Document Management with Office SharePoint Server 2007 Jason Morrill Program Manager Windows SharePoint Services

Manage ArchiveCreate/ Acquire Share Find Information Lifecycle Content Management Cycle

Document Libraries Comprehensive Versioning –Major and minor versions –Tracking of metadata changes –Version comparison in Word –Limit visibility of minor versions Check In/check out –In web browser or in Office –Mandatory or optional –Local check out of documents Offline document libraries in Outlook and Groove Tree views Security and tracking –Security and permissions per element –Policies and auditing –Labeling, Barcodes, –Digital signatures, –Information Rights Management

Metadata Properties of the document Defined as columns in document library Many types –Text, numeric, date, choice, lookup, person, business data,… Mandatory and optional properties –Document cannot be checked in as long as mandatory properties are missing Available in web browser and Office –Property pane With custom forms –Available in document text

Content Types … more than file type and template Enables central definition of kinds of documents Contains name, description, document type, template, metadata, document information panel, workflows and policies Multiple per document library –Available in “New” menu Defined at site collection or site level –Reusable in multiple libraries –Extensible in library – or fixed Used for records routing in Records Management Enable end-to-end metadata management

Demo: Document Management

Organizational Styles

Document Center Content stored and managed in a single library for the entire enterprise –Partner Information Center –Product Library –Specification Library –Expense Reporting Center –Marketing Library

Strengths And Weaknesses Strengths –Most centralized management –Richest data presentation –Best findability Weaknesses –Scaling requires oversight –Highly centralized

Portal/Team Site Content stored in individually managed sites within a single site collection Examples –Initiative Portal (Security Push) Team sites for champions for each area (File fuzzing, limits testing) –Divisional Portal (Imperial Starships) Team sites for individual products (Red ‘Evil’ Lasers, Shield Generators, Wookie Proof Shackles)

Strengths And Weaknesses Best compromise between delegation and centralization –Good rollup options Content-by-query –Central Management Content Type push down Security inheritance and policy –Site autonomy Users create types Manage site users Look and feel –Good findability

Distributed Content stored in many independently managed servers/site collections across the enterprise Examples –Organically grown SharePoint deployments ‘Every team has a sever under their desk’ –Hosted deployments –Independent systems HRWeb Division Portal

Strengths And Weaknesses Strengths –Total flexibility for content owners –Unlimited scale Weaknesses –Limited rollup –Difficult to centrally manage –Disjointed navigation –Poor findability

Scale Considerations Why more site collections? –Throughput –Backup size 5,000,000 items in a library 50,000,000 items per search indexer The magic number: 2000 –2000 sites in a site collection –2000 lists in a site –2000 items in a folder –2000 items in a view (After indexed filtering)

Office SharePoint Server 2007 Windows SharePoint Services Team Collaboration **Included with Windows Server and CAL licenses Project Management Text search in team sites Issue Tracking Project workspaces Workspace Tools Blogs Workflow Document & Web Content Management Site Model, Security and Management 5 Workflows in box Reporting for ECM Policy Admin Auditing Records Management Web CM Personalization Deployment Site Manager Windows Workflow Foundation Admin and Deployment Status and History Framework: Repository, Versioning, Metadata Basic Document management Site and role management infrastructure Search Extensible customizable search for documents, data and people Business Data Catalog Data integration E-Forms Data management & Reporting Business Data Catalog BD Web part Integration Management Publishing, Process creation and finishing Spreadsheet Publishing & Calculation Report Center Office SharePoint Server Enterprise CAL Office SharePoint Server CAL

Summary Windows SharePoint Services 3.0 provides comprehensive basic document management features Office SharePoint Server 2007 enables complete document lifecycle management Content types are the key feature Information architecture is flexible and depends on your needs