SharePoint 2010Document Management Agnes Molnar, SharePoint Server MVP
About the Speaker... Ágnes Molnár (Ághy) SharePoint Consultant SharePoint Server MVP, MCITP, MCTS, MCT Books contributed: Real World SharePoint 2010 SharePoint Unleashed 2010 Visual Studio 2010 and .NET Framework 4 Six-in-One
About the Speaker... Contact info: http://aghy.dotneteers.net E-mail: email@example.com Twitter: @molnaragnes Hashtag: #TEC2010
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...
Content Types – Best Practices At the top level of Site Collection Can be used on all sites Can be the parent of other content types Can be managed together ...except if you have other business requirements... Use Custom Content Type Groups Instead of the default „Custom Content Types”
Content Types – Best Practices Create custom „root” Content Types
Content Types – Best Practices Don’t use too much Content Types on the same List/Library „Update Child Content Types”
Content Types – Best Practices Uploading document Template
Content Types – Best Practices ‚Template Library’
Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.
Document Sets vs. Folders 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 need the extra capabilities For example: Contracts Project documents Usability studies Knowledge Management repositories
Metadata Management Managed Metadata: A hierarchical collection of centrally managed terms that you can defineand then use as attributes for items. Benefits: Consistent use of terminology Out of context management Better search results Dynamic
Metadata ManagementBest Practices Has to be defined by the business! Help but don’t drive!
Users are not taxonomy experts - Teach them!
Build hierarchy, think in hierarchy
Be careful of legal requirements
Use 3rd party tools if needed
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!
Content Organizer Rules Work only on Submitting Documents! Don’t work on modifying!!!
Questions? http://aghy.dotneteers.net E-mail: firstname.lastname@example.org Twitter: @molnaragnes Don’t forget to fill out the Evaluation Form!