Using Document Libraries for Managing Content

SharePoint Portal Server 2003 and Windows SharePoint Services, with their enhanced features and improved integration with Microsoft Office 2003, have prompted many organizations to replace their typical network file storage systems with SharePoint document libraries. The ability to easily access SharePoint document libraries for storing and retrieving files directly from Microsoft Office 2003 applications has lessened the transition issues that users typically experience when a new system is implemented.

Document libraries have many advantages over traditional network file systems for managing and retrieving the ever-growing set of electronic information that most organizations maintain. One major advantage is that keywords and profiles containing descriptive information about documents can be created for searching, storing, and categorizing the documents. This provides the ability to search for documents based on words that may not be included in the document text, thus offering a way for users to easily find information. Other advantages of using document libraries in place of a traditional network file share for storing files include

• The ability to use personal views to sort and filter documents to display only the relevant ones.

• The ability to have online discussions of documents using web discussions.

• Using approval to control the content that gets added to a library.

• The ability to automatically track versions of documents in the library.

When planning a migration from a file share to a SharePoint collaborative environment, there are several elements to consider. The structure for site collections, sites, document libraries, and folders needs to be designed taking into consideration performance and organizing the content so that it is easy to use. Part II, "Planning and Implementing a SharePoint 2003 Environment," provides insight into the process of designing a SharePoint environment to fit the needs of the organization.

Another major consideration in planning a migration from a network-based file share to a SharePoint environment is user acceptance and user training. In general, users do not like change. Changes should be implemented in a way that provides the least amount of impact to the end user.

The integration of SharePoint with Microsoft Office 2003 makes this task much easier. SharePoint can be implemented on the back end, and users can continue to use their familiar set of Microsoft Office 2003 applications to access documents and take advantage of other SharePoint features such as meeting workspaces. As they build up their library of documents in SharePoint and become familiar with its functionality, they can begin shifting to the web interface for taking advantage of SharePoint features. Providing a gradual migration to a SharePoint environment rather than a full-blown forced implementation of SharePoint provides a much better path for acceptance and success.