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JourneyTEAM - – 615.771.5300 Folders, the F Word of Document Management Adam Burden

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Presentation on theme: "JourneyTEAM - – 615.771.5300 Folders, the F Word of Document Management Adam Burden"— Presentation transcript:

1 JourneyTEAM - www.journeyteam.com – 615.771.5300 Folders, the F Word of Document Management Adam Burden adam.burden@journeyteam.com

2 JourneyTEAM - www.journeyteam.com – 615.771.5300 Adam Burden Enjoying SharePoint since 2004 MCT since 1996 Hobbies are Cycling, Firearms, and Cycling Sr. Collaboration Architect and Trainer at JourneyTEAM Not Welcomed in Canada For Many Years

3 JourneyTEAM - www.journeyteam.com – 615.771.5300 Key Points Folders – Pros vs. Cons Metadata Document Libraries – Views Content Types Document Sets If you do have to use folders…

4 JourneyTEAM - www.journeyteam.com – 615.771.5300 Pros and Cons of Folders Pros – Familiar – Easy to Create – Organizes Data – Permissions Inheritance

5 JourneyTEAM - www.journeyteam.com – 615.771.5300 Pros and Cons of Folders Pros – Familiar – Easy to create – Organizes data – Permissions inheritance Cons – Folder structures are not indexed therefore not searchable – Content can only be in one folder at a time; without duplication of data – Can’t drag and drop folders – Can’t send folders to other locations – Rendering the page each time a folder is opened – Split fork hierarchy can easily occur – Sorting and filtering doesn’t work as well in a folder structure

6 JourneyTEAM - www.journeyteam.com – 615.771.5300 Pick the Folder

7 JourneyTEAM - www.journeyteam.com – 615.771.5300 Pick the Folder

8 JourneyTEAM - www.journeyteam.com – 615.771.5300 Pick the Folder

9 JourneyTEAM - www.journeyteam.com – 615.771.5300 Pick the Folder

10 JourneyTEAM - www.journeyteam.com – 615.771.5300 Pick the Folder

11 JourneyTEAM - www.journeyteam.com – 615.771.5300 Pick the Folder Misc

12 JourneyTEAM - www.journeyteam.com – 615.771.5300 Classify the Photo Using Metadata

13 JourneyTEAM - www.journeyteam.com – 615.771.5300 SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

14 JourneyTEAM - www.journeyteam.com – 615.771.5300 SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

15 JourneyTEAM - www.journeyteam.com – 615.771.5300 Data about your data Columns within Lists and Libraries Some default columns – Created By – Created – Modified – Modified By – Title Metadata

16 JourneyTEAM - www.journeyteam.com – 615.771.5300 Metadata

17 JourneyTEAM - www.journeyteam.com – 615.771.5300 SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

18 JourneyTEAM - www.journeyteam.com – 615.771.5300 Libraries are used to store documents Built-in document management features – Check In/Check Out – Approvals – Versioning – Permissions Create Columns for Metadata Fields Create Views to Present Organized Structure Document Libraries

19 JourneyTEAM - www.journeyteam.com – 615.771.5300 Choose the Columns You Want Displayed and the Order in Which They are Displayed Sort Based on Columns Filter Based on Column Values Group By (2 Columns) Views

20 JourneyTEAM - www.journeyteam.com – 615.771.5300 Typical Document Library

21 JourneyTEAM - www.journeyteam.com – 615.771.5300 Typical Document Library

22 JourneyTEAM - www.journeyteam.com – 615.771.5300 Slightly Improved Document Library

23 JourneyTEAM - www.journeyteam.com – 615.771.5300 SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

24 JourneyTEAM - www.journeyteam.com – 615.771.5300 Reusable collection of metadata, workflow, behavior, and other settings for a category of items or documents. Allows for centralized management of settings for a category of information that is also reusable. Can be centralized using the Content Type Hub. Multiple Content Types can be Used in the Same List/Library. Content Types

25 JourneyTEAM - www.journeyteam.com – 615.771.5300 Content Types

26 JourneyTEAM - www.journeyteam.com – 615.771.5300 SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

27 JourneyTEAM - www.journeyteam.com – 615.771.5300 Folders on Steroids It is a Content Type Used to Organize Documents Like Folders BUT OH SO MUCH MORE! Metadata Can Be Inherited Customizable Welcome Page Document Sets

28 JourneyTEAM - www.journeyteam.com – 615.771.5300 Document Sets

29 JourneyTEAM - www.journeyteam.com – 615.771.5300 Document Sets

30 JourneyTEAM - www.journeyteam.com – 615.771.5300 SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

31 JourneyTEAM - www.journeyteam.com – 615.771.5300 Centralized Repository to Store Organizational Records Site Template With the Following Features – Records Management and Retention (IRM) – Versioning – Auditing – eDiscovery – Content Organizer Records Center

32 JourneyTEAM - www.journeyteam.com – 615.771.5300 Records Center

33 JourneyTEAM - www.journeyteam.com – 615.771.5300 If You Must…. Folders with Default Column Values

34 JourneyTEAM - www.journeyteam.com – 615.771.5300 Default Column Values for Folders

35 Q&A

36 For More Info Adam Burden adam.burden@journeyteam.com @JABurden www.linkedin.com/in/adamburden

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