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SharePoint - Document Management Best Practices

Last Updated: Apr 11, 2017 11:10AM PDT
Records Management
Records management refers to managing the life cycle of documents and other content that exists in an official, stable state.  This life cycle includes the organizational rules for creation, security, review, revision, auditing, archiving and disposal.  Typically these are items that the organization has effectively authored and should not be changed.  A document may move from a collaboration state and later become a record.  Records are often archived, tracked and audited.

Metadata Updates
All users have a responsibility for maintaining documents with accuracy and completeness to the best of their ability. This means when a document is uploaded, the most comprehensive known information should be tagged in the metadata at that time. When a document is modified by a user, they should ensure the metadata is accurate at the time of edit. This allows for higher quality content for all site users, particularly when it comes to finding documents within the system.

Minimum Metadata Required
For all knowledge documents, the Document Type an Group are the required metadata elements. It is highly recommended to include the Location element when known. Also, please use existing file naming conventions (as seen in the document library you're adding content to) for filename and title specifics.
Uploading Documents
There are different ways to add files to a library, but the best way is to click the Files, new document link, and then select the knowledge document or knowledge document set.

Applying Metadata
  1. Click on the ellipses next to a file you want to rename, and then click the ellipses on the callout.
  2. Click Edit Properties.
  3. Modify any needed fields and click Save. Note: all fields with red asertisks are required for input, as these are MainSiteCollection content types and help to define and categorize the data. Note the tagging flags off to the right of term store fields, when clicked these open up a browse dialogue for selecting the correct term associated with that content type.
Editing Content
  1. Click on the ellipses next to a file you want to rename, and then click Open on the callout.
  2. This will download the file locally. If needed, from the download status at the bottom of the browser click Show in Folder. Open the file to edit.
  3. Modify file and then Save. When complete, drag the file from your downloads directory into the list or library you initially downloaded it from. Click Replace It when prompted.

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