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SharePoint 2010 Document Management



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  • 1. SharePoint 2010Document Management
    Agnes Molnar,
    SharePoint Server MVP
  • 2. 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
  • 3. About the Speaker...
    Contact info:
    Twitter: @molnaragnes
    Hashtag: #TEC2010
  • 4. 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.”
  • 5. Document Management
    General Requirements:
    Store, edit, organize, etc.
    Properties and metadata
    Version management
    Permission management
    Content Types
    Document Templates
    Search – and Find...
  • 6. SP2010 Document Management Capabilities
    Document Libraries & Folders
    Content Types
    Document Sets
    Metadata Management
    Document ID
    Records Management
    Content Organizer Rules
    Office 2010 Integration
    Office Web Apps
    SharePoint Workspace 2010
  • 7. Content Types
  • 8. Content Types
    Classifying SharePoint 2007/2010 Content
    Properties & Metadata
    Document Templates
    Custom New, Edit, View forms
  • 9. Content Types
  • 10. 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”
  • 11. Content Types – Best Practices
    Create custom „root” Content Types
  • 12. Content Types – Best Practices
    Don’t use too much Content Types on the same List/Library
    „Update Child Content Types”
  • 13. Content Types – Best Practices
    Uploading document Template
  • 14. Content Types – Best Practices
    ‚Template Library’
  • 15. Document Sets
  • 16. Document Sets
    • Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.
    • 17. Capabilities:
    Shared properties
    Permission management
    Customizable Welcome Page
  • 18. Document Sets vs. Folders
  • 19. Document Sets vs. Folders
  • 20. 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:
    Project documents
    Usability studies
    Knowledge Management repositories
  • 21. Metadata Management
  • 22. Metadata Management
    Managed Metadata:
    A hierarchical collection of centrally managed terms that you can defineand then use as attributes for items.
    Consistent use of terminology
    Out of context management
    Better search results
  • 23. Metadata ManagementBest Practices
    Has to be defined by the business!
    Help but don’t drive!
    • Users are not taxonomy experts - Teach them!
    • 24. Build hierarchy, think in hierarchy
    • 25. Be careful of legal requirements
    • 26. 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
  • 27. Content Organizer Rules
  • 28. Content Organizer Rules
  • 29. 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!
  • 30. Content Organizer Rules
    Work only on Submitting Documents!
    Don’t work on modifying!!!
  • 31. Questions?
    Twitter: @molnaragnes
    Don’t forget to fill out the Evaluation Form!
  • 32. VIELEN DANK!
    Thank you!