best practices for iw document management with sharepoint 2007 iw 310 Ágnes molnár, moss mvp
TRANSCRIPT
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 [email protected]
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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