1. Agnes Molnar
BEST PRACTICES FOR
ORGANIZING DOCUMENTS
IN SHAREPOINT 2010

2. ABOUT AGNES MOLNAR
• SharePoint Server MVP
• Senior Solutions Consultant, BA Insight
• Blogger, frequent speaker, writer
• Web: http://www.bainsight.com
• Blog: http://aghy.hu
• Email: aghy@aghy.hu
• Twitter: @molnaragnes

3. AGENDA
• Introduction:
• SharePoint 2010 Capabilities for supporting
Document Management
• Best Practices:
• Folders vs. Document Sets
• Metadata management
• Content Types
• Content Organizer Rules

4. DOCUMENT MANAGEMENT GENERAL
REQUIREMENTS

5. DOCUMENT MANAGEMENT GENERAL
REQUIREMENTS
• Store, edit, organize, etc.
• Properties and metadata
• Version management
• Permission management
• Workflows
• Content Types
• Document Templates
• Extensibility
• Office Web Apps / SharePoint Workspace
• Search – and Find...
5

6. SHAREPOINT 2010 CAPABILITIES
• Document Libraries & Folders
• Content Types
• Document Sets
• Metadata Management
• Document ID
• Workflows
• Content Organizer Rules
• Office 2010 Integration
• Office Web Apps
• SharePoint Workspace 2010

7. LOCATION: FOLDERS VS. DOCUMENT
SETS
• Document Sets:
Components, similar to folders, that
enable users to collaborate on related
documents without having to create a
new document library or site.

8. LOCATION: FOLDERS VS. DOCUMENT
SETS
Document_1
Document_F1_1
Document_2
Document_F1_2
Folder_1
Document Library Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1
Folder_2
DocumentSet_F1_1 Document_DS_F1_1_1
Folder_3
Document_DS1_1
DocumentSet_1
Document_DS1_2

9. METADATA MANAGEMENT
• Managed Metadata:
A hierarchical collection of centrally managed terms
that you can define and then use as attributes for
items.
Benefits:
• Consistent use of terminology
• Better search results
• Dynamic

10. METADATA MANAGEMENT
List Columns Managed Metadata
Local term sets Global term sets
Managed in the context Managed out of context
Static Dynamic
Managed by admins Managed by owners
Can be imported from CSV

11. METADATA MANAGEMENT
• Best Practices for Metadata Management
• Has to be defined by the business!
 Help but don’t drive!
• Users are not taxonomy experts - Teach them!
• Managing metadata
• Using metadata
• Think in managed metadata
• Taxonomy vs. Folksonomy
• Build hierarchy – instead of flat term stores
• Be careful of legal requirements

12. CONTENT TYPES
• Create your own „root” content types
Document
Document_Root
Technical
Contract Marketing
Document
Requirements Case Study User Manual Presentation
System For Business
Requirements Decision Makers
Functional
Requirements For Developers
For Admins

13. CONTENT TYPES
• Organize the Templates into Template
Libraries

14. CONTENT TYPES
• Organize the Templates into Template
Libraries

15. CONTENT ORGANIZER RULES
• Property based rules
• Users don’t need to know where to
save anymore
• Well organized content
• Searchability and Findability

16. CONTENT ORGANIZER RULES
• Use if you have clear organizing requirements
• Deploy a good Search Architecture  Search
Based Navigation
• Don’t forget to turn on the Content Organizer
Feature – on the Target Site too!
• Don’t forget to implement Content Types in the
Target Libraries
• Teach the users!

17. THANK YOU!
E-mail: Agnes.Molnar@BAInsight.com
Twitter: @molnaragnes
Blog: http://aghy.hu

18. SESSION EVALUATIONS
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