Wednesday, 20 October 2010

Go Green Paperless Office” [21-25]

Hi Friends,

Being an Indian is a great pride to me, recently India hosted common wealth games and all are aware about how fantastically they are being managed. Whenever such a kind of huge event occurs, past the event Record management and document management becomes key. My post jots down few key features of Sharepoint 2010 related to Document and Record management.

21. Document Set: It quiet frequent in offices, to store the related set of document in document library  or in set of folders. The new feature in SharePoint 2010, allows to create DOCUMENT SETS .You can group related documents together. These documents can share same metadata common homepage, workflow and archival process.

22. Structured Taxonomies: These are set of structured keywords used to create searching process easier. A project management organization can classify contents/documents on the basis of Project Type, Methodology and Project Phases.

23. Lightweight Folksonomies (free tagging): In organizations there are few keywords which are unstructured according to industry but used in day to day work culture. These keyword can be name as folksonomies. These keywords are user defined and easy to create and use.

24. Document ID: Whenever any document is created or stored SharePoint provides an ID, till SharePoint 2007 this feature needs to be added as columns by clicking it in list. It creates an incremental number but in every document library it starts from number “1”. In real time scenarios it becomes difficult to identify document on the basis of this number. In SharePoint 2010, any document being stored in any document library will be provided a unique document id.The unique document id is provided a “PERMALINK” using which the document can be accessed directly without even going to Document library or document set.

25 Document Size: SharePoint provides lots of flexibility in terms of document management but have few limitations like the document size of maximum 2GB can be stored and accessed .

The above mentioned various features related to document management enables SharePoint 2010 to make end user feel the document management on tips and documents in few clicks away.

In case of any queries, feel free to post me at vguptadelhi@gmail.com.














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