The document discusses best practices for document management using SharePoint, focusing on effective collaboration and governance. It emphasizes the creation of a content type hub, defining roles and responsibilities, and establishing a clear document lifecycle to avoid content chaos. The presentation also highlights the importance of executive support and proper training for successful SharePoint implementations.

1. SP 2013: Document
Management Out of the Box
SharePoint Saturday – MONTRÉAL
2 février 2013 – February 2nd 2013

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

4. London Kraków Dubai New York Toronto Boston

5. And, yes, I do really have a Black
Belt. 

6. Published Books

7. Prize! Telerik DevCraft Ultimate Collection

9. SharePoint Document Management Out of Box

11. The Good Old Team Site!

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!

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

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.

24. Deeley Content Types

25. Content Types in Hub

26. Key Content Type Settings
• Advanced Settings
– Document Template
• Workflow Settings
– Associate workflow templates
• Information Management Policy
– Define retention stages
– Enable Auditing

27. Content Types in Hub
• Control of Publishing content types

29. Document Management Site

31. Doc Management Site Settings
• Site Collection Administration -> Content type publishing

33. Business Planning Document Library

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

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!

38. Remerciements / Thanks
Questions et réponses / Q&A
emusters@infusion.com

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Thanks to our sponsors!

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