Professional Document Management with SharePoint 2013

Moving Mountains with SharePoint
Professional Document Management with SharePoint 2013
Oliver Wirkus
Senior Consultant, bridgingIT GmbH
MCTS / MCPD / MCT
@OWirkus

Introduction
www.sharepointeurope.com

Important Requirements

Document Management with
SharePoint 2013
Initial Steps

Requirements Workshop
 What does the customer understand when thinking
about document management?
 How does the customer work with documents today
and where are the “pain-points”?
 How does the customer envision a future document
management system?
 What internal processes, requirements, and
characteristics must be considered?
Important: Understand your customer and their requirements by learning to listen!

Introductory Workshop
 Quick introduction to SharePoint and standard
possibilities for working with documents
 Examination of observed pain-points and outlines of
possible solutions
 Detailed description of the migration plan and the
migration process
 Explanation of further steps based on a project plan
and definition of milestones
Important: The customer must leave knowing that they have been understood!

Metadata Workshop
Goal: Coordinated metadata concept for the entire enterprise!
 Short presentation on metadata and their value to
document management
 Involve all units and divisions
 Support tool: Use an Excel sheet to build metadata
structures (can be imported back into SharePoint)
 Term sets should be comprehensive…these can still be
amended later

Content Type Workshop
 Short presentation about content types and their use
for document management
 Involve all units and divisions
 All available document types should be known and
validated (e.g. via a review)
 Consideration should be given to the previously defined
metadata structure
Goal: Clear alignment of document types in the company to content types

Metadata and Content Type Concept
 Up to three (3) company-wide (global) metadata
definitions per content type (required)
 Up to four (4) unit-specific metadata definitions per
content type
 Optional metadata and required metadata should be
well-balanced
Content
Type 1
Global Global Global Devision 1 Devision 1 Devision 1 Devision 1
Content
Type 2
Global Global Global Devision 2 Devision 2 Devision 2 Devision 2

SharePoint 2013
Employment scenarios of
individual features

Using Templates in Document Libraries
 Close tie-ins with the MS Office client application
 Saving directly to libraries, no need to navigate
with URLs
 Easy transition from previous ways of working
 Metadata exchange between Office and
SharePoint (Document Information Panel)

Editing Documents
 Enable Versioning
 Clear User Experience advantages
 Be aware of Draft Item Security!
 Recommendation: Set up Shredded Storage!
 Offer Check-In / Check-Out functionality
 Helps users transition from previous ways of working
 Co-authoring possible with client applications and Office
Web Apps
http://technet.microsoft.com/de-de/library/ff718249.aspx

Using Taxonomy and Folksonomy
 Taxonomy: predefined corporate keywords
 Users cannot initiate changes to these
 Folksonomy: personal keywords applied by users
 Maintained by individual users
 Can be added to taxonomy by administrators
 Offers opportunities for personalization
 Wisdom of crowds
Never
underestimate the
power of users, you
must!

Using Document IDs
 Every document receives its own unique ID
 Documents can be accessed via their ID (PermaLink)
 Via a URL, e.g. /_layouts/DocIdRedir.aspx?ID=VYV9WKWT4CCY-1-1
 Via a Web Part (Find by Document ID)
 A Document ID persists even when the document is moved
 A Document ID can be embedded directly into documents
(Quick Parts -> Document Property -> Document ID value)
 Document IDs are unique within individual Site Collections
 Individual (custom) Document ID Providers can be created easily
http://www.sharepointeurope.com/blog/2013/11/21/how-to-create-a-custom-document-id-provider-with-sharepoint-2013
http://www.sharepointeurope.com/blog/2013/6/26/sharepoint-moving-a-document-with-a-document-id-to-another-site-collection

Setting up Document IDs
 First, activate the relevant Site Collection Feature:
 Second, configure Documents IDs via Site Collection Settings:

Document Set
 Multiple documents can be grouped together as a Document Set
 Comparable to a typical file folder
 Document Sets are saved as one single entry in libraries
 Document Sets are much more powerful than folders
 Recommendation: avoid using folders in libraries!
 To use, the relevant Site Collection Feature must be activated
 … and a custom Content Type based on Document Set must be added to each library!

Document Set vs Folder
 Permitted Content Types can be defined
 Metadata are inherited from Shared Columns by all documents in a Document Set
 The Welcome Page is configurable
 Columns to display metadata can be defined
 Individualized logos can be displayed
 SharePoint Designer can be used for configurations
 Default documents can be added automatically when a Document Set is created
 Workflows can be linked with Document Sets
 Version control can be implemented for Document Sets und documents
http://sharepointcommunity.de/blogs/owirkus/archive/2013/04/15/sharepoint-2013-versioning-and-document-sets.aspx
http://sharepointmaven.com/12-reasons-folders-sharepoint-bad-idea/

Using Ratings
 SharePoint 2013 offers two (2) different types of Ratings:
 5-Star Rating (anonymous)
 Like / Dislike (personalized)
 Rating can be configured for every library or list individually
Don‘t forget:
Involve your
Works Council
when
necessary!
Ratings support users when finding documents via search results!

SharePoint 2013
Building Structures

Creating a Document Center
 All available possibilities are introduced and
summarized in the “Document Center”
 Configure Document Center
 Design the Welcome Page
 Set up permissions
 Create libraries based on Content Types
 Define procedures, e.g. when documents
are moved to a Document Center

Approaches for Structures
www.sharepointeurope.comTraditional Distributed

Structuring Document Centers

Content Type Syndication
 Content Types should be saved and managed centrally
 Site Collections are defined as Hubs within the Managed Metadata Service
 Then, activate the Site Collection Feature Content Type Syndication Hub
 Later, the Content Type Hub can only be changed via PowerShell!
 Content Types are published to all Site Collections of a Web Application via TimerJobs
(Content Type Subscriber Job)

Configuring Document Centers
?

Content Organizer Function
 Users will not know where a document should be saved
 The Content Organizer automates saving within the Document Center
 Documents are moved to target Libraries based on defined rules
 Users use the Drop Off Library exclusively
 The required Site Feature must be activated:
 Documents can also be moved to other sites:

Content Organizer Rules
Rules are based on Content Types…
…and expressions that evaluate metadata…
…and a target Library where documents
are moved when given rules apply

Retention
 Documents should not remain in the Document Center forever. They must be checked or
subjected to review periodically!
 Setting Retention Rules (in Information Management Policy Settings)
 Retention Rules are based on conditions and actions
For example: “When document is older than one (1) year, execute a workflow”
 Retention Rules are configured based on Content Types and Metadata
 Local Retention Rules apply to individual Libraries or Folders. They are activated via this
Site Collection Feature:

SharePoint 2013
Archiving Documents

Creating a Records Center
 The Records Center template allows
documents to be archived
 Configure Records Center
 Design the Welcome Page
 Set up permissions
 Set up retention
 Create libraries based on Content Types
 Define procedures, for example when
documents are to be moved to a Records
Center

Archiving Documents
How are documents moved to a Records Center?
 Establish ‘Send to’-connections
 Central Administration, General Application Settings
 Note: a valid URL for a ‚Send to‘-connection can be obtained, for example, via the target
Site Settings: Site Administration -> Content Organizer Settings -> Submission Points
 Configuration of Retention Rules in a Document Center
 Rule-based transfer of documents to a Record Center
 Manually use the ‚Drop Off‘-Library of a Record Center
 Utilize Custom Workflows

Bypassing Rule-based Processing
 Occasionally, documents should be exempted from automatic rule-based manipulation, e.g.
during legal contestations
 This feature must be activated in order to define exceptions to rules:
 Now, Hold will appear in Site Settings
 A new Holds entry defines a new exception
 In order to apply the exception, open the Compliance Details
 Exempted documents are marked with a lock icon

SharePoint 2013
Summary & Best Practices

Summary
 Professional Document Management is
possible with SharePoint 2013
 Many features improve working with
documents
 Templates support the building of
structures
 Document Center
 Records Center
 Content Types and metadata can both be
managed centrally
 SharePoint 2013 has been optimized for
large volumes of data
SharePoint 2013?
Easy to configure – easy to use!

My Best Practices
 Use workshops with all divisions in order to create metadata structures truly reflective of
company requirements
 Use Content Types and Content Type Inheritances whenever possible!
 Carefully plan Content Organizer Rules! Involve corporate divisions as Rule Administrators!
 Subject Metadata and Content Types to multiple validations before beginning the
implementation of a Document Center or Records Center in SharePoint 2013!
 Involve corporate divisions as metadata administrators. Metadata should not be administered
by the IT department alone!
 Integrate Document Center and Records Center with existing Intranet structures. Multiple
Document Centers and Records Centers are possible!

Questions? Feel free to ask me directly…
http://www.sharepointcommunity.de/blogs/owirkus
…or find me on Twitter!…or visit my blog
@OWirkus

Professional Document Management with SharePoint 2013

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