SharePoint Document Management Dale Johnson –

K EY C ONCEPTS & A GENDA 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

E VOLUTION OF S HARE P OINT 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 N OTE ON F OLDERS 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

C ONTENT T YPES & S ITE C OLUMNS

C ONTENT T YPES 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***

C ONTENT T YPE H IERARCHY Should map to your organization’s document taxonomy

H OW TO G ET S TARTED 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

W ORKFLOWS

Why use workflows? Approvals Utility actions Send To or Declaring a Record Control and Consistency Workflow Types List Reusable Site

I TEM L EVEL P ERMISSIONS

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

I NFORMATION M ANAGEMENT P OLICY S ETTINGS

I NFORMATION M ANAGEMENT P OLICIES 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

D OCUMENT M ANAGEMENT F INAL T HOUGHTS

T HOUGHTS ON A PPROACH 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 users Planning for metadata prior to site build out will result in less rework

Questions? Dale Johnson