Content Management +Sharepoint 2010

What is Content ?

vThe facilities for the creation, review, publication and disposal of content including conforming to defined compliance rules, whether the content exists as traditional documents or as Web pages.  SharePoint 2010’s content-management capabilities include document management, records management, and Web-content management.

Content management system in Sharepoint 2010 can be classified into broad category but document mangement system can be classified into following.

Document Management, Document sets, Record Management

Document Management

 1. If you move documents from one library to another within your site collections then searching it was a difficult task where it is?  in site collection . But now with document ID service in Sharepoint 2010 you can easily search out the document using the document ID service

2.  For this we need to activate the “Document ID Service” feature

3.  you need to be the Administrator for the site collection in order to use this services .However no access to central administration is required

4.  When you activate this feature it will create a new Document ID for each of the document within that site collection and for each document that will be added to that site collection.

5.  It will also add up a new property called as Document ID settings under site collection administrator where we can provide settings of the document ID

6. Using the document Id's you can search any document within the site collection using  the url

  _layouts/DocIdRedir.aspx?Id=aertyuiy. Thus searching any document becomes easier.

Document Sets

vDocument Set is  basically  a content type which can have more than one content types associated with it.

v  We have to enable the document set feature in order to use it

v  Each document  in the document set can have versions and workflows  associated with it

v Document set as a whole can then have workflows and versions associated with it

 Let’s see how can we turn on and use this great feature of SharePoint 2010!

Ø Go to the Manage Site Collection Features page and activate the Document Sets feature.

Ø Go to the Document Library’s setting page and choose Advanced Settings. Turn on the allowing of content management.

Ø Add the Document Set content type to your library.  

 

Record Management

v In Sharepoint 2010 there is a new advanced record center template

v If you have the record center site created you will find a new option in site settings called as Manage record center which has all the necessary steps to use record center.

v The main use of this record center will be to redirect the documents across  locations to the record center

    Steps include >

Ø Creating Content types

Ø Creating document libraries to hold them

Ø Content organizers to manage rules where document should go

v You can also activate “In Place Record Center” feature so that documents can be added as records instead of moving them to record center.

v When you activate this feature then documents in document library have the option of declaring documents as records.