1. SharePoint 2010Document Management Agnes Molnar, SharePoint Server MVP

2. About the Speaker... Ágnes Molnár (Ághy) SharePoint Consultant SharePoint Server MVP, MCITP, MCTS, MCT Books contributed: Real World SharePoint 2010 SharePoint Unleashed 2010 Visual Studio 2010 and .NET Framework 4 Six-in-One

3. About the Speaker... Contact info: http://aghy.dotneteers.net E-mail: aghy@aghy.hu Twitter: @molnaragnes Hashtag: #TEC2010

4. Document Management „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.” (Wikipedia)

5. Document Management General Requirements: Store, edit, organize, etc. Properties and metadata Version management Permission management Workflows Content Types Document Templates Extensibility Search – and Find...

6. SP2010 Document Management Capabilities Document Libraries & Folders Content Types Document Sets Metadata Management Document ID Records Management Workflows Content Organizer Rules Office 2010 Integration Office Web Apps SharePoint Workspace 2010

7. Content Types

8. Content Types Classifying SharePoint 2007/2010 Content Properties & Metadata Document Templates Workflows Custom New, Edit, View forms

9. Content Types

10. Content Types – Best Practices At the top level of Site Collection Can be used on all sites Can be the parent of other content types Can be managed together ...except if you have other business requirements... Use Custom Content Type Groups Instead of the default „Custom Content Types”

11. Content Types – Best Practices Create custom „root” Content Types

12. Content Types – Best Practices Don’t use too much Content Types on the same List/Library „Update Child Content Types”

13. Content Types – Best Practices Uploading document Template

14. Content Types – Best Practices ‚Template Library’

15. Document Sets

17. Capabilities:Shared properties Versioning Workflows Permission management Customizable Welcome Page

18. Document Sets vs. Folders

19. Document Sets vs. Folders

20. Document Sets vs. Folders Prefer Folders: If you need a hierarchy inside If you don’t need the extra capabilities of Document Sets Prefer Document Sets: If you don’t need hierarchy inside If you need the extra capabilities For example: Contracts Project documents Usability studies Knowledge Management repositories

21. Metadata Management

22. Metadata Management Managed Metadata: A hierarchical collection of centrally managed terms that you can defineand then use as attributes for items. Benefits: Consistent use of terminology Out of context management Better search results Dynamic

24. Build hierarchy, think in hierarchy

25. Be careful of legal requirements

27. Content Organizer Rules

28. Content Organizer Rules

29. 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!

30. Content Organizer Rules Work only on Submitting Documents! Don’t work on modifying!!!

31. Questions? http://aghy.dotneteers.net E-mail: aghy@aghy.hu Twitter: @molnaragnes Don’t forget to fill out the Evaluation Form!

32. VIELEN DANK! Thank you!