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In SharePoint 2010 Essential Training, author Simon Allardice demonstrates the full feature set in SharePoint 2010 and the necessary skills to be a SharePoint site administrator. The course shows how to use SharePoint, create sites and site collections, and plan and design sites and portals. It also covers Office integration, security and permissions, and advanced features such as document management and business intelligence.
We have been working with some of the most common SharePoint sites. things like team sites and Document Workspaces. And you have seen that the difference in the available site templates is really based on the focus of the site. What is the point of the site? What's it for? Now, let's say you have got a team site. There is nothing that would stop you from uploading all your company's policies and procedures into the team site and just making it available to your team. But the issue is you probably want all the other teams to look at those policies and procedures as well if they are company-wide.
Well, you can make everybody a reader on your team site but that's not really an elegant way of doing it. Now, there is a New Site template that we can use, that when we make a new site, it's called the Document Center. And the Document Center is a site, rather than being organized around a team of people or one specific document, is a place to store multiple documents. It's not actually all that different from any other SharePoint site. It can be created as a sub-site, though if I was creating a Document Center as a sub-site, I'd simply be doing it because I thought I needed some substantial document management ability for my team, for example.
I am much more of a fan that if you are creating a Document Center for your entire organization, I do it as the top -level site in a new site collection. And I have got an example of one of those created over here. This is what it looks like pretty much as it comes out of the box. I have done a little bit of customization to it. I have uploaded a couple of things. The idea is that this site, which is as we can tell just by looking at it, a pretty much classic SharePoint site. It's got the Quick Launch navigation. It's got the Site Actions menu.
It looks a little different, we have got this big section here, saying Welcome to the Document Center, with an enormous button that says please upload a document. The idea with the Document Center is this is where you would put say company-wide documents. Policies and procedures for example. And in fact that's what I have done. All I have done in this site is create two document libraries called Policies and Procedures and upload a couple of things to them. There is a couple of extras. For example, if I look at the Policies library, we have got the ability to give this documents a rating.
We have got a Web Part here that allows us to filter, for example, by whether this document was modified on or before a particular date. But essentially, this site is really all about having multiple document libraries able to be viewed by a lot of people. In fact, one of the things that I might do is using my site permissions I could perhaps give everybody in the company Read access to this site simply by adding the authenticated users group to my Visitors security group in SharePoint.
In fact, let's do that. I am going to click OK. Again just adding authenticated users to this in the Visitors group and that means that everybody now actually has access to read it. They don't have access to change it, but they could read this. The Document Center kind of looks quite complex and really isn't. The couple of things that are different about it we are going to explore later. For example, we have the idea of finding by document ID here. This is a feature in SharePoint 2010, but what we can do is turn on the ability to have every single document and our organization have a unique identifier.
No matter where it travels, if it goes from library to library and from different site to different site, it keeps that identifier with it. So if, for example, some documents got created on a team site and then moved into this Document Center, we could still find them, we could still track them. That's not something that you have to have on. At it's most basic, the Document Center is essentially just a group of libraries storing documents designed for either massive amount of people to read it, or potentially just to use it and to help collaborate on documents. You can do that too.
This Document Center is not as formal as it could possibly be. It is still meant to be slightly informal, and I mean by that, that it doesn't have automatic auditing on everything. It's not considering these things to be company records. We have instead the Record Center for that, which we will be exploring a little later on. But if you are looking for a site to be a central location for multiple documents across multiple teams, this is your best starting point.
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