Bpc10 52 agnes-molnar_organizingdocuments

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Organizing Documents 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 52 agnes-molnar_organizingdocuments

    1. 1. Best Practices forOrganizing Documents in SharePoint 2010<br />Ágnes Molnár<br />SharePoint Server MVP<br />Budapest, Hungary<br />
    2. 2. About the Speaker...<br />Ágnes Molnár (Ághy)<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 />Budapest, Hungary<br />http://aghy.dotneteers.net<br />E-mail: aghy@aghy.hu<br />Twitter: @molnaragnes<br />Facebook: http://facebook.com/molnaragnes<br />
    3. 3. About the Speaker...<br />
    4. 4. Sessions<br />
    5. 5. Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />Folders vs. Document Sets<br />Metadata management<br />Content Types<br />Content Organizer Rules<br />
    6. 6. Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />Folders vs. Document Sets<br />Metadata management<br />Content Types<br />Content Organizer Rules<br />
    7. 7. 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 />
    8. 8. Document Management 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 />
    9. 9. SharePoint 2010 Capabilities<br />Document Libraries & Folders<br />Content Types<br />Document Sets<br />Metadata Management<br />Document ID<br />Workflows<br />Content Organizer Rules<br />Office 2010 Integration<br />Office Web Apps<br />SharePoint Workspace 2010<br />
    10. 10. Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />Folders vs. Document Sets<br />Metadata management<br />Content Types<br />Content Organizer Rules<br />
    11. 11. Folders vs. Document Sets<br />Document Sets: <br />Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.<br />
    12. 12. Folders vs. Document Sets<br />Document_1<br />Document_F1_1<br />Document_2<br />Document_F1_2<br />Folder_1<br />Document Library<br />Folder_F1_1<br />Folder_F1_1_1<br />Document_F1_1_1_1<br />Folder_2<br />DocumentSet_F1_1<br />Document_DS_F1_1_1<br />Folder_3<br />Document_DS1_1<br />DocumentSet_1<br />Document_DS1_2<br />
    13. 13. Folders vs. Document Sets<br />
    14. 14. Folders vs. Document Sets<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 />
    15. 15. Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />Folders vs. Document Sets<br />Metadata management<br />Content Types<br />Content Organizer Rules<br />
    16. 16. 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 />Consistentuse of terminology<br />Better search results<br />Dynamic<br />
    17. 17. Metadata Management<br />
    18. 18. Metadata Management<br />Best Practices for Metadata Management<br />Has to be defined by the business!<br />But usually they cannot Help but don’t drive!<br />Users are not taxonomy experts - Teach them!<br />Managing metadata<br />Using metadata<br />Think in managed metadata<br />Build hierarchy – instead of flat term stores<br />Be careful of legal requirements<br />
    19. 19. Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />Folders vs. Document Sets<br />Metadatamanagement<br />Content Types<br />Content Organizer Rules<br />
    20. 20. Content Types<br />Create Content Types at the top level of Site Collection – except if you have other business requirements<br />Can be used on all sites<br />Can be the parent of other content types<br />Can be managed together<br />Use your own Content Type groups instead of the default „Custom Content Types”<br />
    21. 21. Content Types<br />Create your own „root” content types<br />
    22. 22. Content Types<br />Don’t use too much Content Types on the same Document Library<br />In case of updating a Content Type, click „Update Child Content Types”<br />
    23. 23. Content Types<br />Organize the Templates into Template Libraries<br />
    24. 24. Content Types<br />Organize the Templates into Template Libraries<br />
    25. 25. Agenda<br />Introduction:<br />SharePoint 2010 Capabilities for supporting Document Management<br />Best Practices:<br />Folders vs. Document Sets<br />Metadatamanagement<br />Content Types<br />Content Organizer Rules<br />
    26. 26. 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. 27. Content Organizer Rules<br />
    28. 28. Content Organizer Rules<br />
    29. 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. 30. Content Organizer Rules<br />Work only on Submitting Documents!<br />Don’t work on modifying!!!<br />
    31. 31. Thank you!<br />Please be sure to fill out your session evaluation!<br />E-mail:aghy@aghy.hu<br />Twitter:@molnaragnes<br />Blog:http://aghy.dotneteers.net<br />

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