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SharePoint 2010 Getting Started

Understanding document management


From:

SharePoint 2010 Getting Started

with Simon Allardice

Video: Understanding document management

In SharePoint we have the word Document used all over the place. There are Document Libraries, Document Workspaces, Document Sets. Documents are in this product from top to bottom. Now in a Getting Started Course we're really talking about the core of working with SharePoint, which is primarily Document Libraries, where most people spend most of their time. And some of the immediate benefits are really Versioning and Check In, Check Out, things that support collaboration on documents and that are real improvements over storing your content on your desktop or on a network shared drive.

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SharePoint 2010 Getting Started
2h 29m Beginner May 26, 2010

Viewers: in countries Watching now:

In SharePoint 2010 Getting Started, author Simon Allardice walks through the first few hours a new user will spend with SharePoint working with Web sites, communities, content, and search. This course covers creating and using SharePoint sites, lists and libraries, how SharePoint streamlines teamwork, Office integration, and solutions for workflows and business intelligence.

Topics include:
  • Exploring the SharePoint product line
  • Creating a Web site
  • Understanding document and meeting workspaces
  • Setting site permissions
  • Working with Office 2010 and SharePoint
  • Checking documents in and out
  • Versioning documents
  • Social networking in SharePoint
Subjects:
Business Collaboration
Software:
SharePoint
Author:
Simon Allardice

Understanding document management

In SharePoint we have the word Document used all over the place. There are Document Libraries, Document Workspaces, Document Sets. Documents are in this product from top to bottom. Now in a Getting Started Course we're really talking about the core of working with SharePoint, which is primarily Document Libraries, where most people spend most of their time. And some of the immediate benefits are really Versioning and Check In, Check Out, things that support collaboration on documents and that are real improvements over storing your content on your desktop or on a network shared drive.

SharePoint can of course go much deeper than this. Many of those settings you'll find driven from the Library Settings Pane. We saw this earlier for Versioning Settings, but you have things like Workflow and what's called Information Management Policy. This is the idea that we can define auditing and expiration. So we can monitor everything that happens to every document in this Library. Well, we're not going to go through the exercise of turning on all these different features. You should know that SharePoint has the idea of working with different kinds of documents, working Documents being the core of what we do, the things that we're working on actively, the things that we want to share and collaborate on. But it also understands Company Records, the idea of having a repository of information.

It understands Workflow, the idea that Documents might have a lifespan, and that when they get changed or created we'll want to cause things to happen. In SharePoint, Document Libraries are really the core of beginning to work with Documents, but understand that you don't just control your Document when you're working on it. You can, with SharePoint, control its lifespan. You can track who sees it and what happens to it when it's reached the end of its useful life. If you're interested in exploring some of these options, know that you'll find many of them from the Library Settings of the Document Library, though they are also new unique site templates, such as the Document Center and the Records Center that can be used to manage this kind of content.

SharePoint 2010 also has a new feature called In Place Document Management. What that would allow us to do is change the status of the Document from being something that we're working on right now into something that's really a Company Record worth keeping, and which would immediately mark and lock that document for further editing.

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