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Best Practices for Organizing Documents in SharePoint 2010

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Agnes Molnar
Agnes Molnar
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Best Practices for Organizing Documents in SharePoint 2010 Ágnes Molnár SharePoint Server MVP, Senior Solutions Consultant
About the Speaker... • Ágnes Molnár – SharePoint Server MVP – Senior Solutions Consultant, BA Insight – http://www.BAInsight.com – http://aghy.hu – E-mail: Agnes.Molnar@BAInsight.com, aghy@aghy.hu – Twitter: @molnaragnes
Agenda • Introduction: – SharePoint 2010 Capabilities for supporting Document Management • Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
Document Management General Requirements
Document Management General Requirements • Store, edit, organize, etc. • Properties and metadata • Version management • Permission management • Workflows • Content Types • Document Templates • Extensibility • Office Web Apps / SharePoint Workspace • Search – and Find... 5
SharePoint 2010 Capabilities • Document Libraries & Folders • Content Types • Document Sets • Metadata Management • Document ID • Workflows • Content Organizer Rules • Office 2010 Integration • Office Web Apps • SharePoint Workspace 2010
Agenda • Introduction: – SharePoint 2010 Capabilities for supporting Document Management • Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
Location: Folders vs. Document Sets • Document Sets: Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.
Location: Folders vs. Document Sets Document_1 Document_F1_1 Document_2 Document_F1_2 Folder_1 Document Library Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1 Folder_2 DocumentSet_F1_1 Document_DS_F1_1_1 Folder_3 Document_DS1_1 DocumentSet_1 Document_DS1_2
Agenda • Introduction: – SharePoint 2010 Capabilities for supporting Document Management • Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
Metadata Management • Managed Metadata: A hierarchical collection of centrally managed terms that you can define and then use as attributes for items. Benefits: – Consistent use of terminology – Better search results – Dynamic
Metadata Management List Columns Managed Metadata Local term sets Global term sets Managed in the context Managed out of context Static Dynamic Managed by admins Managed by owners Can be imported from CSV
Metadata Management • Best Practices for Metadata Management – Has to be defined by the business! But usually they cannot  Help but don’t drive! – Users are not taxonomy experts - Teach them! • Managing metadata • Using metadata • Think in managed metadata – Taxonomy vs. Folksonomy – Build hierarchy – instead of flat term stores – Be careful of legal requirements
Agenda • Introduction: – SharePoint 2010 Capabilities for supporting Document Management • Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
Content Types • Create your own „root” content types Document Document_ Root Technical Contract Marketing Document Requiremen User Presentatio Case Study ts Manual n System For Requiremen Business ts Decision Makers Functional Requiremen For ts Developers For Admins
Content Types • Organize the Templates into Template Libraries
Content Types • Organize the Templates into Template Libraries
Agenda • Introduction: – SharePoint 2010 Capabilities for supporting Document Management • Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
Content Organizer Rules • Property based rules • Users don’t need to know where to save anymore • Well organized content • Searchability and Findability
Content Organizer Rules • Use if you have clear organizing requirements • Deploy a good Search Architecture  Search Based Navigation • Don’t forget to turn on the Content Organizer Feature – on the Target Site too! • Don’t forget to implement Content Types in the Target Libraries • Teach the users!
Thank you! E-mail: Agnes.Molnar@BAInsight.com Twitter: @molnaragnes Blog: http://aghy.hu

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Best Practices for Organizing Documents in SharePoint 2010

  • 1. Best Practices for Organizing Documents in SharePoint 2010 Ágnes Molnár SharePoint Server MVP, Senior Solutions Consultant
  • 2. About the Speaker... • Ágnes Molnár – SharePoint Server MVP – Senior Solutions Consultant, BA Insight – http://www.BAInsight.com – http://aghy.hu – E-mail: Agnes.Molnar@BAInsight.com, aghy@aghy.hu – Twitter: @molnaragnes
  • 3. Agenda • Introduction: – SharePoint 2010 Capabilities for supporting Document Management • Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
  • 5. Document Management General Requirements • Store, edit, organize, etc. • Properties and metadata • Version management • Permission management • Workflows • Content Types • Document Templates • Extensibility • Office Web Apps / SharePoint Workspace • Search – and Find... 5
  • 6. SharePoint 2010 Capabilities • Document Libraries & Folders • Content Types • Document Sets • Metadata Management • Document ID • Workflows • Content Organizer Rules • Office 2010 Integration • Office Web Apps • SharePoint Workspace 2010
  • 7. Agenda • Introduction: – SharePoint 2010 Capabilities for supporting Document Management • Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
  • 8. Location: Folders vs. Document Sets • Document Sets: Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.
  • 9. Location: Folders vs. Document Sets Document_1 Document_F1_1 Document_2 Document_F1_2 Folder_1 Document Library Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1 Folder_2 DocumentSet_F1_1 Document_DS_F1_1_1 Folder_3 Document_DS1_1 DocumentSet_1 Document_DS1_2
  • 10. Agenda • Introduction: – SharePoint 2010 Capabilities for supporting Document Management • Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
  • 11. Metadata Management • Managed Metadata: A hierarchical collection of centrally managed terms that you can define and then use as attributes for items. Benefits: – Consistent use of terminology – Better search results – Dynamic
  • 12. Metadata Management List Columns Managed Metadata Local term sets Global term sets Managed in the context Managed out of context Static Dynamic Managed by admins Managed by owners Can be imported from CSV
  • 13. Metadata Management • Best Practices for Metadata Management – Has to be defined by the business! But usually they cannot  Help but don’t drive! – Users are not taxonomy experts - Teach them! • Managing metadata • Using metadata • Think in managed metadata – Taxonomy vs. Folksonomy – Build hierarchy – instead of flat term stores – Be careful of legal requirements
  • 14. Agenda • Introduction: – SharePoint 2010 Capabilities for supporting Document Management • Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
  • 15. Content Types • Create your own „root” content types Document Document_ Root Technical Contract Marketing Document Requiremen User Presentatio Case Study ts Manual n System For Requiremen Business ts Decision Makers Functional Requiremen For ts Developers For Admins
  • 16. Content Types • Organize the Templates into Template Libraries
  • 17. Content Types • Organize the Templates into Template Libraries
  • 18. Agenda • Introduction: – SharePoint 2010 Capabilities for supporting Document Management • Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
  • 19. Content Organizer Rules • Property based rules • Users don’t need to know where to save anymore • Well organized content • Searchability and Findability
  • 20. Content Organizer Rules • Use if you have clear organizing requirements • Deploy a good Search Architecture  Search Based Navigation • Don’t forget to turn on the Content Organizer Feature – on the Target Site too! • Don’t forget to implement Content Types in the Target Libraries • Teach the users!
  • 21. Thank you! E-mail: Agnes.Molnar@BAInsight.com Twitter: @molnaragnes Blog: http://aghy.hu