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SharePoint Lied: It Isn’t a Document Management System; It’s Really a File Management SystemDo you feel that your document management system is missing something? It is. It’s missing documents. Sure it manages files well enough, but are files and documents the same thing?
This session focuses on the differences between files and documents, and examines some strategies for converting SharePoint from just a file management system into a document management system.
Eugene RosenfeldCTO, Black Blade Associates, Inc.
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About Eugene Rosenfeld CTO, Black Blade Associates Two-time SharePoint MVP
www.BlackBladeInc.com twitter.com/erosen03 ThingsThatShouldbeEasy.blogspot.com [email protected]
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About Black BladeSpecialize in SharePoint document and records management, information architecture, distributed systems, and systems integration
www.BlackBladeInc.com twitter.com/BlackBladeInc www.blackbladeinc.com/pages/blog.aspx [email protected]
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About this Presentation Session is best suited to content
managers and information architects Focusing on:
Capabilities Usage scenariosRequirements
No code or configuration Lessons learned from our
implementation
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About You How are you using SharePoint today? Do you have a particular problem
you’re hoping this presentation can help you address?
If you could make just one problem go away by snapping your fingers, what problem would that be?
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Overview Define Document
Management System File ≠ Document Convince you that need a
DMS Our SharePoint DMS
implementation
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Setting Expectations Advanced document management
Not everyone needs or is ready for this Investment required
3 – 12 months to implement Will require re-engineering business
processes to get full value
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Collab vs. Doc ManagementCollaboration Document Management
Goal is to exchange information
Quick to start Free-flow process Little control Live in the now
Goal is to produce and manage a work product
Benefits from greater planning
Structured process Granular control Manages full document
lifecycle Collaboration should be part
of document management Makes collaboration
productive
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Who Should Think About This? Life sciences Financial Energy Government Publishers Television / Video Academia / research Manufacturing Consultants
Regulated industries
Media
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What is a document management system?
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One DefinitionA document management system (DMS) is a computer system used to track and store electronic documents. It is usually also capable of keeping track of the different versions modified by different users (history tracking). The term has some overlap with the concepts of content management systems. It is often viewed as a component….
track and store
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Essence of a DMS Document data storage and retrieval Document processing operations
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Document Data Storage
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Question: Is there a difference between files and documents?
SharePoint stores document data as files. So…
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File ≠ Document? Yes What is the difference?
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Question: Is a document just a “special type” of file?
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Document a special type of File? Not exactly Though they are related
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File and Document Relationships Single-document files
One document per fileWord, Excel, PDF, etc…
Multi-document filesA single file contains multiple
documentsZip files, databases, email
w/attachments, etc… Multi-file documents
Huh??
Adequate support
Minimal support
No support
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What are multi-file documents?
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What is a Multi-file Document? Single logical document
Ex: a proposal, a book, a report, a presentation
Divided into partsStored as separate, but related filesEx: multiple chapters, slides, images,
spreadsheets Work with the each document part
separately or with the document as a whole
Two main types: Virtual and Compound Documents
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Isn’t this just a Document Set? No. A multi-file document is a single
document Document set stores several different
documents together, like a folder
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Are Multi-file Documents New? No, just new to SharePoint You’ve already used multi-file
documentsHTML pagesReusable Content in SharePoint publishing
pagesOneNote notebooksWord compound documentsFrameMaker documentsTeXSource code
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SharePoint Document Support Single-document
files Multi-document
files Multi-file
documents
- Adequate support - Minimal support - No support
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Document Processing Operations
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What SharePoint can do now for document management
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File Management Operations Organization (tagging, metadata,
storage) Concurrency control (check in / out) Single permission set for entire file Versioning Publishing (content approval) Workflow
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File Consumption Multiple accessors / readers Search
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Document Authoring Single author, multiple readers Authoring with Microsoft Office Potential multi-format documents using
document conversions
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What about Co-Authoring? Requires Office 2010+ or web app Authoring restrictions within a
document are not stored in SharePoint Users can still get edit conflicts Must download full document to edit Cannot use check in / check out Bottom line: collaboration or review tool
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SP DM Features? Document authoring / viewing
Kind of – more a feature of Office Web Apps Search indexing
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You need a SharePoint DMS
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Question: Is SharePoint Document Management “Good Enough?”
We will look at a common scenario involving a team of people creating and distributing a proposal. The team will include an engineer and sales person from our company, and a sub-contractor. The proposal will also make use of materials provided by the marketing and legal departments.
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8 www.BlackBladeInc.com | * [email protected] | ( +1-703-260-1111
8 www.BlackBladeInc.com | * [email protected] | ( +1-703-260-1111
Is SharePoint Document Management “Good Enough?”
No Why?
Data storage inadequateOperations on data are woefully inadequateShould have all the web content
management features for documents
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Difficult to Implement Scenarios Authoring with partially-trusted users
Partners, customers, vendors, anyone besides you
Creating financial documentsData from financial system and human
write upEnsure human doesn’t fudge financial data
Enforcing document content complianceEnsure every employee offer has official
NDA Presenting a consistent brand
Update all marketing materials with new logo
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Our SharePoint DMS
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SP DM Limitations in a Nutshell SharePoint provides lots
of tools for managing the document in its file shell
…but what about the tools to manage the meat of the document, the important parts inside the file shell?
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SharePoint DM Vision SharePoint document management
limitations stem from single-file documents:
Lessons from the web:Separating the elements of a web page (the
document) into multiple files makes for a much stronger management system
We need a system that can manage documents as if they were web pages
We need multi-file documents
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Proposal as Multi-file Document
Proposals Document Library
Market Department’s Document Library
Legal Departments Document Library
Proposal About the Company
Legal Terms
About the Company
(Reference)
Legal Terms (Reference)
Proposal Lead
Engineer
Executive Summary
Technical Proposal
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Demo: Web Pages – the-20-year-old multi-file document format
We will see how HTML’s multi-file document structure allows us to easily make global changes across many documents,
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Sample User Interface
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Demo: Our internal SharePoint multi-file document DMS
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Authoring: This is what we had…
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Working
Larger team = more wasted time
Start FinishTotal Time
Authoring with Standard Documents
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This is what we have now…
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WorkingTotal Time
Start Finish
Larger team = faster completion time
Authoring with Virtual Documents
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Partial Trust Authoring
Proposals Document Library
Market Department’s Document Library
Legal Departments Document Library
Proposal
About the Company
Legal TermsAbout the Company
(Reference)
Legal Terms (Reference)
Technical Proposal
Trusted Employee
Partially Trusted Sub-Contractor
Executive Summary
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Automated Systems Authoring
Proposals Document Library
Market Department’s Document Library
Legal Departments Document Library
Mutual Fund Prospectus
About the Fund
Legal TermsAbout the
Fund (Reference)
Legal Terms (Reference)
Historical Returns
Analyst
Data Warehouse
Investment Objectives
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Requires Process Reengineering Current process
Is serialCentered around managing the nut
New processes Will be parallelFocused on managing the contents inside
the shell
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Closing
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Summary DM = storage and processing Multi-file documents provide the key to
unlocking SharePoint DM capabilities Devote 3-12 months to build the
capability Need to re-engineer your business
processes to leverage new capabilities
8 www.BlackBladeInc.com | * [email protected] | ( +1-703-260-1111
About Black BladeSpecialize in SharePoint document and records management, information architecture, distributed systems, and systems integration
www.BlackBladeInc.com twitter.com/BlackBladeInc www.blackbladeinc.com/pages/blog.aspx [email protected]
8 www.BlackBladeInc.com | * [email protected] | ( +1-703-260-1111
What multi-file documents can do for you
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Multi-file Document Capabilities Better authoring
Controlled concurrent authoringReusable, live contentMultiple authoring format with multiple
consumption formats Granular management
Enhanced version control / record management
Granular permissions and auditingTargeted approval workflows
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More Capabilities Real-world distribution
Distribute document in multiple formatsEasily correlate published and authored
versions of a documentSystem signs all published documentsSystem encrypts sensitive content to
remove second-hand information leaks Records processing
Detect retention conflicts within documents
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New Usage Scenarios Team-based Authoring Authoring with External Users Geographically Distributed Authoring Sensitive Document Authoring / PII Combined Automated and Human
Authoring Brand management Digital Asset Management Compliance reporting
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New SharePoint Applications New usage scenarios enable new apps Proposal Builder Project Management Digital Asset Management Financial Reporting Book Authoring Brief Builder PDF Publisher
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Strategies for creating a multi-file document capability on SharePoint
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An Ideal ImplementationOk multi-file documents
Ideal multi-file documents
Require you to use special file formats. I.e.: Web pages require .HTML FrameMaker requires .MIF
Require custom authoring apps or add-ins Special web app Office add-ins HTML editor FrameMaker
Uses your existing file formats – no changes Word - .DOC, .DOCX PowerPoint - .PPT, .PPTX
Use existing authoring apps – no add-ins MS Office OpenOffice WordPerfect
Author as multi-file, distribute as single-file
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General Approach Completely server-side approach Use native document formats No custom apps or Office add-ins
needed End result had to be a single file per
document format Low operational and maintenance costs No data loss
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Components Document content data Document processing engine Process management User interface
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Document Content Data Store documents, sections, and
relationships Options
Store in SharePoint using foldersStore in SharePoint using document setsStore in SharePoint using metadataStore in custom data store
Final answerStore in SharePoint using metadataHeavy use of content types
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Document Sets as DocumentsDocument Sets Multi-file Document
Final product is a document collection
Based on folder paradigm
Can’t control order Flat list Requires SharePoint
Server 2010
Final product is a single document
Based on document paradigm
Full ordering support Full hierarchy support Nice to have WSS / SP
Server and 3.0 / 4.0 support
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Document Processing Engine Performs work on document and
sections Options
List item event receiverWorkflowWindows service or Timer jobStand-alone processing engine service
Final answerStand-alone processing engine service,
loosely coupled to SharePoint using WCF services
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Process Management Feeds the processing engine with work
items Options
Document queue on processing engine service
Document queue on SharePoint farm Final answer
Document queue on both the SharePoint farm and the processing engine service
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User Interface Allows the user to interact with the
system Options
Web parts or Application pagesUI on processing engine service with WSRP
producer support Final answer
List viewsApplication pagesUI on processing engine service but no
WSRP