You can read summary of what was talked at http://thuansoldier.net/?p=4215

1. Document Management
System
Thuan Nguyen
Principal Consultant, Microsoft MVP

2. Agenda
 Overview of SharePoint
 Document Management Solution

3. Overview of SharePoint

4. SharePoint is a one-stop business
collaboration platform where people work
together to improve business operation
80% of Fortune 500 companies
are using SharePoint

5. Collaboration PlatformCollaboration Platform

6. Different office locations

7. …as if we’re in
the same placeVietnam
Japan

8. SharePoint is a clay you can module
what you want it to be.

10. Connect and either work with your colleagues regardless
of where you are or mobile devices you are using

11. HRM
Application
CRM System
ERP
Application
Business
Intelligence
ECM
SharePoint
Build an ecosystem of business
productivity through SharePoint
SharePoint now is a centre
where business data is
transformed among different
business management
applications

12. Common solutions
 Intranet/Extranet Collaboration
 Document Management
 Enterprise Content Management
 Internet Public Portal
 Business Process Management
 Business Intelligence

13. Document Management Solution

14. Potential Concerns
 Accessibility
 Security
 Classification
 Search
 Multi-lingual Support

15. Main objectives of DMS
 Access to shared document anywhere
with rights
 Effective classification
 Automate document approval process
 Save time for searching content
 Improve document management
compliance

16. DMS Breakdown features
 Document Center
 Document Library
 Version Management
 Document Approval
 Document Set
 Document ID
 Metadata & Navigation
 Office Web App
 Multi-lingual
 Authentication &
Authorization
 Information Rights
Management
 Archiving
 Audit
 Search
 Offline working
 Translation

17. Document Center
The document center is designed as a repository for lager quantities of
documents. Document center looks like a portal where shared corporate
documents are located.
Find document by ID
View last uploaded
documents

18. Document Library
Document library is a place that is designed to replace folder in common use.
End-user can decide whether uploading a document or creating a new one in
document library.
Folder can be
still used

19. Version Management
Every time a document is edited, a copy of it is created automatically with a
configurable version number. Versioning is helpful protection mechanism
because you can revert to previous version of document, if necessary.

20. Document Approval
Effectively control documents by forcing them to be approved before they
are present to authorized users.
Your company is able to manage corporate documents such as expense
reporting, product design documentation, engineering changes, employee
vacation or so on.
Only visible to
document owner
before approved

22. Document Set
Document Set enables organizations to group multiple documents that support a
single project or task, together into a single entity.

23. Document ID
Document ID is useful for organizations that need to apply compliance for
corporate document.
Document ID is configurable and can be applied globally.

24. Metadata & Navigation
A project documentation may include Author, Client Name, Budget, Project
Name, Project Manager, Expiration Date etc. Apply classification at best with
metadata
Custom navigation allows end-users to choose to see documents based on
metadata (i.e. view all documents related to client A)

25. Office Web App
Office Web App solution, end-users can view, edit documents directly in
browser without having to install Microsoft Office client application in their
personal computer.
View or Edit permission can
be set to specific user or
group in organization.

26. Search
Provide greatest user experience
for end-user. For the use of search
normally, end-user simply needs to
enter keyword in Search box like
Google experience.
Advanced Search offers many
features allowing users to find
information most accurately.

27. Authentication & Authorization
Support Active Directory, OAuth,
SAML, IBM Tivoli, Oracle
Identity…etc.
Permission level can be applied to
specific user or group.

28. Information Rights Management
Prevent an authorized viewer from
copying, modifying, printing, faxing
or copying and pasting the content
for unauthorized use.

29. Archiving
Archiving solution enables
organization to archive
documents when needed. That
said, documents that are no
longer effective could be moved
to another document libraries
Archived documents are still
searchable if necessary.
Capture
Review
ApproveRetrieve
Archive
Compose
Document Lifecycle
Management

30. Audit
Knowing who has done what with which information is very important for
company regulatory compliance. For example, administrator can determine
which users edited a specific document and when they did it.

31. Offline Working
End-users can synchronize shared documents to their personal computers
and mobile devices for offline working. Once their devices connect to the
Internet, chances made on documents would be synchronized to SharePoint
document libraries.

32. Translation
The solution supports translating content in documents from corporate
language to another language using Microsoft Translation Engine.

33. Multi-lingual Support
Not only supporting translation functionality, the solution also supports multi-
lingual format.