Enterprise Document Management in SharePoint 2010

as You’ve Never Seen

Ágnes MolnárSharePoint Server MVP

Budapest, Hungary

About the Speaker... Ágnes Molnár (Ághy)

SharePoint Server MVP, MCITP, MCTS, MCT

Budapest, Hungary http://aghy.dotneteers.net E-mail: aghy@aghy.hu Twitter: @molnaragnes Facebook: http://facebook.com/molnaragnes

About the Speaker...

SessionsTitle Day / Time / Venue16 - Enterprise Document Management in SharePoint 2010 as You’ve Never Seen

Tuesday 3:00 pm / Reston B

52 - Best Practices for Organizing Documents in SharePoint 2010

Wednesday 11:00 am / Reston B

119 - Best Practices for SharePoint 2010 Search

Thursday 3:00 pm / Lake Thoreau

Ask the Experts: Information Architecture

Thursday 1:30 pm / Reston A

Agenda Introduction:

SharePoint 2010 Capabilities for supporting Document Management

Best Practices: Online and Offline Access to Documents Metadata Management and Document

Management Organizing Documents Deploying a good Document Search Infrastructure

Agenda Introduction:Introduction:

SharePoint 2010 Capabilities for supporting SharePoint 2010 Capabilities for supporting Document ManagementDocument Management

Best Practices: Online and Offline Access to Documents Metadata Management and Document

Management Organizing Documents Deploying a good Document Search Infrastructure

Document Management

„A document management system (DMS) is a computer system (or set of computer

programs) used to track and store electronic documents and/or images of

paper documents.” (Wikipedia)

Document Management General Requirements Store, edit, modify metadata, etc. Version management Permission management Workflows Content Types Document Templates Extensibility Search – and Find...

SharePoint 2010 Capabilities

SharePoint 2010 Capabilities

SharePoint 2010 Capabilities

SharePoint 2010 Capabilities

Agenda Introduction::

SharePoint 2010 Capabilities for supporting Document Management

Best Practices:Best Practices: Online and Offline Access to DocumentsOnline and Offline Access to Documents Metadata Management and Document

Management Organizing Documents Deploying a good Document Search Infrastructure

Online Access to SharePoint 2010 Documents

SharePoint in Browser Enforce users visiting SharePoint in the

browser, when: Internet/Extranet solutions

but it depends... Unified User Interface for all content is important No SharePoint Workspace at all

for example: branch offices Custom User Interface

for example: custom forms, touch screen

Office Web Applications Enforce using Office Web Applications,

when: Internet/Extranet solutions No Office Clients at all

For example, branch offices No fix office desk for the employees

For example, Help Desk

BUT: Plan for the Performance!

Office Web Applications Don’t enforce using OWA, when:

Users don’t understand it Training!!! Cutom Office Add-ins are required

for example, Contracts App for Word „Just for fun”

SharePoint Workspace 2010 Enforce using SharePoint Workspace

when: Offline access is needed

for example, sales people or agents Would like to access content from different

sources

BUT: Be careful and set the permissions properly!

Accessing Content in SP2010 – Decision MatrixSharePoint 2010 + Office 2010

SharePoint 2010 + Office Web Apps

SharePoint Workspace 2010 with Office clients

Easiest to adopt with previous SharePoint experience

Easiest to adopt with Internet experience

Full Office 2010 capabilities + Integration

Limited Office 2010 capabilities

Full Office 2010 capabilities + Integration

Different sites, different URLs

Different sites, different URLs

Various sites can be managed at one place

Primarily for Intranet Internet / Extranet / Intranet Intranet / Extranet

Access to the content anywhere, anytime

Offline access to the content

„View in Browser” for Search Results

Agenda Introduction::

SharePoint 2010 Capabilities for supporting Document Management

Best Practices:Best Practices: Online and Offline Access to Documents Metadata Management and Document Metadata Management and Document

ManagementManagement Organizing Documents Deploying a good Document Search Infrastructure

Metadata Management in SharePoint 2010 Managed Metadata is much more than

Properties: Metadata-based navigation Filter on search results Independent, centralized management Metadata Hierarchy Synonyms Multi-language support Metadata owners

Metadata Management BUT: Not necessarily use managed

metadata, if: No need to reuse the term set No need to independent/centralized

management of properties No need the multi-language support No need the magamement of synonyms

Agenda Introduction::

SharePoint 2010 Capabilities for supporting Document Management

Best Practices:Best Practices: Online and Offline Access to Documents Metadata Management and Document

Management Organizing DocumentsOrganizing Documents Deploying a good Document Search Infrastructure

Organizing Documents in SharePoint 2010 SharePoint 2010 capabilities:

Site Collections and Sites Document Libraries Document Sets Folders Content Types and document templates Content Organizer Rules ...

Organizing Documents in SharePoint 2010Document Library Folder Document Set

Easy to createEasy to maintain the permissions

Easy to createEasy to understandViews without folders

Easy to createShared MetadataShared VersionShared WorkflowPermissionsContent types can be containedDefault contentCustom Welcome Page

Hard to keep organized in case of a large number of documents

Tree hierarchy vs. Managed Metadata

Hardest to understandSometimes the extra features are not required

Views vithout folders show Document Sets as well as their content

Organizing Documents in SharePoint 2010 Content Types

Reusable collection of settings:– metadata (columns)– document templates– workflows– custom Document Information Panel– information management settings

Planning Content Types Where? How? Why? What?

Content Type Content Type MapMap

Planning Content Types Define on the proper site Define metadata and force the users to use

them Define custom document templates Make a clear content type hierarchy in a clear

site hierarchy Use different Content Types in different

Document Sets if it’s possible Train the users

Planning Content Types – The Document Templates

Planning Content Types – The Document Templates

Organizing Documents

Please visit my session tomorrow

Agenda Introduction::

SharePoint 2010 Capabilities for supporting Document Management

Best Practices:Best Practices: Online and Offline Access to Documents Metadata Management and Document Management Organizing Documents Deploying a good Document Search Deploying a good Document Search

InfrastructureInfrastructure

Searching for Documents in SharePoint 2010

Refinement panel

Related searches

Federated results

Win7 Connecto

r

Launch in Office Web

Apps

Searching for Documents in SharePoint 2010

Suggestion while typing

Document Thumbnails

Preview

Open in Browser

Related Searches

and People Matches

Federated Results

Ordering on any property

Searching for Documents in SharePoint 2010 Windows 7 Connector for Search

Deploying a good Document Search Infrastructure Plan! Plan! Plan!

What to search for? Who will search? Best Bets, Visual Best Bets Permissions!!! Search Scopes and Filters Result pages ...

Deploying a good Document Search Infrastructure Test! Test! Test!

With REAL End-users! Learn! Learn! Learn!

Search in SharePoint 2010

Visit my Search sessions on Thursday

Thank you!

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