How to avoid repeating the Shared Drive disasters.

How to avoid repeating the Shared Drive disastersEduard SpelierTykans Group Inc.

Document Management in SharePoint

2 | SharePoint Saturday Calgary – 06 JUN 2015

About Me

Eduard Spelier Originally from The Netherlands Working in IT since 1997 Business Analyst since 2000 Moved to Canada in 2006 Working on SharePoint projects since 2007 I like interactive sessions!


Purpose of this session

Explain and demonstrate the advantages of using SharePoint for document management over Shared Drives

Share tips on optimizing your SharePoint libraries for document management


What I will not be talking about Records Management (disposition, e-

discovery etc.) Taxonomy Site (Collection) design


Why did we want to get rid of the Shared Drive again? No search Endless copies of copies of files No version history of files A labyrinth of folders that took forever to

learn to navigate Endless e-mail chains with attachments


Things that actually work better on Shared Drives Linked Excel files Access Databases that are not web ready AutoCAD files Other proprietary files for which the

application needs drive access


The basics SharePoint has built in version

management So no more: “Requirements document v1.5 –

Revisions Jackie 2015-05-21” Keep Name short without spaces Use the Title field for more description How to find documents Checking out and in to protect your

changes Send other users links to documents not

attachments Avoid using folders


So what’s so bad about folders in SharePoint? Navigating them is harder than on the

shared drive Moving files between folders is very user

unfriendly And when you do move a file, the URL changes

They eat into the maximum URL length File duplication happens when the same

file is dropped in different folders Changing the folder structure is hard Often files belong in more than one folder


Metadata to the rescue Tag files with one or more values Multiple types available No limit to the amount of columns you can

add But if you want users to use the library,

minimize the number of columns (max 5)


Organize your content with views Filtered views Grouped views Handy columns to always show


A few useful applications of folders You can set default metadata values per

folder You can create views that do not show the

folders You can set separate permissions on

folders (not recommended) If you do decide to use folders: create the

structure (max 2 levels), then turn of the option to create new ones for users


When to create new/separate libraries If the metadata needed between the

libraries is different If the content needs totally different

permissions If a set of content needs a specific

workflow If versioning settings need to be different


“I want to create my files in a private library and when we’re done move them to a public library” Don’t!! Use a library with minor and major

versions instead Set it up well and the public will not see

the minor versions, just published major versions

You can even have the manager(s) approve before publishing


Getting social with documents Sharing of documents Following documents Rating documents

Summary


Old habits die hard but you can try to control them People will make mistakes You’ll need a carrot and a stick

Carrot: Easy to add and edit documents Easy to find documents Added functionality of other types of collaboration

Stick: Good governance (requires training) Good permissions model (requires good administration) Mandatory metadata Folder management

Questions & Answers

Eduard [email protected]

Thanks to Our Sponsors!


Sponsors

CalSPUG Special Thanks:

SharePoint Evolution Presents


Housekeeping

Join us for SharePint, Networking and Expo Time: 3:05pm - 6:00pm Complimentary appetizers and cash bar

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How to avoid repeating the Shared Drive disasters.

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