1. Folders, the F Word of Document Management
Adam Burden

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3. Join Us For Sharepint Immediately following today’s event
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Duckworth’s Grill & Taphouse 330 North Tryon Street Charlotte, NC (7th and Tryon)

4. Adam Burden Enjoying SharePoint since 2004 MCT since 1996
Hobbies are Cycling, Firearms, and Cycling
Sr. Collaboration Architect and Trainer at JourneyTEAM
Not Welcomed in Canada For Many Years

5. Key Points Folders – Pros vs. Cons Metadata Document Libraries
Views
Content Types
Document Sets
If you do have to use folders…

6. Pros and Cons of Folders
Familiar
Easy to Create
Organizes Data
Permissions Inheritance

7. Pros and Cons of Folders
Familiar
Easy to create
Organizes data
Permissions inheritance
Cons
Folder structures are not indexed therefore not searchable
Content can only be in one folder at a time; without duplication of data
Can’t drag and drop folders
Can’t send folders to other locations
Rendering the page each time a folder is opened
Split fork hierarchy can easily occur
Sorting and filtering doesn’t work as well in a folder structure

8. Pick the Folder

9. Pick the Folder

10. Pick the Folder

11. Pick the Folder

12. Pick the Folder

13. Pick the Folder
Misc

14. Classify the Photo Using Metadata

15. SharePoint Document Management Components
Metadata
Document Libraries
Content Types
Document Sets
Records Center

16. SharePoint Document Management Components
Metadata
Document Libraries
Content Types
Document Sets
Records Center

17. Metadata Data about your data Columns within Lists and Libraries
Some default columns
Created By
Created
Modified
Modified By
Title

18. Metadata

19. SharePoint Document Management Components
Metadata
Document Libraries
Content Types
Document Sets
Records Center

20. Document Libraries Libraries are used to store documents
Built-in document management features
Check In/Check Out
Approvals
Versioning
Permissions
Create Columns for Metadata Fields
Create Views to Present Organized Structure

21. Views
Choose the Columns You Want Displayed and the Order in Which They are Displayed
Sort Based on Columns
Filter Based on Column Values
Group By (2 Columns)

22. Typical Document Library

23. Typical Document Library

24. Slightly Improved Document Library

25. SharePoint Document Management Components
Metadata
Document Libraries
Content Types
Document Sets
Records Center

26. Content Types
Reusable collection of metadata, workflow, behavior, and other settings for a category of items or documents.
Allows for centralized management of settings for a category of information that is also reusable.
Can be centralized using the Content Type Hub.
Multiple Content Types can be Used in the Same List/Library.

27. Content Types

28. SharePoint Document Management Components
Metadata
Document Libraries
Content Types
Document Sets
Records Center

29. Document Sets Folders on Steroids It is a Content Type
Used to Organize Documents Like Folders BUT OH SO MUCH MORE!
Metadata Can Be Inherited
Customizable Welcome Page

30. Document Sets

31. Document Sets

32. SharePoint Document Management Components
Metadata
Document Libraries
Content Types
Document Sets
Records Center

33. Records Center Centralized Repository to Store Organizational Records
Site Template With the Following Features
Records Management and Retention (IRM)
Versioning
Auditing
eDiscovery
Content Organizer

34. Records Center

35. If You Must…. Folders with Default Column Values

36. Default Column Values for Folders

37. Q&A

38. For More Info Adam Burden adam.burden@journeyteam.com @JABurden

39. Join Us For Sharepint Immediately following today’s event
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Brink your event ticket for validation
Duckworth’s Grill & Taphouse 330 North Tryon Street Charlotte, NC (7th and Tryon)

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41. CONFERENCE COMMUNICATION
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Problems / Questions / Complaints / Suggestions