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Document Management with Office SharePoint Server 2007. Jason Morrill Program Manager Windows SharePoint Services. Content Management Cycle. Manage. Find. Create/ Acquire. Share. Archive. Information Lifecycle. Document Libraries. Comprehensive Versioning Major and minor versions
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Document Management with Office SharePoint Server 2007 Jason Morrill Program Manager Windows SharePoint Services
Content Management Cycle Manage Find Create/ Acquire Share Archive Information Lifecycle
Document Libraries • Comprehensive Versioning • Major and minor versions • Tracking of metadata changes • Version comparison in Word • Limit visibility of minor versions • Check In/check out • In web browser or in Office • Mandatory or optional • Local check out of documents • Offline document libraries in Outlook and Groove • Tree views • Security and tracking • Security and permissions per element • Policies and auditing • Labeling, Barcodes, • Digital signatures, • Information Rights Management
Metadata • Properties of the document • Defined as columns in document library • Many types • Text, numeric, date, choice, lookup, person, business data,… • Mandatory and optional properties • Document cannot be checked in as long as mandatory properties are missing • Available in web browser and Office • Property pane • With custom forms • Available in document text
Content Types • … more than file type and template • Enables central definition of kinds of documents • Contains name, description, document type, template, metadata, document information panel, workflows and policies • Multiple per document library • Available in “New” menu • Defined at site collection or site level • Reusable in multiple libraries • Extensible in library – or fixed • Used for records routing in Records Management • Enable end-to-end metadatamanagement
Document Center • Content stored and managed in a single library for the entire enterprise • Partner Information Center • Product Library • Specification Library • Expense Reporting Center • Marketing Library
Strengths And Weaknesses • Strengths • Most centralized management • Richest data presentation • Best findability • Weaknesses • Scaling requires oversight • Highly centralized
Portal/Team Site • Content stored in individually managed sites within a single site collection • Examples • Initiative Portal (Security Push) • Team sites for champions for each area (File fuzzing, limits testing) • Divisional Portal (Imperial Starships) • Team sites for individual products (Red ‘Evil’ Lasers, Shield Generators, Wookie Proof Shackles)
Strengths And Weaknesses • Best compromise between delegation and centralization • Good rollup options • Content-by-query • Central Management • Content Type push down • Security inheritance and policy • Site autonomy • Users create types • Manage site users • Look and feel • Good findability
Distributed • Content stored in many independently managed servers/site collections across the enterprise • Examples • Organically grown SharePoint deployments • ‘Every team has a severunder their desk’ • Hosted deployments • Independent systems • HRWeb • Division Portal
Strengths And Weaknesses • Strengths • Total flexibility for content owners • Unlimited scale • Weaknesses • Limited rollup • Difficult to centrally manage • Disjointed navigation • Poor findability
Scale Considerations • Why more site collections? • Throughput • Backup size • 5,000,000 items in a library • 50,000,000 items per search indexer • The magic number: 2000 • 2000 sites in a site collection • 2000 lists in a site • 2000 items in a folder • 2000 items in a view (After indexed filtering)
Office SharePoint Server 2007 Data management & Reporting Search Data integration E-Forms • Business Data Catalog • BD Web part Integration • Management Publishing, Process creation and finishing • Business Data Catalog • Spreadsheet Publishing & Calculation • Report Center Office SharePoint Server Enterprise CAL Workflow Site Model, Security and Management Document & Web Content Management • Extensible customizable search for documents, data and people • Policy • Admin • Auditing • Records Management • Web CM • Personalization • Deployment • Site Manager • 5 Workflows in box • Reporting for ECM Office SharePoint Server CAL Project Management Team Collaboration • Framework: Repository, Versioning, Metadata • Basic Document management • Site androlemanagement infrastructure • Text search in team sites • Windows Workflow Foundation • Admin and Deployment • Status and History • Issue Tracking • Project workspaces Windows SharePoint Services • Workspace • Tools • Blogs **Included with Windows Server and CAL licenses
Summary • Windows SharePoint Services 3.0 provides comprehensive basic document management features • Office SharePoint Server 2007 enables complete document lifecycle management • Content types are the key feature • Information architecture is flexible and depends on your needs