Geeky Girl : document management

Tagging and Folksonomy

JessMeats — Tue, 03 Nov 2009 12:16:00 GMT

With MOSS 2007, you can use metadata and official taxonomy to organise your documents. In Microsoft SharePoint Sever 2010, you still have all those capabilities, but you also get the ability to be less formal and have users define their own tags for SharePoint content. Users can quite simply type in new tags for documents and other content. There is also the facility for prompts and suggested tags, to help keep the terminology consistent. Administrators can track the tags that are being used and, if they so wish, promote particular tags from the folksonomy to the taxonomy.

So SharePoint 2010 offers the capabilities of being both structured and unstructured in its approach to content management.

If you are interested in a particular topic, you can subscribe to a tag and be alerted when new content is added. You can even use tags in order to find people who are experts on a subject using some of the new social networking capabilities.

If you buy MOSS 2007 with Software Assurance now, you’ll get the upgrade rights to 2010 when it’s released. There’s no better time to buy!

Multi-stage disposition

JessMeats — Mon, 26 Oct 2009 09:10:00 GMT

I'm continuing my series of posts highlighting some of the new features in SharePoint 2010 by talking about one of the new document management features.

In Microsoft SharePoint Server 2010, it’s a lot easier to have document management policies that are broken into stages. In MOSS 2007, if you wanted to have a policy that had several different steps, you would have to write the custom workflows to handle it. With SharePoint 2010, when defining your policy, you just have to click to add new stages and set the policy rules for each one.

You can then use a combination of the out of the box policy actions and your own custom workflows. Simple!

If you buy MOSS 2007 with Software Assurance now, you’ll get the upgrade rights to 2010 when it’s released. There’s no better time to buy!

Document Sets

JessMeats — Thu, 22 Oct 2009 07:35:00 GMT

I'm continuing my series of posts highlighting some of the (many) new features which are going to be coming in Microsoft SharePoint Server 2010.

The content management capabilities of SharePoint have been extended, allowing you to group documents together as a document set. In MOSS 2007, there are quite a lot of useful document management features around metadata, policies, workflows and so on. In Microsoft SharePoint Server 2010, those features have been extended to also apply to groups of documents. So you can gather together, for example, a Word document, Excel spreadsheet and a PDF and define metadata on all three at once, have workflows act upon the entire set and define policies that work on the three files together.

Document sets can contain any type of file and all the usual document management features can be applied to the set as a whole, or to the individual files within the set. So you can have some metadata fields which apply to the whole set, but have others filled out for the specific documents within them. You can do the same with security, permissions and content management policies.

This makes it so much easier to group related documents together.

If you buy MOSS 2007 with Software Assurance now, you’ll get the upgrade rights to 2010 when it’s released. There’s no better time to buy!

SharePoint for Document Management

JessMeats — Thu, 18 Jun 2009 17:39:00 GMT

Continuing my series of videos showing the capabilities of SharePoint as a solution for various business problems. This video shows some of the features relating to document management.