Free Essay

Metadata

In: Business and Management

Submitted By inwallace
Words 651
Pages 3
1. Configure views that will help users navigate libraries effectively and find the documents they require. * Use folders only if you need to scope unique permissions on documents or if you need to make a subset of documents easily offline-able by Microsoft Outlook. * If your library has more than 2,000 items, be sure you remove the out-of-the-box default view, which shows all items. Add views with filters so that no view returns more than 2,000 items. Paging and grouping doesn't count. You must use a filter. (BTW, in its sneak peek of SharePoint 2010, Microsoft announced that SharePoint 2010 will have large-list support, so this won't need to be done much longer.)

1. Usability. Nested folder structure is only known to the person who created it. Also, too many sub-folders tend to “hide” things.
2. URL length limitation. SharePoint adds all folder and sub-folder names to URL. Overall URL length is limited to around 260 characters. You are out of luck if you create too many sub-folders.
3. File URL. Moving file from one folder to another means change of file URL.
4. Security. Maintaining Security by folders in SharePoint is an administrative nightmare. Don’t even think about doing it!
5. User experience. User Experience (navigation, finding the documents) just stinks with folders (it is so 1990’s!)
6. File duplication. With folders you can deposit multiple copies of same file into different locations – not a good thing when you try to organize documents and data in the first place!
7. 1 Lonely View. There is another reason NOT to user folders. With folders, you get one view: the folder view. Using metadata, you can create unlimited number of views by whatever properties you have setup (i.e. organize documents by date, by customer, by project, etc.) So the document browsing experience is much better-off.
8. Can’t Sort & Filter. Since your files are buried in the folders, you can’t really benefit from sorting and filtering capabilities of document library headers (unless of course you are just sorting and filtering in the particular folder).
9. Change is hard. It’s hard to change folder structure, while changing metadata is easy.
10. Lost documents. You can “lose” documents when placed in the wrong folder. Additionally, Also, too many sub-folders tend to hide things, making it impossible or too time-consuming for users to find a particular document.
11. Navigation. When you are in a particular sub-folder, there is no way to tell in which folder you are at any given time, and no easy way to navigate to the parent folder (there is no breadcrumb on folder navigation menu available)
12. Cost. If you are essentially recreating nested folders you had on file share, by using SharePoint, you have got yourself one expensive file share. Why not stay with folders on shared drive? Or go with the DropBox account?

http://www.slideshare.net/gzelfond/top-10-sharepoint-terms-and-acronyms-explained?related=1 http://support.office.com/en-US/Article/Add-multiple-Office-templates-to-a-document-library-cde94e90-a1ba-4b94-a187-600ed68562bb?ui=en-US&rs=en-US&ad=US 1. Key links 2. On call list 3. Several Document libraries 4. Update calendar

Control Point * Migration * Main thing about control point the more into control * SharePoint Management * Installed as another app in farm * Free training in metalogiz academy * Automated feature for permissions and delete people that are no longer there. * Activity report * Setting versioning * Document url set alerts like salary info on specific stuff.
Policy
* Helps to enforce governance. (policy) * Act as traffic cop * When people ask for new siteallow to approve or reject sites. ( pre planning) * Activity users how many people are actually using it * Storage information * Free training for the users.
Cost of tool and support and maintence 25k for the entire solution.…...

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