Windows Server

jay m · Guest

Greetings...
Any good links on classifying and organizing documents/information?
Especially, as relates to making info available through Sharepoint?
I've read about taxonomies and ontologies, and some outfits claim that
their software can help...
Much of that sounds like snakeoil, or something even less valuable.
Suggestions on methods, techniques, or further reading would be
welcome.
Thanks
Jay

Heather Solomon · Guest

I am not sure if you are referring to Portal or Document Libraries, but I can
provide some answers for both.

On this resource page, check out the portal links, in particular the
"SharePoint Topics Area-where do I begin", "When to create sites, areas and
portals"
http://heathersolomon.com/blog/articles/148.aspx#SPS

Also this section: http://heathersolomon.com/blog/articles/148.aspx#SP

In regards to doc libraries, much of it depends on your organizational
structure. Some argue that folders should not be used at all or very little
in doc libraries, and instead separate libraries should be used. I think
that is a bit much and that folders do have their place. Here are some of
those differing opinions:
http://heathersolomon.com/blog/archive/2005/07/14/942.aspx

There are a lot of 3rd party tools, but I think a lot can be accomplished
with the out of the box features and organization.
--
Heather Solomon
http://www.heathersolomon.com/blog

"jay m" wrote:

jay m · Guest

Well, lets say we have several groups, each of which may have:
compliance documents
day-to-day operations documents
configurations listings (present and past)
and maybe others

Some docs may kind of overlap categories, and some work categories may
shift from one group to another over some period of time.

It would be really, really good if the people who need these docs can
find them kinda easily...
Presumeably, we want some searchable document metadata defined ahead of
time and attached at creation time for the various docs. I'm having
trouble seeing how this works (within Sharepoint), and how to
group/organize the docs.

Can Sharepoint do this well, or should we really be using some sort of
repository/doc management system?
Thanks
Jay

Heather Solomon · Guest

SharePoint doc libraries are pretty good, but do have some limited
functionality. For example it is hard to wrap permissions around libraries
in a portal- you have to control permissions on the area level or get tricky
in order to do it at the library level. You can't assign permissions at the
folder or file level. Doc libraries have versioning and approvals, but it is
not robust. You can move folders around via the Explorer view, but it can
become cumbersome. There is no easy restore process either if a user
accidentally deletes a file and needs it back.

For basic doc storage, I think SharePoint can fit the bill. If you have
extensive doc storage and organization needs and you foresee storing hundreds
or thousands of docs, I would personally look into a doc repository solution
instead.
--
Heather Solomon
http://www.heathersolomon.com/blog

"jay m" wrote:

douet · Guest

Hello Jay,

You should have a look at :

http://www.dsoergel.com/670/BrownClassificationBegtholSIGCR-04.ppt

And search with the keywords "Clare BEGHTOL", who is a "master of
classification".
I hadn't the time to read everything, if you had something to bring back
from this "diving session", it would be great ;-)

jay m wrote:

jay m · Guest

Thanks-
The link is blocked here at work, but I will pursue from home.

Bradley · Guest

Iâ€™m in the same boat and here is what I was wondering. Since SharePoint puts
files in an SQL database we should be able to create virtual libraries based
on metadata. Iâ€™m not a gear head but from what I have seen and heard of
Windows Vista it sounds to me like that filing system uses virtual
directories based on user defined criteria. If my assumption is correct it
seems to me one should be able to do the same thing in SharePoint, create
virtual libraries based on user defined parameters and or metadata. Based on
that theory one should be able to have a library based on the Jones Project,
All 2005 Proposals or every file that has the word Cat. In that scenario one
would just put all the files in a shared library and create virtual libraries
based on the metadata or full text indexing which would only display the
files meeting the criteria thus normalizing the filing system.

Any thoughts?

"jay m" wrote:

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