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SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
SharePoint 2010 Document Management
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SharePoint 2010 Document Management

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  1. SharePoint 2010Document Management<br />Agnes Molnar,<br />SharePoint Server MVP<br />
  2. About the Speaker...<br />Ágnes Molnár (Ághy)<br />SharePoint Consultant<br />SharePoint Server MVP, MCITP, MCTS, MCT<br />Books contributed:<br />Real World SharePoint 2010<br />SharePoint Unleashed 2010<br />Visual Studio 2010 and .NET Framework 4 Six-in-One<br />
  3. About the Speaker...<br />Contact info:<br />http://aghy.dotneteers.net<br />E-mail: aghy@aghy.hu<br />Twitter: @molnaragnes<br />Hashtag: #TEC2010<br />
  4. Document Management<br />„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.” <br />(Wikipedia)<br />
  5. Document Management<br />General Requirements:<br />Store, edit, organize, etc.<br />Properties and metadata<br />Version management<br />Permission management<br />Workflows<br />Content Types<br />Document Templates<br />Extensibility<br />Search – and Find...<br />
  6. SP2010 Document Management Capabilities<br />Document Libraries & Folders<br />Content Types<br />Document Sets<br />Metadata Management<br />Document ID<br />Records Management<br />Workflows<br />Content Organizer Rules<br />Office 2010 Integration<br />Office Web Apps<br />SharePoint Workspace 2010<br />
  7. Content Types<br />
  8. Content Types<br />Classifying SharePoint 2007/2010 Content<br />Properties & Metadata<br />Document Templates<br />Workflows<br />Custom New, Edit, View forms<br />
  9. Content Types<br />
  10. Content Types – Best Practices<br />At the top level of Site Collection<br />Can be used on all sites<br />Can be the parent of other content types<br />Can be managed together<br />...except if you have other business requirements...<br />Use Custom Content Type Groups<br />Instead of the default „Custom Content Types”<br />
  11. Content Types – Best Practices<br />Create custom „root” Content Types<br />
  12. Content Types – Best Practices<br />Don’t use too much Content Types on the same List/Library<br />„Update Child Content Types”<br />
  13. Content Types – Best Practices<br />Uploading document Template<br />
  14. Content Types – Best Practices<br />‚Template Library’<br />
  15. Document Sets<br />
  16. Document Sets<br /><ul><li>Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.
  17. Capabilities:</li></ul>Shared properties<br />Versioning<br />Workflows<br />Permission management<br />Customizable Welcome Page<br />
  18. Document Sets vs. Folders<br />
  19. Document Sets vs. Folders<br />
  20. Document Sets vs. Folders<br />Prefer Folders:<br />If you need a hierarchy inside<br />If you don’t need the extra capabilities of Document Sets<br />Prefer Document Sets:<br />If you don’t need hierarchy inside<br />If you need the extra capabilities<br />For example:<br />Contracts<br />Project documents<br />Usability studies<br />Knowledge Management repositories<br />
  21. Metadata Management<br />
  22. Metadata Management<br />Managed Metadata:<br />A hierarchical collection of centrally managed terms that you can defineand then use as attributes for items.<br />Benefits:<br />Consistent use of terminology<br />Out of context management<br />Better search results<br />Dynamic<br />
  23. Metadata ManagementBest Practices<br />Has to be defined by the business!<br />Help but don’t drive!<br /><ul><li>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</li></li></ul><li>Content Organizer Rules<br />Property based rules<br />Users don’t need to know where to save anymore<br />Well organized content<br />Searchability and Findability<br />
  27. Content Organizer Rules<br />
  28. Content Organizer Rules<br />
  29. Content Organizer Rules<br />Use if you have clear organizing requirements<br />Deploy a good Search Architecture  Search Based Navigation<br />Don’t forget to turn on the Content Organizer Feature – on the Target Site too!<br />Don’t forget to implement Content Types in the Target Libraries<br />Teach the users!<br />
  30. Content Organizer Rules<br />Work only on Submitting Documents!<br />Don’t work on modifying!!!<br />
  31. Questions?<br />http://aghy.dotneteers.net<br />E-mail: aghy@aghy.hu<br />Twitter: @molnaragnes<br />Don’t forget to fill out the Evaluation Form!<br />
  32. VIELEN DANK!<br />Thank you!<br />

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