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Moving Mountains with SharePoint
Professional Document Management with SharePoint 2013
Oliver Wirkus
Senior Consultant, bridgingIT GmbH
MCTS / MCPD / MCT
@OWirkus
Introduction
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Introduction
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Important Requirements
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Managed metadata – SharePoint 2013
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Content Management: What is it and why do we do it?
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This document discusses content management (CM), including its definition, benefits, and design. CM involves organizing, storing, and disseminating content across departments. It provides value by making content easily searchable and accessible across silos. Effective CM requires changes to organizational culture and processes regarding content creation and sharing. The document outlines the various roles involved in CM and maps their relationships in a CM value chain. It also discusses the information architecture needed to support CM, including taxonomy, metadata, and content services.

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www.sharepointeurope.com
Document Management with
SharePoint 2013
Initial Steps
Requirements Workshop
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 What does the customer understand when thinking
about document management?
 How does the customer work with documents today
and where are the “pain-points”?
 How does the customer envision a future document
management system?
 What internal processes, requirements, and
characteristics must be considered?
Important: Understand your customer and their requirements by learning to listen!
Introductory Workshop
www.sharepointeurope.com
 Quick introduction to SharePoint and standard
possibilities for working with documents
 Examination of observed pain-points and outlines of
possible solutions
 Detailed description of the migration plan and the
migration process
 Explanation of further steps based on a project plan
and definition of milestones
Important: The customer must leave knowing that they have been understood!
Metadata Workshop
www.sharepointeurope.com
Goal: Coordinated metadata concept for the entire enterprise!
 Short presentation on metadata and their value to
document management
 Involve all units and divisions
 Support tool: Use an Excel sheet to build metadata
structures (can be imported back into SharePoint)
 Term sets should be comprehensive…these can still be
amended later

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Content Type Workshop
www.sharepointeurope.com
 Short presentation about content types and their use
for document management
 Involve all units and divisions
 All available document types should be known and
validated (e.g. via a review)
 Consideration should be given to the previously defined
metadata structure
Goal: Clear alignment of document types in the company to content types
Metadata and Content Type Concept
www.sharepointeurope.com
 Up to three (3) company-wide (global) metadata
definitions per content type (required)
 Up to four (4) unit-specific metadata definitions per
content type
 Optional metadata and required metadata should be
well-balanced
Content
Type 1
Global Global Global Devision 1 Devision 1 Devision 1 Devision 1
Content
Type 2
Global Global Global Devision 2 Devision 2 Devision 2 Devision 2
www.sharepointeurope.com
Document Management with
SharePoint 2013
Employment scenarios of
individual features
Using Templates in Document Libraries
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 Close tie-ins with the MS Office client application
 Saving directly to libraries, no need to navigate
with URLs
 Easy transition from previous ways of working
 Metadata exchange between Office and
SharePoint (Document Information Panel)

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Share point document management
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This document provides an overview of SharePoint document management capabilities including: - SharePoint allows storage, collaboration, updating, management, archiving and restoring of documents and work items according to compliance policies. - It reviews SharePoint versions and features like document libraries, version control, and content approval. - An exercise walks through uploading a document to a library, enabling versioning and content approval, and checking the document in and out while making changes.

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Editing Documents
www.sharepointeurope.com
 Enable Versioning
 Clear User Experience advantages
 Be aware of Draft Item Security!
 Recommendation: Set up Shredded Storage!
 Offer Check-In / Check-Out functionality
 Helps users transition from previous ways of working
 Co-authoring possible with client applications and Office
Web Apps
http://technet.microsoft.com/de-de/library/ff718249.aspx
Using Taxonomy and Folksonomy
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 Taxonomy: predefined corporate keywords
 Users cannot initiate changes to these
 Folksonomy: personal keywords applied by users
 Maintained by individual users
 Can be added to taxonomy by administrators
 Offers opportunities for personalization
 Wisdom of crowds
Never
underestimate the
power of users, you
must!
Using Document IDs
www.sharepointeurope.com
 Every document receives its own unique ID
 Documents can be accessed via their ID (PermaLink)
 Via a URL, e.g. /_layouts/DocIdRedir.aspx?ID=VYV9WKWT4CCY-1-1
 Via a Web Part (Find by Document ID)
 A Document ID persists even when the document is moved
 A Document ID can be embedded directly into documents
(Quick Parts -> Document Property -> Document ID value)
 Document IDs are unique within individual Site Collections
 Individual (custom) Document ID Providers can be created easily
http://www.sharepointeurope.com/blog/2013/11/21/how-to-create-a-custom-document-id-provider-with-sharepoint-2013
http://www.sharepointeurope.com/blog/2013/6/26/sharepoint-moving-a-document-with-a-document-id-to-another-site-collection
Setting up Document IDs
www.sharepointeurope.com
 First, activate the relevant Site Collection Feature:
 Second, configure Documents IDs via Site Collection Settings:

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This document is a 36 slide PowerPoint presentation by Metataxis on metadata management in SharePoint 2013. It provides an overview of key concepts like columns, content types, term sets, and the managed metadata service. It also discusses best practices for information architecture, governance, and ongoing management of metadata in SharePoint. The presentation aims to be interactive and cover both technical and practical information management topics at a level that is not purely technical.

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Document Set
www.sharepointeurope.com
 Multiple documents can be grouped together as a Document Set
 Comparable to a typical file folder
 Document Sets are saved as one single entry in libraries
 Document Sets are much more powerful than folders
 Recommendation: avoid using folders in libraries!
 To use, the relevant Site Collection Feature must be activated
 … and a custom Content Type based on Document Set must be added to each library!
Document Set vs Folder
www.sharepointeurope.com
 Permitted Content Types can be defined
 Metadata are inherited from Shared Columns by all documents in a Document Set
 The Welcome Page is configurable
 Columns to display metadata can be defined
 Individualized logos can be displayed
 SharePoint Designer can be used for configurations
 Default documents can be added automatically when a Document Set is created
 Workflows can be linked with Document Sets
 Version control can be implemented for Document Sets und documents
http://sharepointcommunity.de/blogs/owirkus/archive/2013/04/15/sharepoint-2013-versioning-and-document-sets.aspx
http://sharepointmaven.com/12-reasons-folders-sharepoint-bad-idea/
Using Ratings
www.sharepointeurope.com
 SharePoint 2013 offers two (2) different types of Ratings:
 5-Star Rating (anonymous)
 Like / Dislike (personalized)
 Rating can be configured for every library or list individually
Don‘t forget:
Involve your
Works Council
when
necessary!
Ratings support users when finding documents via search results!
www.sharepointeurope.com
Document Management with
SharePoint 2013
Building Structures

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Creating a Document Center
www.sharepointeurope.com
 All available possibilities are introduced and
summarized in the “Document Center”
 Configure Document Center
 Design the Welcome Page
 Set up permissions
 Create libraries based on Content Types
 Define procedures, e.g. when documents
are moved to a Document Center
Approaches for Structures
www.sharepointeurope.comTraditional Distributed
Structuring Document Centers
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Content Type Syndication
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 Content Types should be saved and managed centrally
 Site Collections are defined as Hubs within the Managed Metadata Service
 Then, activate the Site Collection Feature Content Type Syndication Hub
 Later, the Content Type Hub can only be changed via PowerShell!
 Content Types are published to all Site Collections of a Web Application via TimerJobs
(Content Type Subscriber Job)

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Configuring Document Centers
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?
Content Organizer Function
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 Users will not know where a document should be saved
 The Content Organizer automates saving within the Document Center
 Documents are moved to target Libraries based on defined rules
 Users use the Drop Off Library exclusively
 The required Site Feature must be activated:
 Documents can also be moved to other sites:
Content Organizer Function
www.sharepointeurope.com
 Users will not know where a document should be saved
 The Content Organizer automates saving within the Document Center
 Documents are moved to target Libraries based on defined rules
 Users use the Drop Off Library exclusively
 The required Site Feature must be activated:
 Documents can also be moved to other sites:
Content Organizer Rules
www.sharepointeurope.com
Rules are based on Content Types…
…and expressions that evaluate metadata…
…and a target Library where documents
are moved when given rules apply

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Content Organizer Rules
www.sharepointeurope.com
Rules are based on Content Types…
…and expressions that evaluate metadata…
…and a target Library where documents
are moved when given rules apply
Retention
www.sharepointeurope.com
 Documents should not remain in the Document Center forever. They must be checked or
subjected to review periodically!
 Setting Retention Rules (in Information Management Policy Settings)
 Retention Rules are based on conditions and actions
For example: “When document is older than one (1) year, execute a workflow”
 Retention Rules are configured based on Content Types and Metadata
 Local Retention Rules apply to individual Libraries or Folders. They are activated via this
Site Collection Feature:
Retention
www.sharepointeurope.com
 Documents should not remain in the Document Center forever. They must be checked or
subjected to review periodically!
 Setting Retention Rules (in Information Management Policy Settings)
 Retention Rules are based on conditions and actions
For example: “When document is older than one (1) year, execute a workflow”
 Retention Rules are configured based on Content Types and Metadata
 Local Retention Rules apply to individual Libraries or Folders. They are activated via this
Site Collection Feature:
www.sharepointeurope.com
Document Management with
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Creating a Records Center
www.sharepointeurope.com
 The Records Center template allows
documents to be archived
 Configure Records Center
 Design the Welcome Page
 Set up permissions
 Set up retention
 Create libraries based on Content Types
 Define procedures, for example when
documents are to be moved to a Records
Center
Archiving Documents
www.sharepointeurope.com
How are documents moved to a Records Center?
 Establish ‘Send to’-connections
 Central Administration, General Application Settings
 Note: a valid URL for a ‚Send to‘-connection can be obtained, for example, via the target
Site Settings: Site Administration -> Content Organizer Settings -> Submission Points
 Configuration of Retention Rules in a Document Center
 Rule-based transfer of documents to a Record Center
 Manually use the ‚Drop Off‘-Library of a Record Center
 Utilize Custom Workflows
Archiving Documents
www.sharepointeurope.com
How are documents moved to a Records Center?
 Establish ‘Send to’-connections
 Central Administration, General Application Settings
 Note: a valid URL for a ‚Send to‘-connection can be obtained, for example, via the target
Site Settings: Site Administration -> Content Organizer Settings -> Submission Points
 Configuration of Retention Rules in a Document Center
 Rule-based transfer of documents to a Record Center
 Manually use the ‚Drop Off‘-Library of a Record Center
 Utilize Custom Workflows
Bypassing Rule-based Processing
www.sharepointeurope.com
 Occasionally, documents should be exempted from automatic rule-based manipulation, e.g.
during legal contestations
 This feature must be activated in order to define exceptions to rules:
 Now, Hold will appear in Site Settings
 A new Holds entry defines a new exception
 In order to apply the exception, open the Compliance Details
 Exempted documents are marked with a lock icon

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www.sharepointeurope.com
Document Management with
SharePoint 2013
Summary & Best Practices
Summary
www.sharepointeurope.com
 Professional Document Management is
possible with SharePoint 2013
 Many features improve working with
documents
 Templates support the building of
structures
 Document Center
 Records Center
 Content Types and metadata can both be
managed centrally
 SharePoint 2013 has been optimized for
large volumes of data
Document Management with
SharePoint 2013?
Easy to configure – easy to use!
My Best Practices
www.sharepointeurope.com
 Use workshops with all divisions in order to create metadata structures truly reflective of
company requirements
 Use Content Types and Content Type Inheritances whenever possible!
 Carefully plan Content Organizer Rules! Involve corporate divisions as Rule Administrators!
 Subject Metadata and Content Types to multiple validations before beginning the
implementation of a Document Center or Records Center in SharePoint 2013!
 Involve corporate divisions as metadata administrators. Metadata should not be administered
by the IT department alone!
 Integrate Document Center and Records Center with existing Intranet structures. Multiple
Document Centers and Records Centers are possible!
www.sharepointeurope.com
Questions? Feel free to ask me directly…
http://www.sharepointcommunity.de/blogs/owirkus
…or find me on Twitter!…or visit my blog
@OWirkus

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This document summarizes a presentation on using SharePoint 2013 for enterprise content management (ECM) and records management (ERM). It discusses why organizations use SharePoint for these purposes due to its cost advantages over competitors and integration capabilities. It outlines SharePoint's ECM and ERM features and limitations. It provides examples of overcoming limitations through custom configurations and third-party tools. The presentation emphasizes aligning ERM with business needs and integrating it with everyday processes rather than creating isolated records systems.

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The document is a presentation on managed metadata in SharePoint 2013. It discusses the new managed metadata service, term store, and content type syndication features. The presentation provides an overview of these new features, including improvements to the user interface for managing terms, support for multi-lingual terms, managed navigation, hashtags, and the taxonomy API. It also discusses considerations for using term sets, columns, and content type publishing across sites.

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Moving mountains with Sharepoint - Document Management with SharePoint 2013

  • 1. Moving Mountains with SharePoint Professional Document Management with SharePoint 2013 Oliver Wirkus Senior Consultant, bridgingIT GmbH MCTS / MCPD / MCT @OWirkus
  • 6. Requirements Workshop www.sharepointeurope.com  What does the customer understand when thinking about document management?  How does the customer work with documents today and where are the “pain-points”?  How does the customer envision a future document management system?  What internal processes, requirements, and characteristics must be considered? Important: Understand your customer and their requirements by learning to listen!
  • 7. Introductory Workshop www.sharepointeurope.com  Quick introduction to SharePoint and standard possibilities for working with documents  Examination of observed pain-points and outlines of possible solutions  Detailed description of the migration plan and the migration process  Explanation of further steps based on a project plan and definition of milestones Important: The customer must leave knowing that they have been understood!
  • 8. Metadata Workshop www.sharepointeurope.com Goal: Coordinated metadata concept for the entire enterprise!  Short presentation on metadata and their value to document management  Involve all units and divisions  Support tool: Use an Excel sheet to build metadata structures (can be imported back into SharePoint)  Term sets should be comprehensive…these can still be amended later
  • 9. Content Type Workshop www.sharepointeurope.com  Short presentation about content types and their use for document management  Involve all units and divisions  All available document types should be known and validated (e.g. via a review)  Consideration should be given to the previously defined metadata structure Goal: Clear alignment of document types in the company to content types
  • 10. Metadata and Content Type Concept www.sharepointeurope.com  Up to three (3) company-wide (global) metadata definitions per content type (required)  Up to four (4) unit-specific metadata definitions per content type  Optional metadata and required metadata should be well-balanced Content Type 1 Global Global Global Devision 1 Devision 1 Devision 1 Devision 1 Content Type 2 Global Global Global Devision 2 Devision 2 Devision 2 Devision 2
  • 11. www.sharepointeurope.com Document Management with SharePoint 2013 Employment scenarios of individual features
  • 12. Using Templates in Document Libraries www.sharepointeurope.com  Close tie-ins with the MS Office client application  Saving directly to libraries, no need to navigate with URLs  Easy transition from previous ways of working  Metadata exchange between Office and SharePoint (Document Information Panel)
  • 13. Editing Documents www.sharepointeurope.com  Enable Versioning  Clear User Experience advantages  Be aware of Draft Item Security!  Recommendation: Set up Shredded Storage!  Offer Check-In / Check-Out functionality  Helps users transition from previous ways of working  Co-authoring possible with client applications and Office Web Apps http://technet.microsoft.com/de-de/library/ff718249.aspx
  • 14. Using Taxonomy and Folksonomy www.sharepointeurope.com  Taxonomy: predefined corporate keywords  Users cannot initiate changes to these  Folksonomy: personal keywords applied by users  Maintained by individual users  Can be added to taxonomy by administrators  Offers opportunities for personalization  Wisdom of crowds Never underestimate the power of users, you must!
  • 15. Using Document IDs www.sharepointeurope.com  Every document receives its own unique ID  Documents can be accessed via their ID (PermaLink)  Via a URL, e.g. /_layouts/DocIdRedir.aspx?ID=VYV9WKWT4CCY-1-1  Via a Web Part (Find by Document ID)  A Document ID persists even when the document is moved  A Document ID can be embedded directly into documents (Quick Parts -> Document Property -> Document ID value)  Document IDs are unique within individual Site Collections  Individual (custom) Document ID Providers can be created easily http://www.sharepointeurope.com/blog/2013/11/21/how-to-create-a-custom-document-id-provider-with-sharepoint-2013 http://www.sharepointeurope.com/blog/2013/6/26/sharepoint-moving-a-document-with-a-document-id-to-another-site-collection
  • 16. Setting up Document IDs www.sharepointeurope.com  First, activate the relevant Site Collection Feature:  Second, configure Documents IDs via Site Collection Settings:
  • 17. Document Set www.sharepointeurope.com  Multiple documents can be grouped together as a Document Set  Comparable to a typical file folder  Document Sets are saved as one single entry in libraries  Document Sets are much more powerful than folders  Recommendation: avoid using folders in libraries!  To use, the relevant Site Collection Feature must be activated  … and a custom Content Type based on Document Set must be added to each library!
  • 18. Document Set vs Folder www.sharepointeurope.com  Permitted Content Types can be defined  Metadata are inherited from Shared Columns by all documents in a Document Set  The Welcome Page is configurable  Columns to display metadata can be defined  Individualized logos can be displayed  SharePoint Designer can be used for configurations  Default documents can be added automatically when a Document Set is created  Workflows can be linked with Document Sets  Version control can be implemented for Document Sets und documents http://sharepointcommunity.de/blogs/owirkus/archive/2013/04/15/sharepoint-2013-versioning-and-document-sets.aspx http://sharepointmaven.com/12-reasons-folders-sharepoint-bad-idea/
  • 19. Using Ratings www.sharepointeurope.com  SharePoint 2013 offers two (2) different types of Ratings:  5-Star Rating (anonymous)  Like / Dislike (personalized)  Rating can be configured for every library or list individually Don‘t forget: Involve your Works Council when necessary! Ratings support users when finding documents via search results!
  • 21. Creating a Document Center www.sharepointeurope.com  All available possibilities are introduced and summarized in the “Document Center”  Configure Document Center  Design the Welcome Page  Set up permissions  Create libraries based on Content Types  Define procedures, e.g. when documents are moved to a Document Center
  • 24. Content Type Syndication www.sharepointeurope.com  Content Types should be saved and managed centrally  Site Collections are defined as Hubs within the Managed Metadata Service  Then, activate the Site Collection Feature Content Type Syndication Hub  Later, the Content Type Hub can only be changed via PowerShell!  Content Types are published to all Site Collections of a Web Application via TimerJobs (Content Type Subscriber Job)
  • 26. Content Organizer Function www.sharepointeurope.com  Users will not know where a document should be saved  The Content Organizer automates saving within the Document Center  Documents are moved to target Libraries based on defined rules  Users use the Drop Off Library exclusively  The required Site Feature must be activated:  Documents can also be moved to other sites:
  • 27. Content Organizer Function www.sharepointeurope.com  Users will not know where a document should be saved  The Content Organizer automates saving within the Document Center  Documents are moved to target Libraries based on defined rules  Users use the Drop Off Library exclusively  The required Site Feature must be activated:  Documents can also be moved to other sites:
  • 28. Content Organizer Rules www.sharepointeurope.com Rules are based on Content Types… …and expressions that evaluate metadata… …and a target Library where documents are moved when given rules apply
  • 29. Content Organizer Rules www.sharepointeurope.com Rules are based on Content Types… …and expressions that evaluate metadata… …and a target Library where documents are moved when given rules apply
  • 30. Retention www.sharepointeurope.com  Documents should not remain in the Document Center forever. They must be checked or subjected to review periodically!  Setting Retention Rules (in Information Management Policy Settings)  Retention Rules are based on conditions and actions For example: “When document is older than one (1) year, execute a workflow”  Retention Rules are configured based on Content Types and Metadata  Local Retention Rules apply to individual Libraries or Folders. They are activated via this Site Collection Feature:
  • 31. Retention www.sharepointeurope.com  Documents should not remain in the Document Center forever. They must be checked or subjected to review periodically!  Setting Retention Rules (in Information Management Policy Settings)  Retention Rules are based on conditions and actions For example: “When document is older than one (1) year, execute a workflow”  Retention Rules are configured based on Content Types and Metadata  Local Retention Rules apply to individual Libraries or Folders. They are activated via this Site Collection Feature:
  • 33. Creating a Records Center www.sharepointeurope.com  The Records Center template allows documents to be archived  Configure Records Center  Design the Welcome Page  Set up permissions  Set up retention  Create libraries based on Content Types  Define procedures, for example when documents are to be moved to a Records Center
  • 34. Archiving Documents www.sharepointeurope.com How are documents moved to a Records Center?  Establish ‘Send to’-connections  Central Administration, General Application Settings  Note: a valid URL for a ‚Send to‘-connection can be obtained, for example, via the target Site Settings: Site Administration -> Content Organizer Settings -> Submission Points  Configuration of Retention Rules in a Document Center  Rule-based transfer of documents to a Record Center  Manually use the ‚Drop Off‘-Library of a Record Center  Utilize Custom Workflows
  • 35. Archiving Documents www.sharepointeurope.com How are documents moved to a Records Center?  Establish ‘Send to’-connections  Central Administration, General Application Settings  Note: a valid URL for a ‚Send to‘-connection can be obtained, for example, via the target Site Settings: Site Administration -> Content Organizer Settings -> Submission Points  Configuration of Retention Rules in a Document Center  Rule-based transfer of documents to a Record Center  Manually use the ‚Drop Off‘-Library of a Record Center  Utilize Custom Workflows
  • 36. Bypassing Rule-based Processing www.sharepointeurope.com  Occasionally, documents should be exempted from automatic rule-based manipulation, e.g. during legal contestations  This feature must be activated in order to define exceptions to rules:  Now, Hold will appear in Site Settings  A new Holds entry defines a new exception  In order to apply the exception, open the Compliance Details  Exempted documents are marked with a lock icon
  • 38. Summary www.sharepointeurope.com  Professional Document Management is possible with SharePoint 2013  Many features improve working with documents  Templates support the building of structures  Document Center  Records Center  Content Types and metadata can both be managed centrally  SharePoint 2013 has been optimized for large volumes of data Document Management with SharePoint 2013? Easy to configure – easy to use!
  • 39. My Best Practices www.sharepointeurope.com  Use workshops with all divisions in order to create metadata structures truly reflective of company requirements  Use Content Types and Content Type Inheritances whenever possible!  Carefully plan Content Organizer Rules! Involve corporate divisions as Rule Administrators!  Subject Metadata and Content Types to multiple validations before beginning the implementation of a Document Center or Records Center in SharePoint 2013!  Involve corporate divisions as metadata administrators. Metadata should not be administered by the IT department alone!  Integrate Document Center and Records Center with existing Intranet structures. Multiple Document Centers and Records Centers are possible!
  • 40. www.sharepointeurope.com Questions? Feel free to ask me directly… http://www.sharepointcommunity.de/blogs/owirkus …or find me on Twitter!…or visit my blog @OWirkus

Editor's Notes

  1. Document Ids have s special format!
  2. Thank you for your ATTENTION. It has been a real pleasure for me to talk about Document Management with SharePoint in front of that awesome audience!