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Best Practices for I W D ocument M anagement with SharePoint 2007

Best Practices for I W D ocument M anagement with SharePoint 2007. IW 310 Ágnes Molnár, MOSS MVP. About me. Ágnes Molnár , MOSS MVP, MCS D , MCT Senior Consultant, R&D Director L&M Solutions, Budapest, HUNGARY http://aghy.dotneteers.net molnar.agnes@lmsolutions.hu.

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Best Practices for I W D ocument M anagement with SharePoint 2007

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  1. Best Practices for IWDocumentManagement with SharePoint 2007 IW 310 Ágnes Molnár, MOSS MVP

  2. 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

  3. Best Practices for IW Document Management

  4. What is the document? • the file? • the format? • the information inside? • or anything else?...

  5. Document Management System „ A document management system (DMS) is a computer system (or set of computer programs) used to track and storeelectronic documents and/or images of paper documents.” (Wikipedia)

  6. DMS – Related terms • content management • digital asset management • document imaging • workflow • records management • etc.

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

  8. Scaling out • Mythical „2000 limit”

  9. 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

  10. Scaling out • <100 content database per Web Application • <100 GB per content database • Create site collections using their own content databases STSADM –o createsiteinnewdb

  11. Document Content Types • Reusable collection of settings: • metadata (columns) • document templates • workflows • custom Document Information Panel • information management settings

  12. Content Types – Planning • WHY? • WHEN? • WHERE? ... do you need Content Types?

  13. 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

  14. Content Types – Document Templates

  15. Content Types – Document Template Library

  16. Version Management

  17. Searching for Documents • WHY? • >1 working day / week / information worker • WHERE? • document library • file share • web site • WHAT? • document content types • metadata management

  18. Searching for Documents

  19. Searching for Documents – Summary • Content Types have very big power • Metadata management is very important part of the DMS • Create a good search infrastructure

  20. Integration with External Systems

  21. Integration with External Systems

  22. Online Document Management • Blog, Wiki – What is a document?... • Office Web Applications • Lightweight versions of Word, Excel, PowerPoint and OneNote • SharePoint Online

  23. Thank you for attending! Please be sure to fill out your session evaluation!

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