on all sites
      Can be the parent of other content types
      Can be managed together
      Use your own Content Type groups instead of the default „Custom Content Types”
    • Content Types
      Create your own „root” content types
    • 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 vs. Document Sets
      Metadatamanagement
      Content Types
      Content Organizer Rules
    • Content Organizer Rules
      Property based rules
      Users don’t need to know where to save anymore
      Well organized content
      Searchability and Findability
    • Content Organizer Rules
    • Content Organizer Rules
    • 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!
    • 26
      Thank you!http://aghy.hu/feedbackE-mail: aghy@aghy.huTwitter: @molnaragnes