Document Management with Office Share Point Server 2007

Document Management with Office Share. Point Server 2007 Jason Morrill Program Manager Windows Share. Point Services

Content Management Cycle Create/ Acquire Manage Share Information Lifecycle Archive Find

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 metadata management

Demo: Document Management

Organizational Styles

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 Share. Point deployments • ‘Every team has a sever under 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 items in a library • 50, 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 Share. Point Server 2007 Search • Business Data Catalog Office Share. Point Server Enterprise CAL Workflow Office Share. Point Server CAL Project Team Management Collaboration • Issue Tracking • Project • Workspace workspaces • Tools • Blogs Document & Web Content Management Site Model, Security and Management • 5 Workflows in box • Reporting for ECM • Policy • Admin • Auditing • Records Management • Web CM • Personalization • Deployment • Site Manager • Windows Workflow Foundation • Admin and Deployment • Status and History • Framework: Repository, Versioning, Metadata • Basic Document management • Site and role management infrastructure Data integration • Business Data Catalog • BD Web part Integration E-Forms • Management Publishing, Process creation and finishing Data management & Reporting • Spreadsheet Publishing & Calculation • Report Center • Extensible customizable search for documents, data and people • Text search in team sites Windows Share. Point Services **Included with Windows Server and CAL licenses

Summary • Windows Share. Point Services 3. 0 provides comprehensive basic document management features • Office Share. Point Server 2007 enables complete document lifecycle management • Content types are the key feature • Information architecture is flexible and depends on your needs