Document management overview (SharePoint Server 2010)

Published: May 12, 2010 This article provides a high-level description of the various elements of a document management solution based on Microsoft SharePoint Server 2010. In this article:

The elements of a document management system The planning process

Document management controls the life cycle of documents in your organization how they are created, reviewed, and published, and how they are ultimately disposed of or retained. Although the term "management" implies control of information from the top of the organization, an effective document management system should reflect the culture of the organization that is using it. The tools you use for document management should be flexible enough to allow you to tightly control a document's life cycle, if that fits your enterprise's culture and goals, but also to let you implement a more loosely structured system, if that better suits your enterprise.

The elements of a document management system

An effective document management solution specifies:

What types of documents and other content can be created within an organization. What template to use for each type of document. What metadata to provide for each type of document. Where to store a document at each stage of its life cycle. How to control access to a document at each stage of its life cycle. How to move documents within the organization as team members contribute to the documents' creation, review, approval, publication, and disposition. What policies to apply to documents so that document-related actions are audited, documents are retained or disposed of properly, and content that is important to the organization is protected. Whether a document has to be converted from one format to another as it moves through the stages of its life cycle. How documents are treated as corporate records, which must be retained according to legal requirements and corporate guidelines.

SharePoint Server 2010 includes features that implement all these aspects of document management. To ensure that information workers can easily take advantage of these capabilities without having to depart from their day-to-day operations and familiar tools, applications in the the Microsoft Office system such as Microsoft Outlook and Microsoft Word also include features that support each stage in a document's life cycle.

The planning process

The document management planning process consists of the following major steps:

1.

Identify document management roles Ensure that your plans incorporate the feedback of your organization's key stakeholders, that you have the right team in place to implement the solution, and that you know who will participate in document management processes. See Identify users and analyze document usage (SharePoint Server 2010) for more information about creating a document management planning team. Analyze document usage After you identify who works on documents, determine the types of documents they work on and how they use them. For more information, see Identify users and analyze document usage (SharePoint Server 2010). Plan the organization of documents You can organize documents in site collections, sites, and libraries. SharePoint Server 2010 offers a range of features to help organize and store documents, from specialized sites such as the Records Repository to loosely structured document libraries for quick document creation and collaboration. Within a library, you can further organize content into folders and subfolders. For more information, see Document library planning (SharePoint Server 2010) and Plan enterprise content storage and version control. Plan how content moves between locations It might be necessary to move or copy a document from one site or library to another at different stages of its life cycle. For example, the publishing process might include moving a document from a staging site to a public Internet site. If content has to be converted from one format to another as it moves from site to site, you will also want to plan content conversions. For more information, see "Plan the flow of content" in Document library planning (SharePoint Server 2010). Plan content types Use content types to organize information about types of documents, such as metadata, document templates, policies, and workflow processes. This is an essential step to help you organize your documents and enforce consistency across your organization. For more information, seeContent type and workflow planning (SharePoint Server 2010). Plan workflows When you plan workflows for your organization, you can control and track how documents move from one team member to another as each participant collaborates in a document's life cycle. SharePoint Server 2010 includes workflows for common team tasks such as reviewing and approving documents. SharePoint Server 2010 also supports creating and installing custom workflows. For more information, see Content type and workflow planning (SharePoint Server 2010)). Plan content control You can plan the appropriate degree of control based on content type or storage location. For example, for a document library you can plan to require checkin and check-out and to protect documents from unauthorized distribution by using Information Rights Management. For more information, see Document library planning (SharePoint Server 2010) and Information management policy planning (SharePoint Server 2010). Plan policies For each content type, plan information management policies to ensure that documents are properly audited, retained, labeled, and otherwise handled according to your organization's institutional and legal requirements. SharePoint Server 2010 includes policies that implement auditing, document retention, labeling, and barcodes (to ensure that printed content can be correlated with corresponding electronic versions). For more information, seeInformation management policy planning (SharePoint Server 2010).

2.

3.

4.

5.

6.

7.

8.

Identify users and analyze document usage (SharePoint Server 2010)

Published: May 12, 2010 The first step to plan your document management solution is to identify users and analyze how documents are used. This article provides guidance to identify users and analyze document usage for your solution based on Microsoft SharePoint Server 2010. In this article:

Identify users Analyze document usage Worksheets

Identify users
To determine the stakeholders and participants in your document management solution, you can use a survey to collect this information. For example, your survey might contain the following questions:

Who in your organization creates documents? What types of documents do they create? Who reviews documents? Who edits documents? Who uses documents? Who approves the publication of documents? Who designs Web sites used for hosting documents? Who sets guidelines and policies for managing documents? Who manages records in your organization? Who deploys and maintains the servers on which documents are stored?

Metadata-based routing and storage overview (SharePoint Server 2010)

Published: May 12, 2010 This article contains information to help solution planners and designers understand how metadatabased routing and storage using the Content Organizer Feature in Microsoft SharePoint Server 2010 can be used as part of a comprehensive document management solution. In this article:

About metadata-based routing and storage

Content Organizer Settings Content Organizer Rules

About metadata-based routing and storage

SharePoint Server 2010 introduces metadata routing and storage by using Content Organizer. Content Organizer builds upon document routing features that were introduced in the Records Center site template in SharePoint 2007. With Content Organizer, new site level features make it easier for administrators and users to classify, route, and store content by using rules based on metadata. After the site administrator activates the Content Organizer Feature and configures settings and rules, instead of directly uploading a document to a library or folder, users can then save, route, and thereby apply rules to a document, by using one of the following methods:

Upload a document to a Drop-off library. A Drop off library is created in every site in which the Content Organizer Feature is been activated. Use Save as from Word, Excel, and PowerPoint client applications. Use Send To from other SharePoint sites. Use the Web service object model. Use an E-mail drop-off zone. By using Exchange, documents can be e-mailed to the site, where metadata then must be applied before being routed by rules. Submit to a Record Center site as part of a documents life cycle or expiration. For example, as part of a workflow or retention policy.

Once a document is uploaded, based on the document's metadata, Content Organizer can route the document to a specified folder or automatically create a new folder. For example,

A new folder can be created as a child of the target folder, because the target folder of the routing rule grew too large. Folders are created for each new value in a field (must be a required field for the content type). For example, if you have taxonomy with 100 terms, folders can be created automatically for each of those 100 terms, each folder being created the first time Content Organizer evaluates a document that has a particular tag.

New folders will inherit settings from the parent folder. New folders can then also have additional rules that define additional parameters such as permissions, default metadata, retention policies, and workflows that the documents in them will inherit. For example;

By tagging a document with "Corporate Affairs", the document is routed to a folder that has more restricted permissions than other documents in different folders in the library. This lets metadata to effectively apply permissions to a document in SharePoint. By tagging a document with "Accounting", the document is routed to a folder where it is subject to a retention policy insuring the document is saved. By tagging a document with "Human Resources", the document is then routed to a folder where any number of additional metadata tags is applied. This can reduce the need for

users to apply lots of metadata tags reducing time that is spent tagging and potential errors when tagging. By tagging content with metadata and by using Content Organizer settings and rules, in combination, you can effectively determine, route, store, and apply additional content parameters to any document in your organization.

Content Organizer Settings

Site administrators can configure Content Organizer settings that will determine how content uploaded to the site is routed. These settings apply to all content routed using Content Organizer. Content Organizer includes the following settings:

Redirect Users to the Drop Off Library If enabled, this setting specifies that users are redirected to the Drop Off Library when uploading content in a site that has one or more content organizer rules applied. If this setting is disabled, users can bypass using the content organizer and upload files directly to a library or folder. This setting applies only when uploading a document by using the document library page or by using a client application. Sending to Another Site If enabled, rules can be created to redirect uploads in the current site to be sent to another site that also has the Content Organizer Feature activated. Folder Partitioning If enabled, subfolders will be created when a specified number of items in a folder is exceeded. Duplicate Submissions This option specifies whether to use SharePoint versioning or append unique characters to the end of duplicate file names if a document is uploaded that has the same name as a document that is already in the destination library. Rule Managers This setting specifies users or groups that can create rules and respond to and manage uploaded content that do not match any rule. Submission Points This non-configurable setting provides Web service and URL, and an E-mail address that you can use to set up other sites or e-mail messaging to send content to the site. When creating a new Send To location in Central Administration, this is the service URL that you specify as the destination for files submitted to the Send-To location. Send To locations must be configured before they can appear as a submission point.

Content Organizer Rules

Rule managers can create rules. A rule determines whether the rule should be applied to the incoming document, and then performs actions specified in the rule. Rule options include the following:

Rule Name

The name of the rule.

Rule Status and Priority Specifies this rules priority on a scale of 1 to 9 if more than one rule is applied. You can also specify that this rule is inactive and will not be applied to any incoming content. Submission's Content Type Specifies the content type group such as Document Content Types, Publishing Content Types, and so on. Based on the content group type group, you can additionally select a content type for the rule. If a content type in your organization uses a different name, you can specify an alternative name.

Conditions

Applies additional property-based filters for the rule to process. Specifies where to put content that matches the rule.

Target Location

Submission Points Where the item that has met all the criteria above will be saved. If you checked the Sending to Another Site option in the Content Organizer settings, you will see a drop-down box that has a list of other locations outside the current site to which a document can be routed.

Activating the Content Organizer Feature for a site

In order to use Content Organizer in a site, the Content Organizer Feature must be activated. Once activated for a site,Content Organizer Settings and Content Organizer Rules will appear under Site Administration on the Site Settings page. Note: When creating a site by using the Record Center site template, Content Organizer is activated by default. To activate the Content Organizer Feature for a site

1. 2.

On the Site Settings page, under Site Action, click Manage site features. On the Features page, for Content Organizer, click Activate.

After the Content Organizer Feature is activated, you can create metadata based rules to move submitted content to a library or folder.

SERVER

CLIENT

Java 1.6 or upper JBoss Application server 4.2.x GNU/Linux, Unix, MacOs, Windows 2000, Windows XP, Windows 2003, Windows Vista Repository stored in file system, MySQL, PostgreSQL, Oracle, etc. ** Integration with other software using WebServices

Web-based client: you can access your document from anywhere Fast and enhanced user experience using AJAX Works with most popular browsers: Firefox 1.5 or above, IExplorer 5.5 or above, Opera and Safari Translated into Arabic, Catalan, Bosnian, Chinese simplified, Chinese traditional, Czech, Dutch, English, Farsi, French, Galician, German, Greek, Hungarian, Indonesian, Italian, Japanese, Latvian, Macedonian, Polish, Portuguese, Portuguese do Brazil, Romanian, Russian, Serbian, Spanish, Swedish, and Turkish. Support for international languages: Russian, Japanese, Chinese No client side software install Preview of multimedia files Default language can be configured Web-based admin client WebDAV Direct scanning ( need some TWAIN scanner connected to computer ) Supporting iphone and android ( only some features are available in this view ).

MICROSOFT OFFICE ADDIN

MS Outlook 2003 Addin MS Word 2003 Addin MS Excel 2003 Addin MS PowerPoint 2003 Addin MS Visio 2003 Addin

DOCUMENT MANAGEMENT

Mass document upload using ZIP files


OCR

Download folder as ZIP Lock / Unlock documents Bookmarks administration Select user home folder Support for document templates Personal documents for each user User trash where deleted documents are stored Document event notification by mail ( when some change is done ) Send document link by email Notes on documents. Extract document metadata. Unique document identifier. User document tags. Thesaurus tags (*) Tag cloud view. Preview documents ( text, microsoft office, open office ).

Unlimited OCR month files. Read binary, gray or color image. Text extraction, support for english, french, italian, german, spanish and dutch dictionaries. Scan and securely store all paper document Search for TIFF data embedded by scanners & digital cameras.

INTEGRATED ANTIVIRUS

Scanning uploading documents for virus. ( prevent adding documents with virus in repository ).

VERSIONING

Based on check-in / check-out model Add comments to document versions Access previous document version Restore any previous document version You can compact the document history and save storage space

PROPERTY GROUPS (METADATA)

You can add custom property groups to the system to improve document metadata Several data formats: input, simple list, multiple select list, textarea. Internationalization for properties and values Ordering metadata widgets.

SECURITY

Plug-in authentication based on JAAS Support for LDAP, Active Directory, Database, etc. ( by configuration file ). By default OpenKM comes with a embeded database. Granular acces control list Flexible ACL inheritage option Security by user or role Permissions in documents and folders Register detailed user activity Support for SSL communications

DASHBOARD

User view ( documents check-out, locked downloaded, subscribed, last modified, last uploaded ). General view ( documents more ( modified / viewed ) last ( week / month ), last uploaded, last modified ). User news ( search agents ) Workflow view Mail view ( new mails and attachments ) Tag cloud search and browsing.

POWERFUL SEARCH ENGINE

Search by document content, keywords, modification date, author and document type. Automatically index uploaded documents: Text, HTML, RTF, XML, PDF, OpenOffice.org, MS Office, MS Office 2007, JPEG EXIF, MP3 ID3 Search by synonyms Search results ordered by relevance Search using Property Groups Save queries Advanced search using XPath and SQL Users news ( push queries ) Search under hicherical folder structure. Can select what search, folders, documents or mails. User content tags to locate documents Metadata content to locate documents Simple and advanced search view Sort search results with multiple criteria Download or go to taxonomy document ubication in result search view Stemming, stopwords support and synonyms support What's new push notification service ( based on user saved queries ).

ADMINISTRATION

Show logged users Unlock / Cancel checkout Raw repository view Advanced search using XPath and SQL View detailed user activity log Import documents / folders from filesystem Export repository to filesystem Workflow administration. Jasper reports. Importing thesaurus, owl or rdf formats (*) Configuration parameters view.

MAIL ENHANCEMENTS

Email capture from imap server. User account configuration. Import text, html and attachments files. Capture metadata.

THESAURUS ENHANCEMENTS (*)

Thesaurus documents navigator view. Automatic key extraction. Training module based on skos thesaurus and training documents.

WORKFLOW ENHANCEMENTS

Can be created complex end user workflows. Review, aproval, validation workflow. Support parallel, serial and broadcast workflow types. Assign task to user and groups. Dashboard option to monitor workflow task, status and process. E-mail notification with customizable messages. Automatically trigger workflows for specific folders or document type.

GENERAL ENHANCEMENTS

Reporting ( jasper reports ) Workflow (JBPM) User can change his configuration ( password, mail, mail account ). OpenKM mail notification message is configurable. Complete user log audit trace ( any operation made with user is logged by OpenKM and stored in database ). Undelete with recycle bin.

Unlimited documents, folders, workflows, document metadata properties, document types, roles, groups and users providing space for ample storage and collaboration. Conversion popular documents to pdf. Unique url for all documents. Microsoft windows desktop integration with webdav. TWAIN compliant scanner integration. Soap-based web services API.

ADVANCED ENHANCEMENTS

Mirror OpenKM server configuration.

PLANNED FEATURES

Web page collect Control of the user space (user quota) and repository Integration with OpenOffice Integration with some browsers Document alias Documents linking ( relations between documents ) Document discussion tab