SharePoint Lied: It Isn’t a Document Management System, It’s Really a File Management System by Eugene Rosenfeld - SPTechCon

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  • There are lots of clients we've had sign up for eFileCabinet who came from trying to use SharePoint as a document management solution. The consensus is that there is a lot of hacks and awkward workflows that have to be used to make SharePoint work as a DMS.
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SharePoint Lied: It Isn’t a Document Management System, It’s Really a File Management System by Eugene Rosenfeld - SPTechCon

  1. 1. SharePoint Lied: It Isn’t aDocument Management System;It’s Really a File ManagementSystemDo you feel that your document management system is missingsomething? It is. It’s missing documents. Sure it manages files well enough,but are files and documents the same thing?This session focuses on the differences between files and documents, andexamines some strategies for converting SharePoint from just a filemanagement system into a document management system.Eugene RosenfeldCTO, Black Blade Associates, Inc. 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  2. 2. About Eugene Rosenfeld CTO, Black Blade Associates Two-time SharePoint MVP www.BlackBladeInc.com twitter.com/erosen03 ThingsThatShouldbeEasy.blogspot.com erosenfeld@blackbladeinc.com 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  3. 3. About Black BladeSpecialize in SharePoint document and recordsmanagement, information architecture,distributed systems, and systems integration www.BlackBladeInc.com twitter.com/BlackBladeInc www.blackbladeinc.com/pages/blog.aspx info@blackbladeinc.com 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  4. 4. About this Presentation Session is best suited to content managers and information architects Focusing on:  Capabilities  Usage scenarios  Requirements No code or configuration Lessons learned from our implementation 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  5. 5. About You How are you using SharePoint today? Do you have a particular problem you’re hoping this presentation can help you address? If you could make just one problem go away by snapping your fingers, what problem would that be? 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  6. 6. Overview Define Document Management System File ≠ Document Convince you that need a DMS Our SharePoint DMS implementation 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  7. 7. Setting Expectations Advanced document management  Not everyone needs or is ready for this Investment required  3 – 12 months to implement Will require re-engineering business processes to get full value 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  8. 8. Collab vs. Doc ManagementCollaboration Document Management Goal is to exchange  Goal is to produce and manage information a work product Quick to start  Benefits from greater planning Free-flow process  Structured process Little control  Granular control Live in the now  Manages full document lifecycle  Collaboration should be part of document management  Makes collaboration productive 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  9. 9. Who Should Think About This? Life sciences Financial Regulated industries Energy Government Publishers Media Television / Video Academia / research Manufacturing Consultants 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  10. 10. What is a documentmanagement system? 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  11. 11. One DefinitionA document management system (DMS) is acomputer system used to track and storeelectronic documents. It is usually also capableof keeping track of the different versionsmodified by different users (history tracking).The term has some overlap with the concepts ofcontent management systems. It is oftenviewed as a component…. 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  12. 12. Essence of a DMS Document data storage and retrieval Document processing operations 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  13. 13. Document Data Storage 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  14. 14. SharePoint stores document data as files. So…Question: Is there a differencebetween files and documents? 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  15. 15. File ≠ Document? Yes What is the difference? 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  16. 16. 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  17. 17. What is the difference?Content 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  18. 18. Question: Is a document just a“special type” of file? 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  19. 19. Document a special type ofFile? Not exactly Though they are related 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  20. 20. File and DocumentRelationships Single-document files Adequate  One document per file support  Word, Excel, PDF, etc… Multi-document files  A single file contains multiple documents Minimal support  Zip files, databases, email w/attachments, etc… Multi-file documents No support  Huh?? 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  21. 21. What are multi-file documents? 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  22. 22. What is a Multi-fileDocument? Single logical document  Ex: a proposal, a book, a report, a presentation Divided into parts  Stored as separate, but related files  Ex: multiple chapters, slides, images, spreadsheets Work with the each document part separately or with the document as a whole Two main types: Virtual and Compound Documents 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  23. 23. Isn’t this just a Document Set? No. A multi-file document is a single document Document set stores several different documents together, like a folder 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  24. 24. Are Multi-file Documents New? No, just new to SharePoint You’ve already used multi-file documents  HTML pages  Reusable Content in SharePoint publishing pages  OneNote notebooks  Word compound documents  FrameMaker documents  TeX  Source code 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  25. 25. SharePoint Document Support Single-document files - Adequate support Multi-document files - Minimal support Multi-file documents - No support 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  26. 26. Document ProcessingOperations 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  27. 27. What SharePoint can do now fordocument management 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  28. 28. File Management Operations Organization (tagging, metadata, storage) Concurrency control (check in / out) Single permission set for entire file Versioning Publishing (content approval) Workflow 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  29. 29. File Consumption Multiple accessors / readers Search 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  30. 30. Document Authoring Single author, multiple readers Authoring with Microsoft Office Potential multi-format documents using document conversions 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  31. 31. What about Co-Authoring? Requires Office 2010+ or web app Authoring restrictions within a document are not stored in SharePoint Users can still get edit conflicts Must download full document to edit Cannot use check in / check out Bottom line: collaboration or review tool 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  32. 32. SP DM Features? Document authoring / viewing  Kind of – more a feature of Office Web Apps Search indexing 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  33. 33. You need a SharePoint DMS 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  34. 34. We will look at a common scenario involving a team of people creatingand distributing a proposal. The team will include an engineer and salesperson from our company, and a sub-contractor. The proposal will alsomake use of materials provided by the marketing and legal departments.Question: Is SharePointDocument Management “GoodEnough?” 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  35. 35. 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  36. 36. 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  37. 37. Is SharePoint DocumentManagement “Good Enough?” No Why?  Data storage inadequate  Operations on data are woefully inadequate  Should have all the web content management features for documents 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  38. 38. Difficult to Implement Scenarios Authoring with partially-trusted users  Partners, customers, vendors, anyone besides you Creating financial documents  Data from financial system and human write up  Ensure human doesn’t fudge financial data Enforcing document content compliance  Ensure every employee offer has official NDA Presenting a consistent brand  Update all marketing materials with new logo 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  39. 39. Our SharePoint DMS 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  40. 40. SP DM Limitations in a Nutshell SharePoint provides lots of tools for managing the document in its file shell …but what about the tools to manage the meat of the document, the important parts inside the file shell? 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  41. 41. SharePoint DM Vision SharePoint document management limitations stem from single-file documents: Lessons from the web:  Separating the elements of a web page (the document) into multiple files makes for a much stronger management system  We need a system that can manage documents as if they were web pages  We need multi-file documents 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  42. 42. Proposal as Multi-fileDocument 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  43. 43. We will see how HTML’s multi-file document structure allows us to easilymake global changes across many documents,Demo: Web Pages – the-20-year-old multi-file documentformat 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  44. 44. Sample User Interface 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  45. 45. Demo: Our internal SharePointmulti-file document DMS 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  46. 46. Authoring: This is what wehad… 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  47. 47. Authoring with Standard Documents Total Time Larger team = more wasted time8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  48. 48. This is what we have now… 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  49. 49. Total TimeAuthoring with Virtual Documents Larger team = faster completion time 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  50. 50. Partial Trust Authoring Proposal Trusted Executive Employee Summary Technical Partially Trusted Proposal Sub-Contractor About the About the Company Legal Terms Company (Reference) Legal Terms (Reference) Proposals Document Market Department’s Legal Departments Library Document Library Document Library 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  51. 51. Automated Systems Authoring Mutual Fund Prospectus Investment Analyst Objectives Historical Data Returns Warehouse About the About the Fund Legal Terms Fund (Reference) Legal Terms (Reference) Proposals Document Market Department’s Legal Departments Library Document Library Document Library 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  52. 52. Requires ProcessReengineering Current process  Is serial  Centered around managing the nut New processes  Will be parallel  Focused on managing the contents inside the shell 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  53. 53. Closing 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  54. 54. Summary DM = storage and processing Multi-file documents provide the key to unlocking SharePoint DM capabilities Devote 3-12 months to build the capability Need to re-engineer your business processes to leverage new capabilities 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  55. 55. About Black BladeSpecialize in SharePoint document and recordsmanagement, information architecture,distributed systems, and systems integration www.BlackBladeInc.com twitter.com/BlackBladeInc www.blackbladeinc.com/pages/blog.aspx info@blackbladeinc.com 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  56. 56. What multi-file documents cando for you 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  57. 57. Multi-file Document Capabilities Better authoring  Controlled concurrent authoring  Reusable, live content  Multiple authoring format with multiple consumption formats Granular management  Enhanced version control / record management  Granular permissions and auditing  Targeted approval workflows 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  58. 58. More Capabilities Real-world distribution  Distribute document in multiple formats  Easily correlate published and authored versions of a document  System signs all published documents  System encrypts sensitive content to remove second-hand information leaks Records processing  Detect retention conflicts within documents 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  59. 59. New Usage Scenarios Team-based Authoring Authoring with External Users Geographically Distributed Authoring Sensitive Document Authoring / PII Combined Automated and Human Authoring Brand management Digital Asset Management Compliance reporting 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  60. 60. New SharePoint Applications New usage scenarios enable new apps Proposal Builder Project Management Digital Asset Management Financial Reporting Book Authoring Brief Builder PDF Publisher 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  61. 61. Strategies for creating a multi-file document capability onSharePoint 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  62. 62. An Ideal ImplementationOk multi-file documents Ideal multi-file documents Require you to use special  Uses your existing file file formats. I.e.: formats – no changes  Web pages require .HTML  Word - .DOC, .DOCX  FrameMaker requires .MIF  PowerPoint - .PPT, .PPTX Require custom authoring  Use existing authoring apps or add-ins apps – no add-ins  Special web app  MS Office  Office add-ins  OpenOffice  HTML editor  WordPerfect  FrameMaker  Author as multi-file, distribute as single-file 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  63. 63. General Approach Completely server-side approach Use native document formats No custom apps or Office add-ins needed End result had to be a single file per document format Low operational and maintenance costs No data loss 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  64. 64. Components Document content data Document processing engine Process management User interface 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  65. 65. Document Content Data Store documents, sections, and relationships Options  Store in SharePoint using folders  Store in SharePoint using document sets  Store in SharePoint using metadata  Store in custom data store Final answer  Store in SharePoint using metadata  Heavy use of content types 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  66. 66. Document Sets as DocumentsDocument Sets Multi-file Document Final product is a  Final product is a single document collection document Based on folder  Based on document paradigm paradigm Can’t control order  Full ordering support Flat list  Full hierarchy support Requires SharePoint  Nice to have WSS / SP Server 2010 Server and 3.0 / 4.0 support 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  67. 67. Document Processing Engine Performs work on document and sections Options  List item event receiver  Workflow  Windows service or Timer job  Stand-alone processing engine service Final answer  Stand-alone processing engine service, loosely coupled to SharePoint using WCF services 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  68. 68. Process Management Feeds the processing engine with work items Options  Document queue on processing engine service  Document queue on SharePoint farm Final answer  Document queue on both the SharePoint farm and the processing engine service 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111
  69. 69. User Interface Allows the user to interact with the system Options  Web parts or Application pages  UI on processing engine service with WSRP producer support Final answer  List views  Application pages  UI on processing engine service but no WSRP 8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111

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