Bpc10 16 agnes-molnar_enterprisedocmgmt

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Enterprise Document Management in SharePoint 2010

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  • The SharePoint Server has gained a lot of popularity with the release of Microsoft Office SharePoint Server 2007. With the inclusion of document management and enterprise search capabilities, as well as Records Center and Excel Services modules, more and more companies are turning toward SharePoint in search of solutions to their business problems. With this growth comes big opening for business opportunities, but those who don’t have the right training approach stand to lose out on a customer’s or internal business units satisfaction.
    Some of the SharePoint environment roles are often defined as IT related, and information workers are often overlooked.
    Lack of training is the number one
  • Bpc10 16 agnes-molnar_enterprisedocmgmt

    1. 1. Enterprise Document Management in SharePoint 2010 as You’ve Never Seen Ágnes Molnár SharePoint Server MVP Budapest, Hungary
    2. 2. About the Speaker...  Ágnes Molnár (Ághy)  SharePoint Server MVP, MCITP, MCTS, MCT  Budapest, Hungary  http://aghy.dotneteers.net  E-mail: aghy@aghy.hu  Twitter: @molnaragnes  Facebook: http://facebook.com/molnaragnes
    3. 3. About the Speaker...
    4. 4. Sessions Title Day / Time / Venue 16 - Enterprise Document Management in SharePoint 2010 as You’ve Never Seen Tuesday 3:00 pm / Reston B 52 - Best Practices for Organizing Documents in SharePoint 2010 Wednesday 11:00 am / Reston B 119 - Best Practices for SharePoint 2010 Search Thursday 3:00 pm / Lake Thoreau Ask the Experts: Information Architecture Thursday 1:30 pm / Reston A
    5. 5. Agenda  Introduction:  SharePoint 2010 Capabilities for supporting Document Management  Best Practices:  Online and Offline Access to Documents  Metadata Management and Document Management  Organizing Documents  Deploying a good Document Search Infrastructure
    6. 6. Agenda  Introduction:Introduction:  SharePoint 2010 Capabilities forSharePoint 2010 Capabilities for supporting Document Managementsupporting Document Management  Best Practices:  Online and Offline Access to Documents  Metadata Management and Document Management  Organizing Documents  Deploying a good Document Search Infrastructure
    7. 7. Document Management „A document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents.” (Wikipedia)
    8. 8. Document Management General Requirements  Store, edit, modify metadata, etc.  Version management  Permission management  Workflows  Content Types  Document Templates  Extensibility  Search – and Find...
    9. 9. SharePoint 2010 Capabilities
    10. 10. SharePoint 2010 Capabilities
    11. 11. SharePoint 2010 Capabilities
    12. 12. SharePoint 2010 Capabilities
    13. 13. Agenda  Introduction::  SharePoint 2010 Capabilities for supporting Document Management  Best Practices:Best Practices:  Online and Offline Access to DocumentsOnline and Offline Access to Documents  Metadata Management and Document Management  Organizing Documents  Deploying a good Document Search Infrastructure
    14. 14. Online Access to SharePoint 2010 Documents
    15. 15. SharePoint in Browser  Enforce users visiting SharePoint in the browser, when:  Internet/Extranet solutions  but it depends...  Unified User Interface for all content is important  No SharePoint Workspace at all  for example: branch offices  Custom User Interface  for example: custom forms, touch screen
    16. 16. Office Web Applications  Enforce using Office Web Applications, when:  Internet/Extranet solutions  No Office Clients at all  For example, branch offices  No fix office desk for the employees  For example, Help Desk BUT: Plan for the Performance!
    17. 17. Office Web Applications  Don’t enforce using OWA, when:  Users don’t understand it  Training!!!  Cutom Office Add-ins are required  for example, Contracts App for Word  „Just for fun”
    18. 18. SharePoint Workspace 2010  Enforce using SharePoint Workspace when:  Offline access is needed for example, sales people or agents  Would like to access content from different sources BUT: Be careful and set the permissions properly!
    19. 19. Accessing Content in SP2010 – Decision Matrix SharePoint 2010 + Office 2010 SharePoint 2010 + Office Web Apps SharePoint Workspace 2010 with Office clients Easiest to adopt with previous SharePoint experience Easiest to adopt with Internet experience Full Office 2010 capabilities + Integration Limited Office 2010 capabilities Full Office 2010 capabilities + Integration Different sites, different URLs Different sites, different URLs Various sites can be managed at one place Primarily for Intranet Internet / Extranet / Intranet Intranet / Extranet Access to the content anywhere, anytime Offline access to the content „View in Browser” for Search Results
    20. 20. Agenda  Introduction::  SharePoint 2010 Capabilities for supporting Document Management  Best Practices:Best Practices:  Online and Offline Access to Documents  Metadata Management and DocumentMetadata Management and Document ManagementManagement  Organizing Documents  Deploying a good Document Search Infrastructure
    21. 21. Metadata Management in SharePoint 2010  Managed Metadata is much more than Properties:  Metadata-based navigation  Filter on search results  Independent, centralized management  Metadata Hierarchy  Synonyms  Multi-language support  Metadata owners
    22. 22. Metadata Management  BUT: Not necessarily use managed metadata, if:  No need to reuse the term set  No need to independent/centralized management of properties  No need the multi-language support  No need the magamement of synonyms
    23. 23. Agenda  Introduction::  SharePoint 2010 Capabilities for supporting Document Management  Best Practices:Best Practices:  Online and Offline Access to Documents  Metadata Management and Document Management  Organizing DocumentsOrganizing Documents  Deploying a good Document Search Infrastructure
    24. 24. Organizing Documents in SharePoint 2010  SharePoint 2010 capabilities:  Site Collections and Sites  Document Libraries  Document Sets  Folders  Content Types and document templates  Content Organizer Rules  ...
    25. 25. Organizing Documents in SharePoint 2010 Document Library Folder Document Set Easy to create Easy to maintain the permissions Easy to create Easy to understand Views without folders Easy to create Shared Metadata Shared Version Shared Workflow Permissions Content types can be contained Default content Custom Welcome Page Hard to keep organized in case of a large number of documents Tree hierarchy vs. Managed Metadata Hardest to understand Sometimes the extra features are not required Views vithout folders show Document Sets as well as their content
    26. 26. Organizing Documents in SharePoint 2010  Content Types Reusable collection of settings: – metadata (columns) – document templates – workflows – custom Document Information Panel – information management settings
    27. 27. Planning Content Types  Where?  How?  Why?  What? Content TypeContent Type MapMap
    28. 28. Planning Content Types  Define on the proper site  Define metadata and force the users to use them  Define custom document templates  Make a clear content type hierarchy in a clear site hierarchy  Use different Content Types in different Document Sets if it’s possible  Train the users
    29. 29. Planning Content Types – The Document Templates
    30. 30. Planning Content Types – The Document Templates
    31. 31. Organizing Documents Please visit my session tomorrow 
    32. 32. Agenda  Introduction::  SharePoint 2010 Capabilities for supporting Document Management  Best Practices:Best Practices:  Online and Offline Access to Documents  Metadata Management and Document Management  Organizing Documents  Deploying a good Document SearchDeploying a good Document Search InfrastructureInfrastructure
    33. 33. Searching for Documents in SharePoint 2010 Refinement panel Refinement panel Related searches Related searches Federated results Federated results Win7 Connector Win7 Connector Launch in Office Web Apps Launch in Office Web Apps
    34. 34. Searching for Documents in SharePoint 2010 Suggestion while typing Document Thumbnails Preview Open in Browser Related Searches and People Matches Federated Results Ordering on any property
    35. 35. Searching for Documents in SharePoint 2010  Windows 7 Connector for Search
    36. 36. Deploying a good Document Search Infrastructure  Plan! Plan! Plan!  What to search for?  Who will search?  Best Bets, Visual Best Bets  Permissions!!!  Search Scopes and Filters  Result pages  ...
    37. 37. Deploying a good Document Search Infrastructure  Test! Test! Test! With REAL End-users!  Learn! Learn! Learn!
    38. 38. Search in SharePoint 2010  Visit my Search sessions on Thursday
    39. 39. Thank you! Please be sure to fill out your session evaluation!

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