1. Best Practices for IW Document Management with SharePoint 2007
Ágnes Molnár, MOSS MVP

2. About me Ágnes Molnár, MOSS MVP, MCSD, MCT
Senior Consultant, R&D Director
L&M Solutions, Budapest, HUNGARY

3. Best Practices for IW Document Management

4. What is the document? the file? the format? the information inside?
or anything else?...

5. 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)

6. DMS – Related terms content management digital asset management
document imaging
workflow
records management
etc.

7. SharePoint and Document Management
document libraries
content types
version management
workflows
permission management
records management
...

8. Scaling out
Mythical „2000 limit”

9. 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

10. Scaling out <100 content database per Web Application
<100 GB per content database
Create site collections using their own content databases
STSADM –o createsiteinnewdb

11. Document Content Types
Reusable collection of settings:
metadata (columns)
document templates
workflows
custom Document Information Panel
information management settings

12. Content Types – Planning
WHY?
WHEN?
WHERE?
... do you need Content Types?
Hierarchy by sites + Content type hierarchy
How to implement?

13. 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

14. Content Types – Document Templates

15. Content Types – Document Template Library

16. Version Management

17. Searching for Documents
WHY?
>1 working day / week / information worker
WHERE?
document library
file share
web site
WHAT?
document content types
metadata management

18. Searching for Documents
Federated Search

19. Searching for Documents – Summary
Content Types have very big power
Metadata management is very important part of the DMS
Create a good search infrastructure

20. Integration with External Systems

21. 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

22. 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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