Best Practices for IW Document Management with SharePoint 2007 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 molnar.agnes@lmsolutions.hu

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 databases STSADM –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? Hierarchy by sites + Content type hierarchy How to implement?

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 Federated Search

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 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 BPOS demo

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