SharePoint Document Management Dale Johnson – dale.johnson@marquam.com

KEY CONCEPTS & AGENDA

• Key Concepts• Collaboration or Document Management• Content Types, Site Columns & Taxonomy• Workflows• Item Level Permissions• Information Management Policies

• Demonstration of a partially developed Contracts Management “System”

• Review Existing Design• Add Some New Features

EVOLUTION OF SHAREPOINT

• Early days – organic growth of team sites, little control

• Eventually recognized as an enterprise system• Use of SharePoint started to mature

• Collaboration• Publishing Intranet content• Knowledge repository

“Document management is the process of applying policies and rules to how documents are created, persisted, and expired within an organization” - Microsoft

Demo

A NOTE ON FOLDERS

• Folders are over used in SharePoint• Additional overhead with reduced functionality• Does not classify the document – “metadata”

only valuable based on it’s location• Reduces effectiveness of search• When to use folders:

• More granular permissions• Large document libraries• Documents with limited value if read

independently• Use Document Sets• Take advantage of location specific metadata

CONTENT TYPES & SITE COLUMNS

CONTENT TYPES

• Pre-defined set of metadata columns (Site Columns) defined at the site or site collection level

• Choose the default template for a content type• Multiple content types can be added to a document

library• Use the Content Type Publishing Hub – especially if you

have multiple site collections

***Do not change system Site Columns and Content Types***

Document Title

Organizational Document

Title Security Level

Contracts Title Security Level Contract Number Effective Date ...

Construction

Equipment and Supplies

Professional Services Title Security Level Contract Number Effective Date Fee Structure

CONTENT TYPE HIERARCHY

• Should map to your organization’s document taxonomy

HOW TO GET STARTED

• Identify the types of documents created and maintained within your organization

• Start with one or two document types – don’t trial to boil the ocean!

• Identify the “columns” of information embedded in file shares and systems today• Folder names • File naming conventions • Existing SharePoint sites, other data sources

• Start by standardizing terms already in use today• Define content types

Demo

WORKFLOWS

WORKFLOWS

• Why use workflows?• Approvals• Utility actions• Send To or Declaring a Record

• Control and Consistency

• Workflow Types• List• Reusable• Site

ITEM LEVEL PERMISSIONS

ITEM LEVEL PERMISSIONS

• Best Practice – Avoid Item Level Permissions!

Yeah, but…

• Your users will demand them• Matter of control• Don’t over design to avoid item level

permissions• Plan for them and manage via workflows

INFORMATION MANAGEMENT POLICY SETTINGS

INFORMATION MANAGEMENT POLICIES

• Policy types:• Retention• Auditing• Barcodes• Labels

• Policies can be created at the site collection, content type or library levels

• Content type policies automatically apply to children

• Cannot create policies for system content types

Demo

DOCUMENT MANAGEMENT FINAL THOUGHTS

THOUGHTS ON APPROACH

• Early work on taxonomy can pay off

• Iterative process• Scope effort

appropriately• Don’t over do it – no

more than 6 or 8 columns• Use Enterprise Keywords• Avoid folders• Configure search• Involve and educate

content owners and usersPlanning for metadata prior to site build out will result in less rework

Taxonomy

Content Types

Templates

Site Configuration

Questions?

Dale Johnsondale.johnson@marquam.com