best practices for i w d ocument m anagement with sharepoint 2007

Best Practices for IWDocument Management with

SharePoint 2007IW 310

Ágnes Molnár, MOSS MVP

About me Ágnes Molnár, MOSS MVP, MCSD, MCT

Senior Consultant, R&D Director

L&M Solutions, Budapest, HUNGARY

http://aghy.dotneteers.net molnar.agnes@lmsolutions.hu

Best Practices for IW Document Management

What is the document?

the file? the format? the information inside? or anything else?...

Document Management System„ 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)

DMS – Related terms

content management digital asset management document imaging workflow records management etc.

SharePoint and Document Management document libraries content types version management workflows permission management records management ...

Scaling out

Mythical „2000 limit”

Scaling out

Mythical „2000 limit” You can store millions of documents per

library Don’t manage >2000 at the same time

– Use folders– Create filtered views– Create – Avoid huge lookups

Scaling out

<100 content database per Web Application

<100 GB per content database Create site collections using their own

content databasesSTSADM –o createsiteinnewdb

Document Content Types

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

Content Types – Planning

WHY? WHEN? WHERE?

... do you need Content Types?

Content Types – Planning

Define on the proper site Define metadata and force the users to use

them Define custom document template Force to use Document Information Panel Make a clear content type hierarchy in a clear

site hierarchy New button order Train the users

Content Types – Document Templates

Content Types – Document Template Library

Version Management

Searching for Documents WHY?

>1 working day / week / information worker

WHERE? document library file share web site

WHAT? document content types metadata management

Searching for Documents

Searching for Documents – Summary Content Types have very big power Metadata management is very important

part of the DMS Create a good search infrastructure

Integration with External Systems

Integration with External Systems

Stored in SharePoint

Advantages Disadvantages

„Frame” integration

- - Easy to implement

- More different systems to maintain

Lists with external documents

metadata - Leaving old DMS- „Easy” to implement

- More different systems to maintain

Libraries with external metadata

document - SharePoint is good in document management- Good metadata management performance

- Custom development

Online Document Management

Blog, Wiki – What is a document?... Office Web Applications

Lightweight versions of Word, Excel, PowerPoint and OneNote

SharePoint Online

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