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The Bold Faced Blog™

January 17, 2017

Guest Blogger | Ashton Associate Firm 2Plus2 Partners, Inc. on Configuring SharePoint: SharePoint Document Center

Posted 307 days ago by Anthony Barata

Document Management Needs Don’t Scale Linearly with the Number of Documents

At the 2Plus2 Blog, our SharePoint experts spent the last a couple of months looking at and dissecting SharePoint's document library features. Here are some of the highlights.

  • Information Management Policies: Document Centers have come a long way since their release with SharePoint 2010. You now have more control to help you contain your continually rising tide of digital documents. Here is a transcript of a recent webinar Plus16 Webinar.

  • Document Publishing: Set up SharePoint’s Document Publishing right (for you) to establish an efficient approval workflow process in your organization.

  • Document Management: SharePoint Document Management controls the life cycle of documents in your organization, including creation, review, publication and archive or retention.

  • Record Centers: The SharePoint Records Center is the place to store your legal & financial documents. Especially those you need for legal document retention reasons while you minimize risk and CYA.

  • Meta Data: Part 2 of the SharePoint Document Management series digs deeper into the metadata and permission functions that help filter, share, and protect your documents.

  • Views: The views are awesome and naming standards matter, learn here how to customize these two features.

  • Security & Versioning: SharePoint Document Libraries offer many features, from security settings to document naming structures to searchability and naming conventions.

With document libraries, companies can easily use SharePoint to manage their records, collaborate on new documents, and organize files in a variety of different ways. When it comes to large-scale document management, though, document libraries might not cut it. In such situations, SharePoint's Document Center and its faceted search feature might come in handy.

Document Centers, which are included in SharePoint by default, have many of the same features as document libraries. Document versioning, metadata navigation, and content types are all built into the template from the get-go. Using these features—alongside search facets, which were added to SharePoint's features list in 2013—makes it possible to create an efficient system for organizing, searching, editing, or archiving bulk sets of files.

Key Features of the Document Center

Here are a few of the key features that your team will be able to use to configure and organize a Document Center site.

  • It’s a site template
  • Supports an authoring environment or a content archive
  • Scales to 10 million files

Managed Metadata Navigation: As with document libraries, a Document Center site will let you create an entire navigation system using metadata. You can create different metadata tags for your files depending on document type, product, service, client, or any other criteria you can imagine. The goal is to create a managed metadata system that users can take advantage of to filter information and find the documents they need.

Content Types: Another feature found in document libraries - content types - allow you to establish a group of metadata settings for particular categories of documents. Mostly, when you upload a document that belongs to a specific content type, you will be asked to provide metadata tags in preset categories. This feature makes sure that all similar files are tagged in the same general way, and that key metadata tags aren't left out because the person uploading the file in question forgot to include them.

Document IDs: A document ID is essentially a URL link that directs to a permanent file location. As you manage your Document Center site, you might move your files around to different folders, or archive them to new locations. With a Document ID, you will always have a functional link that directs to that particular file. The link won't be rendered inoperable if and when you move the file.

Document Versions: By default document versioning is turned off, and we recommend that you at a minimum turn on Major Versioning. This allows a copy to be made every time a person replaces a document in your library and SharePoint will retain previous copies for you. Don’t rename your documents with the version number in the name or title, use the built-in version settings to manage that for you!

Understanding Search Facets

Managed metadata navigation, content types, and document IDs can all help to simplify the process of finding specific documents. However, being able to search your entire SharePoint site is still a useful feature—particularly if your Document Center is populated with tens of thousands of different files. Search faceting allows you to do precisely this.

Also known as "refinements," search facets are criteria that you can use to narrow your SharePoint search. You can configure your search faceting feature to include a huge range of different refiners. You can then sort and filter your search based on these refiners. For instance, you can type in a search term and then filter the results based on author, date modified, department, and more. This Microsoft post offers a terrific guide on how to configure and use different types of search refinements.







Conclusion

Enterprises with vast quantities of files might have trouble with the traditional document library setup. For those organizations, the SharePoint Document Center provides a very workable solution. By spending some quality time configuring your Document Center site, deciding which site environment to use, building a managed metadata system, and taking advantage of search benefits, you can make your SharePoint Document Center as efficient and manageable as a much smaller document library.

Do you have question on how to create an entire navigation system using metadata or which search facets to use to narrow your SharePoint search? Not a problem. Call us at (510) 652-7700 or fill out this form for a free consultation.

About the Author

Anthony Baratta, Chief Technology Officer. 2[Plus2 helps the company realize its mission – Real results. Every time. Fluent in technology, Anthony breaks down complex problems into scalable solutions and manageable automated tasks.

Tags: 2Plus2 Anthony Baratta data Document publishing Guest Blogger meta data Record centers SharePoint

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