Hello Nolene,
One of the biggest difficulties in managing content in a large organization
is making sure that everyone understands and follows corporate policies,
such as managing out-of-date information or requiring labels so that paper
copies can be traced back to electronic originals. Office SharePoint Server
2007 supports robust information management policies that let site
administrators and list managers control how content is managed. Although
this section focuses on document management policies, all of the Office
SharePoint Server 2007 policies can be applied to other types of content,
such as pictures, list items, and third-party items.
Content Types, a new addition to Windows SharePoint Services 2007, allows
pre-defined metadata boilerplates so that all newly-created documents
automatically have appropriate metadata such as workflow, resulting
actions, expiration, and other policies. Content Types address a
significant obstacle to automating better compliance: the lack of
information classification. If the system regards all content as
plain “documents,” then the system can’t enforce policies such as
expiration according to the type of content. For example, with the addition
of Content Types, Office SharePoint Server 2007 can tell the difference
between “contracts” and “memos” and automatically enforce different
policies according to those content types.
When a user clicks New in a document library to create a new file, they can
now select a Content Type. Based on the selected Content Type, metadata
properties are automatically generated within the new document. For
example, if you wanted to create a Sales Proposal, you could select a pre-
made Proposal Content Type that captures a sales proposal’s relevant
attributes (such as the customer, product type, and salesperson).
Additionally, ensuring metadata inclusion at the time of document creation
by using Content Types creates the ability to find documents much easier.
For example, if you wanted to review other Sales Proposals, you could
easily search and retrieve all Proposals associated with a specific product
type, salesperson, or date.
Content submitted to a Records Center site can be routed to the proper
location within the records management system based on Content Type. It is
important to note that although users can submit content to a Records
Center site, they may not have the permissions to view or modify all
content because of viewing and security policies.
Kind Regards
Mario Rieger
Records Manager
Legal Affairs & Health Care Compliance
Janssen-Cilag GmbH
Raiffeisenstr. 8 - D 41470 Neuss - Germany
phone: +49 (0) 2137 955 320
fax: +49 (0) 2137 955 683
eMail: [log in to unmask]
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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