Basic Document Management with Document Libraries in Microsoft SharePoint
Jasper Oosterveld, a SharePoint Consultant at Wortell, discusses the advantages of metadata with a SharePoint document library in, “SharePoint 2010 Document Management – Part 2.” With metadata, users can enhance document management and functionality. An example of metadata can be the document file type, version, or author.
Ossterveld provides instructions for viewing and managing metadata with out-of-the-box SharePoint DM functionalities, including how to show or remove metadata, upload documents, assign metadata, and position columns. Oosterveld also shares this tip:
Always define metadata before you start uploading documents. Uploading a hundred documents and finding out you want to use metadata can be really frustrating and time consuming. I always advise to ask yourself the following questions:
- How do you want to structure your documents?
- Do you want to use versioning?
- How do you want display your documents?
- What permissions apply?”
The article is a very brief introduction to metadata for those new to the concept. And Oosterveld’s tips are worth checking out when embarking on a document management project.
One simple way to tap into the power of metadata is by integrating a third party solution into your SharePoint system. The experts at Smartlogic understand the benefits of metadata. Here you can read about the Semaphore Content Intelligence Platform as a comprehensive search solution, “Tagging information with metadata significantly enhances its findability. Metadata also improves the consistency and quality of the output so content can be repurposed and reused slashing time it takes to create new content.” Read more at www.smartlogic.com.
Ken Toth, May 1, 2012