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sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About Me
Gregory Zelfond 10+ years of experience with SharePoint SharePoint advocate, blogger Love to solve business problems using code-free, out of
the box SharePoint configurations Owner of SharePoint Maven (sharepointmaven.com)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About SharePoint Maven
I HELP ORGANIZATIONS TO UNLOCK THE POWER OF SHAREPOINT
MIGRATION CONSULTING TRAINING
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1. Explain 5 available options for document management in SharePoint
2. List Pros and Cons for each method
This presentation will…
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What are the Options?
In SharePoint, you have 5 unique ways to store documents
1. Folders
2. Metadata
3. Folders + Metadata combo
4. Document Sets
5. Managed Metadata
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Which option is right for me?
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Folders: Pros & Cons
PROS Effortless Migration (just drag the files from
fileshare)
Minimum change management to worry about for end users from user experience standpoint
CONS Lots, see next slide
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12 Reasons for NOT using Folders
1. Usability
2. URL length limitation
3. Moving File URL
4. Security
5. User experience
6. File duplication
7. 1 Lonely View
8. Can’t Sort & Filter
9. Change is hard
10. Lost documents
11. Navigation
12. Cost
For more info and detailed description on above reasons, check out this blog posthttp://sharepointmaven.com/12-reasons-folders-sharepoint-bad-idea/
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Metadata – organize data anyway you like…
For more info and detailed instructions on how to setup metadata, check out this blog posthttp://sharepointmaven.com/document-management-in-sharepoint-without-
folders-introduction-to-metadata/
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Metadata: Pros & Cons
PROS Greater control over documents
Sorting, filtering, grouping, custom views
CONS Change in user experience
Requires organization to “think through” taxonomy before migration can begin
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Convinced that Metadata is the way to go?
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Option 3: Folders + Metadata
+ =
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Want to use folders & metadata together?
When creating a view, you can specify whether items are to be viewed with (inside of) folders or without
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Folders + Metadata: Pros & Cons
PROS Combines best of both worlds
Pacifier of sort for users who can’t live without folders
CONS Might be confusing to end users
Taxonomy and administration are a challenge
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Document Sets explainedDocument Set = “folder” for related set of documents with its own “Home Page”.
Great for standardization (i.e. each document set [project] to have same templates)
In addition, Document Set Version History feature allows to capture set of documents (versions) at a point of time (i.e. going from one phase to next)
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Document Sets: Pros & Cons
PROS Folder-type user experience Great for repeatable processes/projects,
standardization
CONS Might not be applicable to “non-project” type
usage Organizations must be “process and
methodology-oriented” for document sets to work successfully
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Managed Metadata requires high level of organizational “SharePoint” and “Collaboration” culture & maturity
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Managed Metadata definitions
Definition: Managed metadata is a hierarchical collection of centrally managed terms that you can define, and then use as attributes for items in across SharePoint
Term – a specific word or phrase that you associate with an item
Term Set - group of related terms
Term Store Management Tool – SharePoint functionality that allows administrators to centrally define terms and term set hierarchies
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More on Managed Metadata
Taxonomy – a formal classification system. A taxonomy groups the words, labels, and terms that describe something, and then arranges the groups into a hierarchy
Folksonomy – an informal classification system. It evolves gradually as web site users collaborate on words, labels, and terms on a site (via tagging)
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Managed Metadata Example
Tag SelectionType-ahead search/navigation
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Term Store Management Tool
Term Set Term
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Managed Metadata: Pros & Cons
PROS Promotes consistent terminology across
enterprise
Great for search and data filtering
Social aspect of “tagging”
CONS Requires high degree of collaboration within
organization
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Need help with SharePoint?
SharePoint Site Configuration and Customization
Document Migration to SharePoint
SharePoint Implementation Strategy
SharePoint Training
SharePoint User Adoption
SharePoint Governance
SharePoint Project Management
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THANK YOU!
Visit: sharepointmaven.com
Email: greg@sharepointmaven.com
Follow: @gregoryzelfond
Connect: linkedin.com/company/sharepoint-maven
View: www.slideshare.net/gzelfond
Get in touch if you have questions
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