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Organizing Documents in SharePoint 2010,[object Object],Ágnes Molnár,[object Object],Senior SharePoint Consultant,,[object Object],SharePoint Server MVP,,[object Object],Solutions Consultant Partner at BA-Insight,[object Object]
About the Speaker,[object Object],2,[object Object],Senior SharePoint Consultant,[object Object],SharePoint Server MVP since 2008,[object Object],Solutions Consultant Partner at BA-Insight,[object Object],Conferences,[object Object],SharePoint Best Practices Conferences ,[object Object],2008, 2009, 2010, 2011,[object Object],SharePoint Evolutions Conference,[object Object],The Experts Conference,[object Object],Slovenian SharePoint Conference,[object Object],SharePoint Conference Peru,[object Object],SharePoint Saturdays,[object Object],SharePoint User Group Meetings,[object Object],...,[object Object]
About the Speaker,[object Object],3,[object Object],Books Contributed:,[object Object]
Agenda,[object Object],Introduction:,[object Object],SharePoint 2010 Capabilities for supporting Document Management,[object Object],Best Practices:,[object Object],Folders vs. Document Sets,[object Object],Metadata management,[object Object],Content Types,[object Object],Content Organizer Rules,[object Object]
Document Management,[object Object],„A document management system (DMS) is a computer system (or set of computer programs) used to track and storeelectronic documents and/or images of paper documents.” ,[object Object],(Wikipedia),[object Object]
Document Management General Requirements,[object Object],Store, edit, organize, etc.,[object Object],Properties and metadata,[object Object],Version management,[object Object],Permission management,[object Object],Workflows,[object Object],Content Types,[object Object],Document Templates,[object Object],Extensibility,[object Object],Search – and Find...,[object Object],6,[object Object]
SharePoint 2010 Capabilities,[object Object],Document Libraries & Folders,[object Object],Content Types,[object Object],Document Sets,[object Object],Metadata Management,[object Object],Document ID,[object Object],Workflows,[object Object],Content Organizer Rules,[object Object],Office 2010 Integration,[object Object],Office Web Apps,[object Object],SharePoint Workspace 2010,[object Object]
Agenda,[object Object],Introduction:,[object Object],SharePoint 2010 Capabilities for supporting Document Management,[object Object],Best Practices:,[object Object],Folders vs. Document Sets,[object Object],Metadata management,[object Object],Content Types,[object Object],Content Organizer Rules,[object Object]
Folders vs. Document Sets,[object Object],Document Sets: ,[object Object],Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.,[object Object]
Folders vs. Document Sets,[object Object],Document_1,[object Object],Document_F1_1,[object Object],Document_2,[object Object],Document_F1_2,[object Object],Folder_1,[object Object],Document Library,[object Object],Folder_F1_1,[object Object],Folder_F1_1_1,[object Object],Document_F1_1_1_1,[object Object],Folder_2,[object Object],DocumentSet_F1_1,[object Object],Document_DS_F1_1_1,[object Object],Folder_3,[object Object],Document_DS1_1,[object Object],DocumentSet_1,[object Object],Document_DS1_2,[object Object]
Folders vs. Document Sets,[object Object],Prefer Folders:,[object Object],If you need a hierarchy inside,[object Object],If you don’t need the extra capabilities of Document Sets,[object Object],Prefer Document Sets:,[object Object],If you don’t need hierarchy inside,[object Object],If you do need the extra capabilities,[object Object],For example:,[object Object],Contracts,[object Object],Project documents,[object Object],Usability studies,[object Object],Knowledge Management repositories,[object Object]
Agenda,[object Object],Introduction:,[object Object],SharePoint 2010 Capabilities for supporting Document Management,[object Object],Best Practices:,[object Object],Folders vs. Document Sets,[object Object],Metadata management,[object Object],Content Types,[object Object],Content Organizer Rules,[object Object]
Metadata Management,[object Object],Managed Metadata:,[object Object],A hierarchical collection of centrally managed terms that you can defineand then use as attributes for items.,[object Object],Benefits:,[object Object],Consistentuse of terminology,[object Object],Better search results,[object Object],Dynamic,[object Object]
Metadata Management,[object Object]
Metadata Management,[object Object],Best Practices for Metadata Management,[object Object],Has to be defined by the business!,[object Object],But usually they cannot Help but don’t drive!,[object Object],Users are not taxonomy experts - Teach them!,[object Object],Managing metadata,[object Object],Using metadata,[object Object],Think in managed metadata,[object Object],Build hierarchy –  instead of flat term stores,[object Object],Be careful of legal requirements,[object Object]
Agenda,[object Object],Introduction:,[object Object],SharePoint 2010 Capabilities for supporting Document Management,[object Object],Best Practices:,[object Object],Folders vs. Document Sets,[object Object],Metadatamanagement,[object Object],Content Types,[object Object],Content Organizer Rules,[object Object]
Content Types,[object Object],Create Content Types at the top level of Site Collection – except if you have other business requirements,[object Object],Can be used on all sites,[object Object],Can be the parent of other content types,[object Object],Can be managed together,[object Object],Use your own Content Type groups instead of the default „Custom Content Types”,[object Object]
Content Types,[object Object],Create your own „root” content types,[object Object]
Content Types,[object Object],Organize the Templates into Template Libraries,[object Object]
Content Types,[object Object],Organize the Templates into Template Libraries,[object Object]
Agenda,[object Object],Introduction:,[object Object],SharePoint 2010 Capabilities for supporting Document Management,[object Object],Best Practices:,[object Object],Folders vs. Document Sets,[object Object],Metadatamanagement,[object Object],Content Types,[object Object],Content Organizer Rules,[object Object]
Content Organizer Rules,[object Object],Property based rules,[object Object],Users don’t need to know where to save anymore,[object Object],Well organized content,[object Object],Searchability and Findability,[object Object]
Content Organizer Rules,[object Object]
Content Organizer Rules,[object Object]

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Organizing Documents in SharePoint 2010

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