Re: Document Library
From: Dave Nickason [SBS MVP] (gwdibble_at_NOSPAM.frontiernet.net)
Date: 02/23/05
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Date: Wed, 23 Feb 2005 17:16:07 -0500
OK, some more stuff because I got distracted in my other post.
Any solution you implement will only be as organized as you make it.
Installing a document management system will allow you to organize things
logically so that others can find them, have users check out docs for
editing, then check them back in, etc. We put subdirectories in our users'
My Docs directories for the letters of the alphabet (plus some others). So
if I'm looking for a document for a client named Jones, I should be able to
find it in the user's J directory. We use document footers to indicate the
path and filename so that if I have a printed doc, I can theoretically go
right to the computer and directory that houses it.
While a user owns the document, editing and commenting are done through
Outlook. The user completes the document, then sends it on to the
appropriate person or people for editing and commenting. Those people don't
keep copies of the work in progress - any copies or versions are kept by the
original owner, in his/her My Docs\alphabet directory.
For departments where there are often multiple users working on the same
documents, we set up the same system. For example, there would be a
directory called Real Estate Docs where the real estate department keeps all
their shared stuff, also in alphabet directories by client name.
Once the document is completed to everyone's satisfaction, and is not
subject to further editing, we convert it to PDF and upload it in the
document management system, which is organized by alphabet, then client name
(so I go to J, then drill down to Jones). In our case, the docs in the
management system are all final products. However, we could be storing
works in progress there, we just choose not to.
As you can see, this is all based on rules and policies for how everyone
stores his or her files. Everyone complies voluntarily, because they want
to be able to find my files just as much as I want to find theirs. We don't
"check up" on people, but if the boss couldn't find a file while its owner
was out of the office, he'd have something to say about it : -)
"Devil Dog" <DevilDog@discussions.microsoft.com> wrote in message
news:F4185B24-C384-4DC3-AF77-4B4DC411511D@microsoft.com...
> Can you guys stop pounding your chests and get back to the original
> question
> as posted?
>
> Thank you!
>
> "SuperGumby [SBS MVP]" wrote:
>
>> get over it guys.
>>
>> MVP does not mean MS-BORG. If another software vendor has a better
>> product
>> WE USE IT. If it's better and we don't use it WE WANT TO HEAR ABOUT IT.
>>
>> "Matt Gibson" <mattg@blueedgetech.ca> wrote in message
>> news:e27TUneGFHA.3628@TK2MSFTNGP15.phx.gbl...
>> > I'd be curious too!
>> >
>> > And in all honesty, I can't see the MVP's being upset because it's not
>> > Microsoft...only if there's a Microsoft product that does it just as
>> > well.
>> >
>> > *grin*
>> >
>> > Matt Gibson - GSEC
>> >
>> > "Newby" <Newby@sorrynoway.com> wrote in message
>> > news:ei7n$beGFHA.3316@TK2MSFTNGP10.phx.gbl...
>> >>I have spent the last 10/12 days looking at an alternative solution for
>> >>my
>> >> client.
>> >> They have 120,000 plus documents and security is very, very important
>> >> ie. don't want the Administrator to be able open sensitive material by
>> >> browsing a folder full of
>> >> Word, Excel files (password on individual files is no answer)
>> >>
>> >> Cost is a MAJOR factor with 35 plus users budget of £10,000 including
>> >> Server
>> >> Hardware, Software licenses and implementation.
>> >>
>> >> I have a solution which will work with SBS2003 but as its none
>> >> Microsoft
>> >> the
>> >> MPV's who monitor these groups may not be too pleased. (They haven't
>> >> been
>> >> in
>> >> the past - see my posts in the last week or so)
>> >>
>> >> Anyway if you are interested I can give you a couple of URL's
>> >> or post you email address (use lots of spoilers for the mail robots)
>> >>
>> >> "Devil Dog" <DevilDog@discussions.microsoft.com> wrote in message
>> >> news:841F1D78-7310-4EEE-A66A-093CC99E60BB@microsoft.com...
>> >>> Can someone point me in the right direction?
>> >>>
>> >>> We are looking at implementing a document management strategy to
>> >>> organize
>> >> /
>> >>> manage / store / archive our datafiles. We currently have
>> >>> approximately
>> >> 40
>> >>> GB of data.
>> >>>
>> >>> Problem that we are trying to fix is that with 25 users on the
>> >>> network,
>> >>> every one stores files in different places. Although there is a
>> >>> general
>> >>> storage plan, duplicates are present all over the network, multiple
>> >>> times.
>> >>> I'd like to propose a plan but can not seem to find a "cookie cutter"
>> >>> approach to this problem. Are we the only ones with this scenario?
>> >>> If
>> >> so,
>> >>> how do others handle it?
>> >>>
>> >>> Thanks to all who reply.
>> >>> --
>> >>> Semper Fi
>> >>
>> >>
>> >
>> >
>>
>>
>>
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