SharePoint 2010 Document Management


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SharePoint 2010 Document Management

  1. 1. SharePoint 2010Document Management<br />Agnes Molnar,<br />SharePoint Server MVP<br />
  2. 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. 3. About the Speaker...<br />Contact info:<br /><br />E-mail:<br />Twitter: @molnaragnes<br />Hashtag: #TEC2010<br />
  4. 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. 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. 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. 7. Content Types<br />
  8. 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. 9. Content Types<br />
  10. 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. 11. Content Types – Best Practices<br />Create custom „root” Content Types<br />
  12. 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. 13. Content Types – Best Practices<br />Uploading document Template<br />
  14. 14. Content Types – Best Practices<br />‚Template Library’<br />
  15. 15. Document Sets<br />
  16. 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. 17. Capabilities:</li></ul>Shared properties<br />Versioning<br />Workflows<br />Permission management<br />Customizable Welcome Page<br />
  18. 18. Document Sets vs. Folders<br />
  19. 19. Document Sets vs. Folders<br />
  20. 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. 21. Metadata Management<br />
  22. 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. 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. 24. Build hierarchy, think in hierarchy
  25. 25. Be careful of legal requirements
  26. 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. 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. Questions?<br /><br />E-mail:<br />Twitter: @molnaragnes<br />Don’t forget to fill out the Evaluation Form!<br />
  32. 32. VIELEN DANK!<br />Thank you!<br />