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such as managing out-of-date information or requiring labels so that paper 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]

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