Implementing Document Management System

Think This before you implement Document Management System or To optimize it if you have already implemented.

SharePoint 2010
Analyze Document Management Usage in Organization
Intent: Understand the features of Document Management
Date:	Saturday, September 10, 2011
By:	Vishal Gupta SharePoint 2010 Certified
	[http://www.linkedin.com/in/vishalguptasharepoint
	http://vishalguptasharepointblog.blogspot.com/2011/05/11-what-is-sharepoint.html]
S.No.	Questions [Answer question as per your Organization Context]	Required
	Creation & Store
1	Document Management is used to?	____________________
	·         Create Documents	[Yes/No]
	·         Store Documents	[Yes/No]
	·         Collaborate Documents	[Yes/No]
	·         [Other]	____________________
2	Day to day Office Documents are stored at?	____________________
	·         File Share	[Yes/No]
	·         Intranet Portal	[Yes/No]
	·         Local Computer	[Yes/No]
	·         IBM Web sphere	[Yes/No]
	·         SAP	[Yes/No]
	·         Lotus Notes	[Yes/No]
	·         [Other]	____________________
3	Document types created or stored are?	____________________
	·         Microsoft Word Document	[Yes/No]
	·         Microsoft Excel Workbook	[Yes/No]
	·         Microsoft Power Point Presentation	[Yes/No]
	·         Adobe PDF Documents	[Yes/No]
	·         [Other]	____________________
4	Maximum Size of the Document to be created or stored?
	·         1 Mb or Less	[Yes/No]
	·         > than 1 Mb Les than 5 Mb	[Yes/No]
	·         > then 5 Mb	[Yes/No]
	·         [Other]	____________________
	Versioning?
5	Versioning is Required?	[Yes/No]
6	Versioning Scheme to be used?
	·         Major	[Yes/No]
	·         Minor	[Yes/No]
	·         Other	____________________
	·         None	[Yes/No]
7	Whenever a document is changed a new version should be created and maintained?	[Yes/No]
8	Which versioning scheme is used when everyone in the team must be able to view all the iterations of each document?
	·         Major	[Yes/No]
	·         Minor	[Yes/No]
9	Single user can edit a document at a time, making version control simple and secure?	[Yes/No]
10	Versions of documents should be captured automatically?	[Yes/No]
11	Comment on changes that were made when a document is checked in?	[Yes/No]
12	Saving the successive iterations of documents is required?	[Yes/No]
13	Are there instances, when user checkout a file, and don’t wish to save It?	[Yes/No]
14	Major Version to differentiate between draft versions and published version of documents are used?	[Yes/No]
	Metadata/Taxonomy/Folksonomy?
15	Define document Properties [Metadata] to be stored, while storing Documents?	[Yes/No]
	·         Author Name	[Yes/No]
	·         Creation Date	[Yes/No]
	·         Author Designation	[Yes/No]
	·         Document Title	[Yes/No]
	·         Document Type	[Yes/No]
	·         Document Purpose	[Yes/No]
	·         Format [.Doc, .Xls, .ppt etc.]	[Yes/No]
	·         [Other]	[Yes/No]
16	Metadata routing and storage to move the documents in desired document library is required?	[Yes/No]
17	Sort and then send content into different containers (sites, libraries, and folders) based on metadata?	[Yes/No]
18	Metadata navigation builds upon the SharePoint Tree view hierarchy control to find content is used?	[Yes/No]
19	Filter and find content in document libraries by using metadata?	[Yes/No]
20	Update metadata in set of Documents at once?	[Yes/No]
21	Suggest changes to the person managing the taxonomy from the Edit Properties page of a document?	[Yes/No]
22	User generated taxonomy used to categorize and retrieve documents are required?	[Yes/No]
	Policies,Permissions & Deployment - [Designation or group of Users]
23	Documents are created by?	____________________
24	Documents are Reviewed by?	____________________
25	Documents are edited by?	____________________
26	Documents are used by?	____________________
26	Documents are approved by?	____________________
27	Provide permission to individual item in Document Library?	[Yes/No]
28	Designs of web sites used for hosting documents are created by?	____________________
29	Guidelines and policies for managing documents are set by?	____________________
30	Who manages records in organization?	____________________
31	Servers on which documents are stored are maintained by?	____________________
32	Access to document at each stage of its life cycle is controlled?	____________________
	·     Manually	[Yes/No]
	·     Using Workflow	[Yes/No]
33	Where to store a document at each stage of its life cycle?	____________________
34	How to control access to a document at each stage of its life cycle.	____________________
35	How to move documents within the organization as team members contribute to the documents' creation, review, approval, publication, and disposition?	____________________
36	Policies to apply to documents so that document-related actions are audited, documents are retained or disposed of properly, and content that is important to the organization is protected?	____________________
37	Document has to be converted from one format to another as it moves through the stages of its life cycle?	[Yes/No]
38	Set document retention Policy?	[Yes/No]
	Record, Content Management & Workflow
39	Documents are treated as corporate records, which must be retained according to legal requirements and corporate guidelines?	[Yes/No]
40	Send Documents to multiple record management Center?	[Yes/No]
41	Use Content Types which can be shared across Site Collections as well as Farms?	[Yes/No]
42	Content types used?
	·     Business Intelligence	[Yes/No]
	·     Content Organizer	[Yes/No]
	·     Digital Asset	[Yes/No]
	·     Document	[Yes/No]
	·     Document Set	[Yes/No]
	·     Page Layout	[Yes/No]
	·     Publishing	[Yes/No]
	·     Special	[Yes/No]
	·     Custom	[Yes/No]
	·     Others	[Yes/No]
43	Take the contents offline?	[Yes/No]
44	Generic templates [Contents] to Create Documents and store documents are used?	[Yes/No]
45.	What Templates are used to store documents?	____________________
46	Content Types have policy associated to them ?	[Yes/No]
47	Folder Partition setting in content organizer to create new folder once a specific limit is reached is used?	[Yes/No]
48	Workflows are used to run business process in Documents?	[Yes/No]
	Others[Document Set, Co-authoring, Delete]
49	Store documents as a Document Set?	[Yes/No]
50	Multiple users should be able to work on documents simultaneously?	[Yes/No]
51	Co-authoring is supported in Word and Excel Documents not in PowerPoint required?	[Yes/No]
52	Drop-off library rule to move the documents is defined?	[Yes/No]
53	Download all the files as a zip folder?	[Yes/No]
54	Move document to temporary location before delete?	[Yes/No]
55	Send email when a document is uploaded, created or edited?	[Yes/No]
56	Open Documents in web browser?	[Yes/No]
57	Rate the documents?	[Yes/No]
58	See Most Recently Updated Documents in View?	[Yes/No]
59	Identify Documents with ID, so that if they are moved to different location then also they can be identified?	[Yes/No]
60	Allows users to tag items they like as they browse the repository, so that a user can quickly review the content that they indicated that they wanted to review in further detail at a later time?	[Yes/No]
61	Move files in Document library using Rich User Experience?	[Yes/No]
62	Apply multi-stage capability, review after 90 days, if no one has viewed this document in 1 year then move to the Recycle Bin?	[Yes/No]
63	Define Children folders items that reside at lower levels within the folder can either inherit the policies at the folder level, or can have their own policies define?	[Yes/No]
64	Search Features to be used :
	·         Solid metadata search	[Yes/No]
	·     Wildcard search	[Yes/No]
	·     Full text search	[Yes/No]
Note : All of these features are supported by SharePoint 2010.

Feel Free to Ask any queries at :vguptadelhi@gmail.com