The Core Pillars of AN EFFECTIVE DOCUMENT MANAGEMENT SOLUTION

Transcription

1 The Core Pillars of AN EFFECTIVE DOCUMENT MANAGEMENT SOLUTION

2 Amanda Perran 6 Time MVP Microsoft SharePoint Server Practice Lead, SharePoint - Plato vts Microsoft Co-Author of Beginning SharePoint 2007 & Beginning SharePoint 2010 Key Practice Areas: Governance, Information Architecture and Solution Architecture aperran@platoconsulting.com

3 This Session is Intended For Business Managers Technical Managers IT Professionals Information Managers Interested in building an Extensible Document Management Solution for their Organization.

4 Agenda Review Key Pillars of an Effective Document Management Solution Demonstrate Features in a Realistic But Fictional Scenario

5 The Pillars Content Types Metadata Organization Navigation / Search Information Management Policies Records Declaration

6 Understanding CONTENT TYPES

7 What Are Content Types? Name & Description Template Site Columns Workflow Document Information Panel Information Policy Settings

8 Structured Rules Inheritance Contoso Document Sales Document Sales Proposal Define: Metadata Expiration Rules Auditing Rules Workflows Sales Quote Invoice Define: Templates Additional Metadata (IF Applicable) Receipt

9 Creating New Content

10 Document Sets Defined as a Content Type Manages work products made up of multiple documents. Document Set Features Shared Metadata Customized welcome page Default documents added Version capture Workflows

11 Understanding METADATA

12 Content Classification Structured Managed Metadata Service: Highly Structured Taxonomies Site Columns: Centrally Managed & Reusable Metadata Unstructured Keywords: User Specified Tags that may be promoted to managed metadata over time.

13 Site Columns Required for Use in Content Types Be reasonable when defining number of columns per document type. Think Reusability!

14 Managed Metadata Service Centralized Taxonomy Supports Hierarchies of Terms Very Extensible Useful for Large Sets of Values

15 Tags and Keywords

16 Thinking About ORGANIZATION

17 Myth Folders are Evil Folders are still very relevant in an effective Document Management Solution Permissions High Level Grouping Limited Levels Combine with Metadata!

18 Understanding INFORMATION MANAGEMENT POLICIES

19 Retention Supported on all SharePoint objects. Retention schedules may be defined: In Multiple Stages For Content Types or Libraries and Folders Uniquely for Records vs. Non Records A variety of Actions exist.

20 Auditing Supported on all SharePoint objects Wide variety of actions logged. Individual item audit reports available.

21 Labels The ability to embed text labels in MS Office Documents automatically. Can include document specific data: Classification Type Sensitivity Information Product Name

22 Contoso Document Management

23 Fictional Scenario Contoso is an Adventure Tourism company located in Newfoundland and Labrador, Canada.

24 Background Offer tours of key attraction areas on land and sea. Business has been growing considerably and they require more control over their electronic information.

25 Contoso s Document Types Sales Proposals Sales Quotes Invoices Receipts Satisfaction Survey Brochures Forms Templates Policies

26 Further Defined

27 Very Defined

28 Content Types, Metadata, and Policies

29 Thinking About NAVIGATION & SEARCH

30 One File Multiple Access Points Limit storage of a file to one location. Use tools such as content query and links to provide multiple points of access.

31 Observation Most employees will launch Bing or Google as soon as they need to find public information. But what about internal information?

32 Make Search Work! Contextual Search Increase Confidence Refine Constantly Classify Documents

33 Metadata Navigation Ideal tool for finding information in a large document library. Provides users with options. Reduces requirements for custom views = easier management!

34 Metadata Navigation

35 Understanding RECORDS DECLARATION

36 Records Declaration SharePoint 2010 offers choices in how records are declared and subsequently stored. In Place Approach Archive Approach

37 In Place Records Management Records Remain Beside Non-Records Auditing, Retention and Classification Controlled from within collaborative environment. Ability to Edit or Delete can be removed.

38 Archive Approach Records are relocated to a formal archive location. More traditional approach. Single place of storage and management for all Records.

39 Content Organizer Supports the automatic routing of files based on pre-defined rules.

40 Configuring Records Declaration

41 Best Practices for Success! Plan well before SharePoint Implement in Phases and Stages Approach with Integrated Governance Develop a solid communications plan.

42 Find a Balance Comfort Control

43 Thank you!