The Core Pillars of AN EFFECTIVE DOCUMENT MANAGEMENT SOLUTION
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 Twitter: @amandaperran Email: aperran@platoconsulting.com
This Session is Intended For Business Managers Technical Managers IT Professionals Information Managers Interested in building an Extensible Document Management Solution for their Organization.
Agenda Review Key Pillars of an Effective Document Management Solution Demonstrate Features in a Realistic But Fictional Scenario
The Pillars Content Types Metadata Organization Navigation / Search Information Management Policies Records Declaration
Understanding CONTENT TYPES
What Are Content Types? Name & Description Template Site Columns Workflow Document Information Panel Information Policy Settings
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
Creating New Content
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
Understanding METADATA
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.
Site Columns Required for Use in Content Types Be reasonable when defining number of columns per document type. Think Reusability!
Managed Metadata Service Centralized Taxonomy Supports Hierarchies of Terms Very Extensible Useful for Large Sets of Values
Tags and Keywords
Thinking About ORGANIZATION
Myth Folders are Evil Folders are still very relevant in an effective Document Management Solution Permissions High Level Grouping Limited Levels Combine with Metadata!
Understanding INFORMATION MANAGEMENT POLICIES
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.
Auditing Supported on all SharePoint objects Wide variety of actions logged. Individual item audit reports available.
Labels The ability to embed text labels in MS Office Documents automatically. Can include document specific data: Classification Type Sensitivity Information Product Name
Contoso Document Management
Fictional Scenario Contoso is an Adventure Tourism company located in Newfoundland and Labrador, Canada.
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.
Contoso s Document Types Sales Proposals Sales Quotes Invoices Receipts Satisfaction Survey Brochures Forms Templates Policies
Further Defined
Very Defined
Content Types, Metadata, and Policies
Thinking About NAVIGATION & SEARCH
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.
Observation Most employees will launch Bing or Google as soon as they need to find public information. But what about internal information?
Make Search Work! Contextual Search Increase Confidence Refine Constantly Classify Documents
Metadata Navigation Ideal tool for finding information in a large document library. Provides users with options. Reduces requirements for custom views = easier management!
Metadata Navigation
Understanding RECORDS DECLARATION
Records Declaration SharePoint 2010 offers choices in how records are declared and subsequently stored. In Place Approach Archive Approach
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.
Archive Approach Records are relocated to a formal archive location. More traditional approach. Single place of storage and management for all Records.
Content Organizer Supports the automatic routing of files based on pre-defined rules.
Configuring Records Declaration
Best Practices for Success! Plan well before SharePoint Implement in Phases and Stages Approach with Integrated Governance Develop a solid communications plan.
Find a Balance Comfort Control
Thank you! Twitter: @amandaperran Email: aperran@platoconsulting.com