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Enterprise Document Management in SharePoint 2010

Posted By:Jean Paul       Posted Date: September 20, 2012    Points: 200    Category: SharePoint    URL: http://www.dotnetspark.com  

In this article we will explore the Document Management Features supported by SharePoint. The versioning, check out, co authoring features provides the SharePoint end users a great tool in hand.
 

 SharePoint 2010 – Enterprise Document Management

SharePoint provides good amount of features supporting Enterprise Document Management.



The main features supported by SharePoint 2010 are:

1.  Metadata 
2.  Versioning
3.  Alerts
4.  Workflows
5.  Check Out
6.  Search
7.  Co Authoring
8.  Auditing

Versioning


SharePoint supports public, major and minor versioning support.  To enable versioning use the Library Settings > Versioning settings option.



Metadata


We can store information about the library items as Metadata using Columns.  For adding Metadata for any library item use the Library Settings > Create Column option.



Using Enterprise Keywords we can tag a particular document.  As they are indexed they are searchable and provide meaningful organizational capabilities.

Types of Libraries


SharePoint 2010 provides different types of in-built document libraries.

Library Type
Description
Document Library
For all document types
Asset Library
For images, video files
Connection Library
Storing connection files
Report Library
KPI (Key Performance Indicator), BI files
Slide Library
PowerPoint Slide files
Picture Library
Picture files
Form Library
InfoPath Form files
 
Document ID Service

The document ID feature creates document identifiers that can be used to retrieve items independent of their current location. The document ID service is responsible for providing the Document ID feature. 

When a document is added to the collection SharePoint assigns the Document ID to it.  The administrator needs to configure the Persistence setting of Document ID.

To enable this feature use Site Actions > Site Settings > Site Collection Features item.



Click on the Activate button to make the service running.
 
Document Set

Document Set is a new feature in SharePoint 2010.  It is similar to a zip file and a good solution while working with a group of files.  While working with a project, people usually needed a set of files instead of a single file.  So the Document Set feature is really useful once we know how to use it.

To enable this feature use Site Actions > Site Settings > Site Collection Features item.



Click on the Activate button to make the service running.

The creation of document and document sets are discussed in the upcoming article.

References


http://msdn.microsoft.com/en-us/library/ee559302.aspx

http://office.microsoft.com/en-us/sharepoint-server-help/introduction-to-document-sets-HA101782466.aspx

Summary

In this article we have explored the Document Management Features supported by SharePoint.  The versioning, check out, co authoring features provides the SharePoint end users a great tool in hand.

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