This document discusses best practices for organizing documents in SharePoint 2010. It recommends using document sets instead of folders when hierarchy is not needed or when additional capabilities are required. It also recommends centrally managing metadata and content types at the top site collection level. Finally, it suggests using content organizer rules to automatically route documents to the proper location based on properties, improving organization and searchability.

1. Best Practices for Organizing Documentsin SharePoint 2010 Ágnes Molnár SharePoint Server MVP, Senior Solutions Consultant

2. About the Speaker... Ágnes Molnár SharePoint Server MVP Senior Solutions Consultant, BA Insight http://www.BAInsight.com http://aghy.hu E-mail: Agnes.Molnar@BAInsight.com Twitter: @molnaragnes

3. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Folders vs. Document Sets Metadata management Content Types Content Organizer Rules

4. Document Management General Requirements Store, edit, organize, etc. Properties and metadata Version management Permission management Workflows Content Types Document Templates Extensibility Search – and Find... 4

5. 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

6. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Folders vs. Document Sets Metadata management Content Types Content Organizer Rules

7. Organizing Documents Location (Site / Document Library / Folder / ...) Properties and Metadata Content Types Workflows ...

8. 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.

9. Location: Folders vs. Document Sets Document_1 Document_F1_1 Document_2 Document_F1_2 Folder_1 Document Library Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1 Folder_2 DocumentSet_F1_1 Document_DS_F1_1_1 Folder_3 Document_DS1_1 DocumentSet_1 Document_DS1_2

10. Location: Folders vs. Document Sets Prefer Folders: If you need a hierarchy inside If you don’t need the extra capabilities of Document Sets Prefer Document Sets: If you don’t need hierarchy inside If you do need the extra capabilities For example: Contracts Project documents Usability studies Knowledge Management repositories

11. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Folders vs. Document Sets Metadata management Content Types Content Organizer Rules

12. Metadata Management Managed Metadata: A hierarchical collection of centrally managed terms that you can defineand then use as attributes for items. Benefits: Consistentuse of terminology Better search results Dynamic

13. Metadata Management

14. Metadata Management Best Practices for Metadata Management Has to be defined by the business! But usually they cannot Help but don’t drive! Users are not taxonomy experts - Teach them! Managing metadata Using metadata Think in managed metadata Build hierarchy – instead of flat term stores Be careful of legal requirements

15. Content Types Create Content Types at the top level of Site Collection – except if you have other business requirements Can be used on all sites Can be the parent of other content types Can be managed together Use your own Content Type groups instead of the default „Custom Content Types”

16. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Folders vs. Document Sets Metadatamanagement Content Types Content Organizer Rules

17. Content Types Create your own „root” content types

18. Content Types Organize the Templates into Template Libraries

19. Content Types Organize the Templates into Template Libraries

20. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Folders vs. Document Sets Metadatamanagement Content Types Content Organizer Rules

21. Content Organizer Rules Property based rules Users don’t need to know where to save anymore Well organized content Searchability and Findability

22. Content Organizer Rules

23. Content Organizer Rules

24. 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!

25. Thank you! E-mail:aghy@aghy.hu Twitter:@molnaragnes Blog:http://aghy.hu