#SEASPC: Organizing Documents in SharePoint 2010

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  • #SEASPC: Organizing Documents in SharePoint 2010

    1. 1. Agnes Molnar BEST PRACTICES FORORGANIZING DOCUMENTS IN SHAREPOINT 2010
    2. 2. ABOUT AGNES MOLNAR• SharePoint Server MVP• Senior Solutions Consultant, BA Insight• Blogger, frequent speaker, writer• Web: http://www.bainsight.com• Blog: http://aghy.hu• Email: 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 GENERALREQUIREMENTS
    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. LOCATION: FOLDERS VS. DOCUMENTSETS• Document Sets: Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.
    8. 8. LOCATION: FOLDERS VS. DOCUMENTSETS 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
    9. 9. 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
    10. 10. 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
    11. 11. METADATA MANAGEMENT• Best Practices for Metadata Management • Has to be defined by the business!  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
    12. 12. CONTENT TYPES• Create your own „root” content types Document Document_Root Technical Contract Marketing Document Requirements Case Study User Manual Presentation System For Business Requirements Decision Makers Functional Requirements For Developers For Admins
    13. 13. CONTENT TYPES• Organize the Templates into Template Libraries
    14. 14. CONTENT TYPES• Organize the Templates into Template Libraries
    15. 15. CONTENT ORGANIZER RULES• Property based rules• Users don’t need to know where to save anymore• Well organized content• Searchability and Findability
    16. 16. 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!
    17. 17. THANK YOU!E-mail: Agnes.Molnar@BAInsight.com Twitter: @molnaragnes Blog: http://aghy.hu
    18. 18. SESSION EVALUATIONS• Your feedback is important to us. Please fill in the session evaluation on the Conference Agenda.• Ratings • Please rate the • 1 Below Expectations • Content • 2 Met Expectations • Speaker • 3 Exceeded Expectations • Demo
    19. 19. Gold SponsorsSilver SponsorsBronze Sponsors
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