My presentation of SharePoint 2013 Document Management Out of the Box. Many principles can be applied to SharePoint Online (Office 365), SharePoint 2013, SharePoint 2010, and even SharePoint 2007. Illustrated a case study at Deeley Harley-Davidson of Canada.
2. Merci à nos commanditaires!
Thanks to our sponsors!
3. { About.Me() }
• Current SharePoint MVP
• Author for two SP 2010 development books
• SharePoint Architect for Infusion
• Speaker at International Conferences on
SharePoint, at user groups, and at
SharePoint Saturdays
• Certified Trainer for the industry leading
SharePoint training from Critical Path
Training
• Telerik “Insider”
• Holds all MS certifications for SharePoint
2010
• Harley-Davidson ™ Enthusiast!
https://mvp.support.microsoft.com/profile/Ed.Musters
13. Who is Deeley Canada?
• Manufacturer – USA
• Importer – Distributor
• Independent Retailer
14. The Challenge – Typical!
• Quarterly Business Planning Exercise
• Sensitive information for senior management
• Secured on a file share
• Changes e-mailed in password protected files
• Cut and paste to Excel and PowerPoint
• “Versions” postfixed with dates / initials
• Where is the definitive version?
• Where is the latest version?
15. Solution is SharePoint! – Right?
• Team Site thrown up for collaboration
• Information dumped into document library
• Not much thought or planning to the site
• SP is just a glorified web based file share
• Little governance of the activity being performed
• People still e-mail around and edit docs offline
• Site becomes yet another content “ghost town”
• Failure!
16.
17. Information Architecture
• Site Collection: A boundary for a site hierarchy, starting with
the top level site (root site)
• Content Type: A defined schema for your content (think
database schema), that includes meta data, documet template,
and workflow
18. Content Type Hub
• Defined Site Collection to specify content types
• Enterprise wide sharing of SharePoint schema
• Other site collections can subscribe to content type hub
19. Site Collection or Site?
• Create a new boundary (site collection) if:
– A unique group of collaborators (i.e. Security)
– A singular purpose for collaborations
– Site Administration and Ownership of content
– Large size for content database (or quota)
20. Governance!
• Get Executive sponsorship and participation
• Define your document lifecycle and workflow
• Define everybody’s role (and security)
• Define responsibilities and accountability
• Define policies and procedures
• Define communications, operations, and support plans
• Conduct role specific training
21.
22. Content Type Hub – How To
• Create dedicated site collection with blank site template –
define content types
– Control publishing of content types
• Designate site collection as content type hub in Managed
Metadata Service
• Timer Jobs Content Type Hub and Content Type Subscriber
drive publishing
• From Site Collection Admin, one can view “Content type
publishing”
23. Managed Meta Data Service
• Content Type Hub is part of the Managed Meta Data Service,
and the web application “attached” to it
• You can have multiple defined Managed Meta Data Services if
you need to partition Content Type Hub and/or certain
taxonomies.
34. Document Library Settings
• Allow Management of Content Types
• Configure only specific content types
• Require content approval for submitted items
• Configure OOTB approval workflow
• Create major and minor versions
– Set limits for major versions and drafts!
• Draft Item security – only users who can edit
• Require document check out
35.
36.
37. Conclusions
• Top down executive support
• Define document schema enterprise wide in a content type
hub
• Define a site collection for collaboration with a singular
purpose in mind
• Define poeple’s roles and implement using SharePoint groups
• Define document libraries that use only specific content types
• Role specific training!
39. Merci à nos commanditaires!
Thanks to our sponsors!
40. Visitez-nous! – Visit Us!
Site principal / Main site – www.sharepointquebec.org
Twitter - @guspquebec
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Editor's Notes
Suivre Groupe d’usagers SharePoint Québec sur Twitter via @guspquebec
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