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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!
3 | SharePoint Saturday Calgary – 06 JUN 2015
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
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What I will not be talking about Records Management (disposition, e-
discovery etc.) Taxonomy Site (Collection) design
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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
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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
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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
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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
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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)
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Organize your content with views Filtered views Grouped views Handy columns to always show
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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
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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
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“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
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Getting social with documents Sharing of documents Following documents Rating documents
Summary
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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 Speliere.spelier@gmail.com
Thanks to Our Sponsors!
19 | SharePoint Saturday Calgary – 06 JUN 2015
Sponsors
CalSPUG Special Thanks:
SharePoint Evolution Presents
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Housekeeping
Join us for SharePint, Networking and Expo Time: 3:05pm - 6:00pm Complimentary appetizers and cash bar
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