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SharePoint as a Document Management System (DMS)
The document discusses using SharePoint 2010 as a document management system. It provides details on document management features in SharePoint including metadata, content types, site columns and libraries. Metadata is described as driving all content organization in SharePoint. Specific steps are outlined for creating content types and site columns to organize documents. Content types allow documents to be categorized and associated metadata to be automatically added. The document also provides examples of how different types of documents could be organized in libraries using content types and metadata fields.
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SharePoint as a Document Management System (DMS)
- 1. 201 – SharePoint2010 as a Document Management System (DMS)
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- 3. Foundational ECM Extend SharePointDMS/RMS - Extend Workloads with Partners
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- 10. Document Management Features Metadata– Drives it ALL ! Content Organization $
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- 13. Metadata – Drivesit ALL
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- 16. Folksonomy Managed Taxonomy Open Hierarchies Level ofControl GlobalLocal Scope
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- 23. Site Columns Site Beta ListColumns Site Alpha Content Types are made of site columns. List A Fruit: • Bananas • Grapes • Apples List B Fruit: • Plantains • Wine • Applesauce Fruit: • Bananas • Grapes • Apples List A List C List D List B
- 26. Click the “SiteActions” button Then, click “Site Settings” at the bottom of the drop down menu.
- 27. Click “Site Columns”under “Galleries” This is the Site Column Gallery. Click “Create.”
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- 29. o o Parent Child 1 Child2 Child 3 Backunder“Galleries,”click“SiteContentTypes.”
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- 32. We’ve created a List ContentType, now let’s make a Library Content Type! Ifyouchosea“Document“ContentType, (whichis1ofthe2mostwidelyusedParent ContentTypesinSharePoint)youcanattacha documenttoit. Click“AdvancedSettings.”
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- 36. Laura Roger’sblog: Content Types as Statuses http://www.sharepoint911.com/blogs/laura/Lists/Posts/Post.aspx?List=676af157% 2D7d96%2D4e15%2Da987%2D54b8a3e4d948&ID=49 Sarah Haase: Content Types for Edit Forms http://sarahlhaase.wordpress.com/2011/03/21/using-content-types-to-modify- the-newform-aspx-and-editform-aspx-pages/ MSDN Blogs: Document Content Types- http://blogs.msdn.com/b/martinkearn/archive/2006/03/27/561809.aspx MSDN Blogs: Best Practices and in-depth overview- http://msdn.microsoft.com/en-us/library/ee330223(v=office.12).aspx Kelly Rusk: Content Type Best Practices http://blog.concurrency.com/sharepoint/sharepoint-2010-basics-content-types- and-site-columns/ Some additional Content Type Resources
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- 38. Library Purpose Library ina team site Collaboration; easy sharing of content among peers; content control, such as versioning; SharePoint Server searching. Library in a portal area Content that is intended for a wider audience in the organization; similar to a library in a team site, but typically implemented with a more-stringent review and approval process. Library in a Document Center site A large-scale library useful as an enterprise knowledge base or historical archive; includes features to help users navigate, search, and manage a large number of documents in a deep hierarchy by using a set of specialized Web Parts. Documents Purpose Author Users Format Engagement ideas and requests Develop new customer engagements Project leader Sales manager; project leader .doc Proposals Describe a proposed customer engagement Project leader Project managers; project team members; customers .doc Contracts Commit to a consulting engagement Lawyer Project leader; project manager; sales manager; customers .doc
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- 43. User entryin DIP populates control in Office doc template Build standardized file names by concatenating metadata As shown, the DIP can be quite simple, or can be very robust, depending on the needs of a particular content type
- 45. Success 1. commonalities 2. Involveusers 3.specificbusinessarea 4. advancedsearch 5. Simplified 6. varietyoftraining 7. Automate 8. contentmigration 9. recognitionprogram 10. scalability SLA
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- 47. Kind of recordRecord category Description Benefit plans, insurance plans, pension plans Employee Benefit Descriptions Descriptions of all employee benefit plans. Payroll timesheets, supplementary payroll information Payroll Records Summaries of hours worked, overtime, and salary paid. Vendor invoices Invoices Records of goods or services purchased from vendors. Product surveys, questionnaires, training manuals, training videos Training Materials Provides internal or external training. ... Records Description Media Record category Retention Disposition Contact 401k plans Description of employee benefit plan. Web pages Employee Benefit Plans X years None Kathi Flood Insurance plans Description of employee insurance plan. Print Employee Benefit Plans X years None Reshma Patel Pension plans Description of employee pension plan. Print Employee Benefit Plans X years None Reshma Patel ...
- 52. All content treatedequally
Editor's Notes
- #40 I. Shared Taxonomy Using the Taxonomy Term Store information is easier to find, share, reuse and repurpose. This is because it combines corporate taxonomy with social navigators to store as much context around information as possible. A. Social Navigators Find content based on (people or information?) relationships Find content based on ratings provided by site users Find content based on end users tagging content (folksonomy) B. Taxonomy Term Store Central service for provisioning taxonomy across Farms and Site Collections One or more Managed Metadata Services can be consumed Manage multiple taxonomies in a single service Support for multilingual terms – Language can be picked up from browser local C. Manage Terms as Taxonomy Needs Change Support for synonyms Support for open and closed terms sets – being able to add content or not – can specify permissions based on term set Easy to manage over time (copy, move, merge, delete, deprecate) Integrated with the social store – Can manage the social store as a “term set”