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? | ____________________ |
