Agnes Molnar Best Practices for OrganizingDocuments in SharePoint 2010
About Agnes Molnar• SharePoint Server MVP• Senior Solutions Consultant, BA Insight• Recognized blogger, speaker, writer•  ...
Agenda• Introduction:  – SharePoint 2010 Capabilities for    supporting Document Management• Best Practices:  – Folders vs...
Document Management General       Requirements
Document Management General           Requirements•   Store, edit, organize, etc.•   Properties and metadata•   Version ma...
SharePoint 2010 Capabilities•   Document Libraries & Folders•   Content Types•   Document Sets•   Metadata Management•   D...
Location: Folders vs. Document               Sets• Document Sets:  Components, similar to folders, that enable  users to c...
Location: Folders vs. Document                  Sets                    Document_1                                    Docu...
Content Types• Create your own „root” content types                                     Document                          ...
Content Types• Organize the Templates into Template  Libraries
Content Types• Organize the Templates into Template  Libraries
Content Organizer Rules• Property based rules• Users don’t need to know where to save  anymore• Well organized content• Se...
Content Organizer Rules• Use if you have clear organizing requirements• Deploy a good Search Architecture  Search  Based ...
Metadata Management• Managed Metadata:  A hierarchical collection of centrally managed  terms that you can define and then...
Metadata ManagementList Columns             Managed MetadataLocal term sets          Global term setsManaged in the contex...
Metadata Management• Best Practices for Metadata Management  – Has to be defined by the business!      Help but don’t dri...
THANK YOU!E-mail: Agnes.Molnar@BAInsight.com             Twitter: @molnaragnes                 Blog: http://aghy.hu
SPConnections Amsterdam: Organizing Documents in SharePoint 2010
Upcoming SlideShare
Loading in...5
×

SPConnections Amsterdam: Organizing Documents in SharePoint 2010

598

Published on

Published in: Technology, Business
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
598
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
20
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

SPConnections Amsterdam: Organizing Documents in SharePoint 2010

  1. 1. Agnes Molnar Best Practices for OrganizingDocuments in SharePoint 2010
  2. 2. About Agnes Molnar• SharePoint Server MVP• Senior Solutions Consultant, BA Insight• Recognized blogger, speaker, writer• Web: http://www.bainsight.com• Blog: http://aghy.hu• Email: Agnes.Molnar@BAInsight.com• 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 General Requirements
  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... 6
  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. Document Sets• 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. Document Sets 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 Document_DS_F1_1 DocumentSet_F1_1 _1 Folder_3 Document_DS1_1 DocumentSet_1 Document_DS1_2
  9. 9. 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
  10. 10. Content Types• Organize the Templates into Template Libraries
  11. 11. Content Types• Organize the Templates into Template Libraries
  12. 12. Content Organizer Rules• Property based rules• Users don’t need to know where to save anymore• Well organized content• Searchability and Findability
  13. 13. 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!
  14. 14. 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
  15. 15. 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
  16. 16. 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
  17. 17. THANK YOU!E-mail: Agnes.Molnar@BAInsight.com Twitter: @molnaragnes Blog: http://aghy.hu
  1. A particular slide catching your eye?

    Clipping is a handy way to collect important slides you want to go back to later.

×