Building, Deploying and Managing an Enterprise Document Management System

1. Building, Deploying and Managing an Enterprise Document Management System Cody Woods

2. Disclaimer • The following presentation shows what was done to implement a document management system, but is not necessarily the best way to do it. My company is not necessarily recommending this approach, and if done again it might be done a different way. • Every company is different and has different needs and priorities. Evaluate what has been done and what might be of value to your company.

3. Origins of Document Management at my company • A document management committee determined that the company needed an enterprise document management system. SharePoint 2007 (MOSS) was chosen. • That committee also determined that a number of metadata fields were to be required on every document being added to SharePoint.

4. Solution (2007) • Site columns solution • Adds the Company-specific columns to the site • Content type solution • Based on “Document” content type • Groups the columns into a single site content type • Site definition • Provides a uniform base site collection • Activates document management features above • Automated process that replaces the default content type with Company content type on all document libraries

5. First Content Type

6. Initial Challenges • The number of required fields made it overly burdensome • User understanding of metadata was lacking • Determining which values should be available for the columns on each site collection was difficult and time consuming

7. Next phase of solutions • Metadata Population (MetaPop) • A solution that automatically populates certain fields based on the values selected by a “driver field”. • SRP Document Content Type v 2.0 • Fields became “optional” to allow for MetaPopto run

9. Additional Solutions • Company Publish • Allows users to “publish” (move or copy) a document from one library to another. • Maintains the metadata as the document moves, including the system dates and bys • Easy to use interface allows you to browse the site you want to copy to. • Can move a library, a folder, a document or multi-selected documents • Checks for compatible metadata fields at the destination

10. Publish

12. Publish

13. Additional Challenges • Site admins and the classification team needed to know: • What values were being used and how frequently • Were documents being tagged and tagged properly • No good way to see an overview of the content on an entire site or site collection • Information architects had no high-level overview for the enterprise

14. Custodian Center • Toolkit to help content site admins, content stewards or the classification team better understand how content has been classified and find areas of improvement. • Surfaces disparate information into a single location.

15. Custodian Center

16. Custodian Center – Content Health

17. Custodian Center – Field Values

18. Custodian Center – Field Values

19. Custodian Center – Item Age

20. Custodian Center – Item Age

21. Custodian Center – Content Type Usage

22. What changed with SharePoint 2010 • Corporate Taxonomy via Managed Metadata Service • Facilitates a common language across the enterprise • Company Document Content Type 4.0 • Uses Managed Metadata for some of the fields

23. Corporate Taxonomy

24. Content Type 4.0

25. Future • Records Repository (in progress) • Automated Retention/ Disposition • Multiple Content Types • Possibly using the Content Type Hub (issues) • Automated classification

26. Document Management Lessons Learned • Move at the pace of the organization • Communication, training, communication • Information governance by collaboration not by dictatorship • Require fields by policy, not necessarily by technology • Don’t expect to get it right the first time • Remember that Microsoft is improving the product, so don’t customize where the product will be improve in the next version

27. Questions? • If you have any questions about any of the customizations demonstrated here, contact info@azsharepointpros.com and ask to be put in contact with me. I’d be happy to answer any questions.