SharePoint Document Management Dale Johnson – [email protected]
KEY CONCEPTS & AGENDA
• Key Concepts• Collaboration or Document Management• Content Types, Site Columns & Taxonomy• Workflows• Item Level Permissions• Information Management Policies
• Demonstration of a partially developed Contracts Management “System”
• Review Existing Design• Add Some New Features
EVOLUTION OF SHAREPOINT
• Early days – organic growth of team sites, little control
• Eventually recognized as an enterprise system• Use of SharePoint started to mature
• Collaboration• Publishing Intranet content• Knowledge repository
“Document management is the process of applying policies and rules to how documents are created, persisted, and expired within an organization” - Microsoft
Demo
A NOTE ON FOLDERS
• Folders are over used in SharePoint• Additional overhead with reduced functionality• Does not classify the document – “metadata”
only valuable based on it’s location• Reduces effectiveness of search• When to use folders:
• More granular permissions• Large document libraries• Documents with limited value if read
independently• Use Document Sets• Take advantage of location specific metadata
CONTENT TYPES
• Pre-defined set of metadata columns (Site Columns) defined at the site or site collection level
• Choose the default template for a content type• Multiple content types can be added to a document
library• Use the Content Type Publishing Hub – especially if you
have multiple site collections
***Do not change system Site Columns and Content Types***
Document Title
Organizational Document
Title Security Level
Contracts Title Security Level Contract Number Effective Date ...
Construction
Equipment and Supplies
Professional Services Title Security Level Contract Number Effective Date Fee Structure
HOW TO GET STARTED
• Identify the types of documents created and maintained within your organization
• Start with one or two document types – don’t trial to boil the ocean!
• Identify the “columns” of information embedded in file shares and systems today• Folder names • File naming conventions • Existing SharePoint sites, other data sources
• Start by standardizing terms already in use today• Define content types
Demo
WORKFLOWS
• Why use workflows?• Approvals• Utility actions• Send To or Declaring a Record
• Control and Consistency
• Workflow Types• List• Reusable• Site
ITEM LEVEL PERMISSIONS
• Best Practice – Avoid Item Level Permissions!
Yeah, but…
• Your users will demand them• Matter of control• Don’t over design to avoid item level
permissions• Plan for them and manage via workflows
INFORMATION MANAGEMENT POLICIES
• Policy types:• Retention• Auditing• Barcodes• Labels
• Policies can be created at the site collection, content type or library levels
• Content type policies automatically apply to children
• Cannot create policies for system content types
Demo
THOUGHTS ON APPROACH
• Early work on taxonomy can pay off
• Iterative process• Scope effort
appropriately• Don’t over do it – no
more than 6 or 8 columns• Use Enterprise Keywords• Avoid folders• Configure search• Involve and educate
content owners and usersPlanning for metadata prior to site build out will result in less rework
Taxonomy
Content Types
Templates
Site Configuration