Document Management SystemThuan NguyenPrincipal Consultant, Microsoft MVP

Agenda

Overview of SharePoint Document Management Solution

Overview of SharePoint

SharePoint is a one-stop business collaboration platform where people work together to improve business operation

80% of Fortune 500 companies are using SharePoint

Collaboration PlatformCollaboration Platform

Different office locations

…as if we’re in the same placeVietnam

Japan

SharePoint is a clay you can module what you want it to be.

Connect and either work with your colleagues regardless of where you are or mobile devices you are using

HRM Application

CRM System

ERP Application

Business Intelligence

ECM

SharePoint

Build an ecosystem of business productivity through SharePoint

SharePoint now is a centre where business data is transformed among different business management applications

Common solutions

Intranet/Extranet Collaboration Document Management Enterprise Content Management Internet Public Portal Business Process Management Business Intelligence

Document Management Solution

Potential Concerns

Accessibility Security Classification Search Multi-lingual Support

Main objectives of DMS

Access to shared document anywhere with rights

Effective classification Automate document approval process Save time for searching content Improve document management

compliance

DMS Breakdown features

Document Center Document Library Version Management Document Approval Document Set Document ID Metadata & Navigation Office Web App Multi-lingual

Authentication & Authorization

Information Rights Management

Archiving Audit Search Offline working Translation

Document Center

The document center is designed as a repository for lager quantities of documents. Document center looks like a portal where shared corporate documents are located.

Find document by IDView last uploaded documents

Document LibraryDocument library is a place that is designed to replace folder in common use. End-user can decide whether uploading a document or creating a new one in document library.

Folder can be still used

Version Management

Every time a document is edited, a copy of it is created automatically with a configurable version number. Versioning is helpful protection mechanism because you can revert to previous version of document, if necessary.

Document Approval

Effectively control documents by forcing them to be approved before they are present to authorized users.

Your company is able to manage corporate documents such as expense reporting, product design documentation, engineering changes, employee vacation or so on.

Only visible to document owner before approved

Document SetDocument Set enables organizations to group multiple documents that support a single project or task, together into a single entity.

Document IDDocument ID is useful for organizations that need to apply compliance for corporate document.

Document ID is configurable and can be applied globally.

Metadata & NavigationA project documentation may include Author, Client Name, Budget, Project Name, Project Manager, Expiration Date etc. Apply classification at best with metadata

Custom navigation allows end-users to choose to see documents based on metadata (i.e. view all documents related to client A)

Office Web App

Office Web App solution, end-users can view, edit documents directly in browser without having to install Microsoft Office client application in their personal computer.

View or Edit permission can be set to specific user or group in organization.

SearchProvide greatest user experience for end-user. For the use of search normally, end-user simply needs to enter keyword in Search box like Google experience.

Advanced Search offers many features allowing users to find information most accurately.

Authentication & AuthorizationSupport Active Directory, OAuth, SAML, IBM Tivoli, Oracle Identity…etc.

Permission level can be applied to specific user or group.

Information Rights ManagementPrevent an authorized viewer from copying, modifying, printing, faxing or copying and pasting the content for unauthorized use.

Archiving

Archiving solution enables organization to archive documents when needed. That said, documents that are no longer effective could be moved to another document libraries

Archived documents are still searchable if necessary.

Capture

Review

ApproveRetrieve

Archive

Compose

Document Lifecycle Management

AuditKnowing who has done what with which information is very important for company regulatory compliance. For example, administrator can determine which users edited a specific document and when they did it.

Offline WorkingEnd-users can synchronize shared documents to their personal computers and mobile devices for offline working. Once their devices connect to the Internet, chances made on documents would be synchronized to SharePoint document libraries.

TranslationThe solution supports translating content in documents from corporate language to another language using Microsoft Translation Engine.

Multi-lingual Support

Not only supporting translation functionality, the solution also supports multi-lingual format.