10 Best Practices for Developing and Using SharePoint Libraries

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1 An Applied Knowledge Group, Inc. Whitepaper 2100 Reston Parkway Suite 400 Reston, Virginia Best Practices for Developing and Using SharePoint Libraries Best Practices and Strategy to Incorporate People, Process, and Learning with Technology By Katherine Gessner Renee Montgomery

2 Introduction This white paper outlines a strategic plan that incorporates people, process, learning and technology when developing and using SharePoint libraries. This information can help you better organize the libraries you and your team already have in place, or provide assistance for planning your future SharePoint document management system. A key in creating effective SharePoint document libraries is in understanding how the people and processes currently work with the documents, and incorporating this into the user adoption strategy to promote proper utilization. Background Properly structuring document libraries is one of the first steps to aiding adoption and improving collaboration within your organization. The robust document management capabilities of SharePoint libraries are often the main reason organizations decide to implement SharePoint. SharePoint offers never-ending possibilities and functionality for document management, which makes it very important to get it right from the beginning. Properly implementing SharePoint libraries to ensure user adoption helps to advocate future growth of the collaborative technology, and increase the Return on Investment (ROI) of the technology. Whether you are introducing, developing, or currently using SharePoint libraries incorporating these best practices and processes will help you and your team experience SharePoint libraries to their fullest potential. Allow these 10 specific SharePoint Library rules to guide you and your team toward a successful document management system and help you avoid some major pitfalls and solve problems along the way. Key Benefits of SharePoint Libraries SharePoint has so many features it often overwhelms new users and managers planning an implementation. It is best to approach from a benefit perspective and focus on an area where you have a business problem. For SharePoint libraries, the following are some key benefits that help improve business processes for document management. Ability to apply custom properties (metadata) to documents so you can store more information about their content. Properties allow you to more effectively store, organize, and retrieve large groups of documents. You can create shared or personal views to sort and filter documents that are of interest. Content approval allows site managers to approve or reject which documents get added to a document library. Version History You can easily create workflow processes for reviews, editing and approvals. 2

3 There are many types of SharePoint Libraries. It is important to pick the correct library for your use. Storing images in a picture library is more efficient that using a regular document library. Typical SharePoint implementations will use Document, Form (InfoPath), Wiki, Picture, and Slide libraries. Other libraries are for more advanced features. When multiple users contribute regularly and need to review and approve content, collaborating in a SharePoint site both simplifies and speeds up the process. It also retains version history and other important properties (metadata) surrounding the document. Dispersed work groups find SharePoint essential, as they can access content from anywhere they have an internet connection (and increasingly, via mobile phone). Telework programs are enabled with use of SharePoint libraries for collaboration, and could be essential in the event of a pandemic. A Document Management Plan is Essential Moving your documents to a SharePoint library has some fundamental differences and will require staff to view files in a different way. To be most effective, you do not simply migrate folders from file shares into a SharePoint library(s). First, you must understand the differences in how work will be done, and create a plan to align with best practices. This will help you improve productivity and realize ROI from eliminating file shares. Good planning will help make the transition easier, and streamline the process. Necessary changes to business processes can be incorporated into the training, along with how the site(s) and libraries are structured, naming conventions, retention policies, and workgroup norms. By helping users see the benefits more clearly at the beginning, the transition is less painful and adopted more easily by the majority of users. In this whitepaper, we outline 10 Best Practices used in creating and implementing SharePoint libraries. By following these best practices and understanding the implications for user adoption, you will be on your way to improved document management in a web environment. This offers the added benefit of 24/7 availability from the internet. For more details on planning your file migration, download our whitepaper Migrating File Shares to SharePoint 2007 Document Libraries from our website: 10 Best Practices for Developing and Using SharePoint Libraries 1. Categorize Document Libraries instead of using Folders or Subfolders* Good metadata categorization makes it easier for users to navigate multiple document libraries, rather than delve into multiple folders blindly. Categories can be expanded to show contents, making it easier to see the document list. Proper terminology for the categories also helps simplify search. 3

4 Most users experience problems with nested folders on file shares, as they do not share an identical mental model of the library structure. SharePoint does not offer navigation through the hierarchy of folders. Multiple folders can also hamper ease of access to documents, requiring too many clicks to locate a correct document. Additionally, the length of sub-folder URLs can become unwieldy or can quickly hit the maximum number of allowed characters (255). It is not easy to rearrange a library with multiple folders due to growth or changes to business processes, so advance planning and categorization help minimize time rearranging files. User Adoption Tip: Through Customization, take away the ability from end users to create new folders. This also requires you to remove the Explorer view; otherwise users can still create folders using that view. *Two exceptions for when to use folders; and even then no more than one level deep. To subdivide an extremely large library (more than 2,000 documents), i.e. by year or department. If you need to have one library containing different levels of permissions then you can set permissions on a folder. Although you can set permissions at the document level, it creates many other challenges in managing security, and is best avoided whenever possible. 2. Create Library Names that are Clear, Consistent, and Meaningful Descriptive library names help you differentiate when navigating through the breadcrumbs. A common mistake is naming them all Library. Create a different site name and library name for this reason. Delete any out of the box Shared Documents libraries (don t just edit the name). Helpful Tip: When creating any list or library for the first time, the name should be a one word short name which will become the URL for that list or library. Once the list is created you can edit the title to something more meaningful that will be displayed in the breadcrumbs. This keeps the URL from having the symbol [%20] whenever a space is used in the name. 4

5 3. Use the Library Description Field Clearly describe the purpose of the library. Is it restricted to a certain group of users? What types of files should be stored in the library? Example description: This library is for storing final versions of HR policies and is available to all users. Contact the HR Department for assistance with this library. 4. Make Sure There is Ownership Designate a Cybrarian who can connect people with content, content with libraries, and is familiar with the overall site taxonomy. Library maintenance is crucial to your ongoing success. The Cybrarian should also be responsible for ensuring that all documents are tagged correctly with appropriate metadata. 5. Enable Versioning and History on Official and Formal Libraries The check-in/check-out capability of SharePoint helps users avoid overwriting each other s edits to a document. Every time a document is checked back in after editing SharePoint allows the user the option to create a major or minor version of the changes to be stored in the library. Version history keeps track of how many times a document has been modified and who modified it. Also, if using major and minor versioning they know when a new major version has been published. Consider displaying the version in the view as well as the last modified date, modified by, and checked out by for user convenience. 6. Place a Limit on Major and Minor Versions to Optimize Storage Space Each time you save a version of a document it creates a copy. Setting proper version control can optimize your disk storage space. It is recommended to set version control in a way that saves the versions you need and are most likely to refer back to. Example settings: Keep all major versions and the three most recent minor versions OR keep the five most recent major versions, and all minor versions of the final major version. Exception: Some organizations have their own document version policies that need to be followed. 5

6 7. Ensure the Content Owner of a site has the Capabilities to Modify Library Settings Each SharePoint site should have a Site Owner and a Content Owner. The Content Owner should be granted the capabilities to modify all the settings on the library, with the exception of permissions. This eliminates having to contact the Site owner every time they need to make a change (build new view, alter metadata, etc.). In the absence of a compelling need, there is no need to give them full Site permissions; however, to promote an efficient work environment they should be able to manage their own changes within the library settings. 8. Manage Security at the Site Level Whenever Possible Whenever possible, permissions should be the same for all content on a site. SharePoint allows you to have different permissions on each list/library and even different permissions at the item/document level. Unless you have a 3 rd party solution to help you manage permissions this will become unruly very quickly. If you just need to restrict a handful of documents, consider a folder with permissions set on the particular folder. This can work if the document tags are the same and there are only a few. Once again this is an exception not a rule! If the documents require different tagging the best practice would be to create a new library with the required tags and permissions. Ensure that the library description states that it is restricted and to whom. If you need additional lists to go along with the library such as a task list, issues list, etc, then you would consider a new site. 9. Limit each Library View to 1,000 Documents to Optimize Page-load Time 10. Enable Content Approval only on the Libraries that truly need it. When you place content approval on a library, any modifications to the existing documents or recently uploaded documents will not be displayed to the group until they are approved. This limits ability to see changes in real time. Areas that are collaborating should not turn on Content Approval to have an effective collaborative space. Content Approval is sometimes appropriate for things like Public Libraries where a variety of users have access to posting documents, where the accuracy of documents is important for public consumption. An example of a library that may need Content Approval is an HR Policies library. Solution There are four essential elements in successful SharePoint implementations: People, Process, Learning, and Technology. Technology provides only 20% of a working business solution, and the people, process and learning are the muscle that makes the solution successful. The only way to develop and effectively use SharePoint document libraries is to plan and grow the resource with a user adoption perspective in mind. Always keep in mind that users do not all have the same level of understanding, so all work processes, naming conventions and other policies around a document management system need to be clearly communicated. 6

7 Summary SharePoint is a powerful tool, and when implemented with appropriate vision and planning, will provide substantial benefits across your organization. Its document management and collaboration features can provide relief for a large percentage of your document-based business problems. But the technology alone will not solve your business challenges. The secret to a successful SharePoint implementation is based in a sound user adoption approach and planning process. The AKG Approach Quick Delivery, Risk Management, Long-Lasting Value There s a concept we believe in at AKG the art of the possible. It is helping clients imagine a future state in which their organization works better, more efficiently, more cohesively, with the help of a business and technology solution tailored to their needs. We help our clients envision the possible and set priorities. Then we deliver tangible value quickly, meeting the most important business needs first. To minimize delivery time, risks, and costs and to limit our clients dependency on AKG we custom-configure and integrate off-the-shelf software whenever possible. Our proprietary Keys methodology relies on rapid prototyping and regular feedback loops between AKG and our clients. Some call our approach agile; we call it client-focused. Here s how the Keys methodology works: AKG s Keys Methodology Discovery & Adaptive Planning: You tell us what you need, we listen, and we plan collaboratively for a successful engagement. Solution & Design Development: We deliver prototypes and/or working software modules quickly, according to time-boxed iterations, so we can get your feedback. Implementation & Rollout: We work collaboratively with you to develop, test, and roll out successful business solutions. Sustainment: New business solutions require cultural change. We provide user adoption, training, and change management guidance. 7

8 Why The AKG Approach Works: Shorter feedback loops mean you have more control. You will ask for what you need, know what to expect, and have ample opportunity to give input. No months-long requirements phases. We will develop a solution and schedule that suit your needs and priorities no disappearing acts by the project team, no unnecessarily complicated documentation. Diverse perspectives mean better ideas. We will collaborate internally and with our clients to vet ideas, test solutions, and ensure high quality. It meets auditing, reporting, and quality standards including Six Sigma. About Applied Knowledge Group, Inc. Applied Knowledge Group (AKG) is a premier business and technology consulting company that provides innovative business collaboration solutions for government, commercial and non-profit clients. Headquartered in Reston, Virginia, AKG was founded in 1996 and our services include SharePoint implementations that create intranet, extranet and website solutions, and customized user adoption and training strategies tailored to your needs. AKG is proud to be a Microsoft Gold Certified Partner specializing in the implementation and support of Microsoft SharePoint, Business Intelligence solutions and related technologies. For more information, please visit References SharePoint Server 2007 Best Practice, Ben Curry and Bill English Microsoft Office SharePoint Server Document Management White Paper: Office IT and Servers User Assistance Essential SharePoint 2007, Scott Jamison, Mauro Cardarelli with Susan Hanley Beginning SharePoint 2007, Amanda Murphy and Shane Perran Enterprise Content Management White Paper, Microsoft.com 8