Document Management: Doing it right in SP Online

Presented by

Deliveron Consulting Serviceswww.deliveron.com

AGENDA• Introduction• What is Document Management• Tools available in SharePoint Online• Best Practices

INTRODUCTIONS

Matt MichaelsenSolution Consultantmattmichaelsen@deliveron.com

DELIVERON CONSULTING SERVICES

We believe in HELPING our CUSTOMERS implement software SOLUTIONS in a better way

WHAT IS DOCUMENT MANAGEMENT?

• Creating• Filing• Retrieving• Sharing• Editing• Versions• Workflow• Publishing

• Retaining• Securing• Archiving• Destroying• Recovering• Auditing

DM FEATURES ON SHARED DRIVES• Creating• Filing• Retrieving• Sharing• Editing• Versions• Workflow• Publishing

• Retaining• Securing• Archiving• Destroying• Recovering• Auditing

DM FEATURES IN SHAREPOINTCreatingFilingRetrievingSharingEditingVersionsWorkflowPublishing

RetainingSecuringArchivingDestroyingRecoveringAuditing

ADDING DOCUMENTS

Demo 1

SUMMARY ADDING DOCUMENTS• Drag and Drop• Windows Explorer• Browser• Office Client

FILING DOCUMENTS

Collection Collection

Site

Site

L ibrary L ibrary

Library

Set Folder

Folder …

Site

Site

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• Use Sparingly• Group related documents in

Document Sets• Use as a Security Boundary• Set Default Metadata

Dont’s• Use as substitute for

metadata• Create deep

hierarchies

FILING SUMMARY• Information Architecture• Metadata• Folders• Views• Search

EDITING DOCUMENTS

Demo 3

EDITING DOCUMENTS SUMMARY• Check in/out• Editing in the client or the browser• Versioning• Retention Policies

PLANNING FOR DM1. Identify document management

roles2. Analyze document usage3. Plan the organization of documents4. Plan how content moves5. Plan content types6. Plan workflows7. Plan content governance8. Plan policies

https://technet.microsoft.com/en-us/library/cc261933.aspx

TRAINING• A little bit goes a long way…

SUMMARY• What is Document Management• Adding, Filing and Editing Documents• Searching For Documents• Best Practices

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