#SEASPC: Organizing Documents in SharePoint 2010

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  • 1. Agnes Molnar BEST PRACTICES FORORGANIZING DOCUMENTS IN SHAREPOINT 2010
  • 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. AGENDA• Introduction: • SharePoint 2010 Capabilities for supporting Document Management• Best Practices: • Folders vs. Document Sets • Metadata management • Content Types • Content Organizer Rules
  • 4. DOCUMENT MANAGEMENT GENERALREQUIREMENTS
  • 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. 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. 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. 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. 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. 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. 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. 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. CONTENT TYPES• Organize the Templates into Template Libraries
  • 14. CONTENT TYPES• Organize the Templates into Template Libraries
  • 15. CONTENT ORGANIZER RULES• Property based rules• Users don’t need to know where to save anymore• Well organized content• Searchability and Findability
  • 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. THANK YOU!E-mail: Agnes.Molnar@BAInsight.com Twitter: @molnaragnes Blog: http://aghy.hu
  • 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
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