Best practices for i w d ocument m anagement with sharepoint 2007
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Best Practices for I W D ocument M anagement with SharePoint 2007. IW 310 Ágnes Molnár, MOSS MVP. About me. Ágnes Molnár , MOSS MVP, MCS D , MCT Senior Consultant, R&D Director L&M Solutions, Budapest, HUNGARY http://aghy.dotneteers.net [email protected]

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Best Practices for I W D ocument M anagement with SharePoint 2007

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Best practices for i w d ocument m anagement with sharepoint 2007

Best Practices for IWDocumentManagement with SharePoint 2007

IW 310

Ágnes Molnár, MOSS MVP


About me

About me

  • Ágnes Molnár, MOSS MVP, MCSD, MCT

    • Senior Consultant, R&D Director

      L&M Solutions, Budapest, HUNGARY

    • http://aghy.dotneteers.net

    • [email protected]


Best practices for iw document management

Best Practices for IW Document Management


What is the document

What is the document?

  • the file?

  • the format?

  • the information inside?

  • or anything else?...


Document management system

Document Management System

„ A document management system (DMS) is a computer system (or set of computer programs) used to track and storeelectronic documents and/or images of paper documents.”

(Wikipedia)


Dms related terms

DMS – Related terms

  • content management

  • digital asset management

  • document imaging

  • workflow

  • records management

  • etc.


Sharepoint and document management

SharePoint and Document Management

  • document libraries

  • content types

  • version management

  • workflows

  • permission management

  • records management

  • ...


Scaling out

Scaling out

  • Mythical „2000 limit”


Scaling out1

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 out2

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

Document Content Types

  • Reusable collection of settings:

    • metadata (columns)

    • document templates

    • workflows

    • custom Document Information Panel

    • information management settings


Content types planning

Content Types – Planning

  • WHY?

  • WHEN?

  • WHERE?

... do you need Content Types?


Content types planning1

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 Templates


Content types document template library

Content Types – Document Template Library


Version management

Version Management


Searching for documents

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 documents1

Searching for Documents


Searching for documents summary

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


Integration with external systems1

Integration with External Systems


Online document management

Online Document Management

  • Blog, Wiki – What is a document?...

  • Office Web Applications

    • Lightweight versions of Word, Excel, PowerPoint and OneNote

  • SharePoint Online


Thank you for attending

Thank you for attending!

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