SharePoint Service Support - Document Management
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WisDOT SharePoint Service Support - Document Management

Document Management Overview

The elements of effective document management address the following areas:
  • What kinds of documents and other content can be created in an organization.
  • 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 appropriately, and content that is important to the organization is protected.
  • How to handle documents as corporate records, which must be retained according to legal requirements and corporate guideline.
  • What template to use for each kind of document.
  • What metadata to provide for each kind of document.

Review and answer the Document Questionnaire. The questionnaire will assist you through the process of addressing the elements listed above.

Document Management Planning

The document management planning process consists of the following major steps:
  • Identify document management users and roles - Ensure that your plans incorporate the feedback of your organization's key stakeholders, you have the best team to implement the solution, and you know who will participate in document management processes.
  • Analyze document usage - After you identify who works on your documents determine the kinds of documents that they work on and how they use them.
  • Plan the organization of documents - You can organize documents in sites and libraries. SharePoint 2013 offers a range of features to help organize and store documents, from specialized sites to loosely structured document libraries for quick document creation and collaboration. Within a library, you can additionally organize content into folders and subfolders.
  • 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.
  • 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 2013 also supports creating and installing custom workflows.
  • Plan content types - Use content types to organize information about documents, such as metadata, document templates, and workflow processes. This is an important step to help you organize your documents and enforce consistency across your organization.
  • Plan content governance - You can plan the appropriate degree of control that is based on content type or storage location. For example, you might require that documents in a particular library be checked out before they can be edited.

Document Management Guide and Tools

You can access the document titles "Document Management with SharePoint Online" by clicking here. This document goes into much greater detail about the items listed above.

You can access a spreadsheet that you can use to identify users and their roles within your area by clicking here.

You can access a spreadsheet that you can use to analyze document usage within your area by clicking here.

You can access a spreadsheet that you can use to plan workflows and content types within your area by clicking here.

Last updated: July 29, 2015

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