Enterprise Document Management in SharePoint 2010

1. Enterprise Document Management
in SharePoint 2010
as You’ve Never Seen
Ágnes Molnár
SharePoint Server MVP
Budapest, Hungary

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. About the Speaker...

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

9. SharePoint 2010 Capabilities

10. SharePoint 2010 Capabilities

11. SharePoint 2010 Capabilities

12. SharePoint 2010 Capabilities

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. Online Access to SharePoint
2010 Documents

16. 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

17. 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!

18. 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”

19. 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!

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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
 ...

26. 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

27. Organizing Documents in
SharePoint 2010
 Content Types
Reusable collection of settings:
– metadata (columns)
– document templates
– workflows
– custom Document Information Panel
– information management settings

28. Planning Content Types
 Where?
 How?
 Why?
 What?
Content TypeContent Type
MapMap

29. 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

30. Planning Content Types –
The Document Templates

31. Planning Content Types –
The Document Templates

32. Organizing Documents
Please visit my session tomorrow 

33. 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

34. 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

35. 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

36. Searching for Documents in
SharePoint 2010
 Windows 7 Connector for Search

37. 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
 ...

38. Deploying a good Document
Search Infrastructure
 Test! Test! Test!
With REAL End-users!
 Learn! Learn! Learn!

39. Search in SharePoint 2010
 Visit my Search sessions on Thursday

40. Thank you!
Please be sure to fill out your
session evaluation!