Transcript Document Management: Doing it right in SP Online

Document Management: Doing it right in SP Online
Presented by
Deliveron Consulting Services
www.deliveron.com
AGENDA
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Introduction
What is Document Management
Tools available in SharePoint Online
Best Practices
INTRODUCTIONS
Matt Michaelsen
Solution Consultant
[email protected]
DELIVERON CONSULTING SERVICES
We believe in HELPING our
CUSTOMERS implement software
SOLUTIONS in a better way
WHAT IS DOCUMENT MANAGEMENT?
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Creating
Filing
Retrieving
Sharing
Editing
Versions
Workflow
Publishing
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Retaining
Securing
Archiving
Destroying
Recovering
Auditing
DM FEATURES ON SHARED DRIVES
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Creating
Filing
Retrieving
Sharing
Editing
Versions
Workflow
Publishing
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Retaining
Securing
Archiving
Destroying
Recovering
Auditing
DM FEATURES IN SHAREPOINT
 Creating
 Filing
 Retrieving
 Sharing
 Editing
 Versions
 Workflow
 Publishing
 Retaining
 Securing
 Archiving
 Destroying
 Recovering
 Auditing
ADDING DOCUMENTS
Demo 1
SUMMARY ADDING DOCUMENTS
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Drag and Drop
Windows Explorer
Browser
Office Client
FILING DOCUMENTS
Web
Application
Collection
Collection
Site
Site
Site
Library
Library
Library
Set
Site
Folder
Folder …
INFORMATION ARCHITECTURE
Planning the Information Architecture (IA)
• Organization (Taxonomy)
• Usability / Navigation
• Metadata Terms/Labels
• Search
FILING
Demo 2
SEARCH REFINERS
TIPS WHEN USING FOLDERS
Do’s
Dont’s
• Use Sparingly
• Group related documents in
Document Sets
• Use as a Security Boundary
• Set Default Metadata
• Use as substitute for
metadata
• Create deep
hierarchies
FILING SUMMARY
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Information Architecture
Metadata
Folders
Views
Search
EDITING DOCUMENTS
Demo 3
EDITING DOCUMENTS SUMMARY
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Check in/out
Editing in the client or the browser
Versioning
Retention Policies
PLANNING FOR DM
1. Identify document management
roles
2. Analyze document usage
3. Plan the organization of documents
4. Plan how content moves
5. Plan content types
6. Plan workflows
7. Plan content governance
8. Plan policies
https://technet.microsoft.com/en-us/library/cc261933.aspx
TRAINING
• A little bit goes a long way…
SUMMARY
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What is Document Management
Adding, Filing and Editing Documents
Searching For Documents
Best Practices
11 5 1 6 M i r a c l e H i l l s D r i v e S u i t e 2 0 1 O m a h a , N E 6 8 1 5 4
402.238.1399
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www. d e l i ve r o n . c o m
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[email protected]