Free Sharepoint Training and Free Sharepoint End User Training Q and A

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(Free-Press-Release.com) January 23, 2012 -- Today we’ll discuss about some things you can learn during our free webinar sharepoint. This free sharepoint training will not only be covering free sharepoint end user training, but also cover sharepoint classes Durham and nationwide.

Document Management vs. Document Collaboration in SharePoint:

One of the major core functions that Microsoft SharePoint Server is purchased to implement is document and records management. Microsoft SharePoint Server Technologies has grown from being a document collaboration system to a system that supports a solid document management implementation.

To learn more about this topic and grab your free sharepoint training, feel free to register for our Live Webinar on this topic http://fasttrackitc.com//webinar.html

Document collaboration differs from document management in that it allows individuals to asynchronously develop a single document from a single location into a finished product without much a lot of concern about what happens to that document within a defined document life cycle.

Document management, on the other hand, is concerned about applying strong governance rules to documents, defining the life cycle of that document, and differentiating between unofficial and official communications. Document management is concerned about such life-cycle issues as where a document is incubated and developed, where a document is hosted once it is considered official, compliant communication, and how that document will be expired.

Document Management is concerned with tracking the “who did what” to the document during certain stages of that document’s life cycle. Document management is concerned about ensuring that there is only one version of the truth for that document’s contents at any given time.

What Is a Document?

The definition of document is constantly evolving, and our traditional views of documents are difficult to apply in the electronic age. For example, is a .wmv (Windows Media) file a document? Is an .msg file (e-mail message) a type of document? Some limit the definition of document to communication that is legally justified and compliant or otherwise official. Others broaden the term definition to encompass any communication—written or electronic—that has been recorded in any format. So using this latter definition, a Post-it sticky note with some scribble on it would be considered a document. Now, don’t laugh.

AS a whole, documents as mainly referring to Microsoft Office Word, Microsoft Office Excel, or Microsoft Office PowerPoint files, both electronic and hard copy. HTML Web pages, e-mails, voice mails, and other electronic forms of communication are also considered documents. Microsoft Office suite as our platform in which we’ll work with documents. How are documents are defined in your organization is up to you, but it is a conversation that should not be avoided. Why? Because if it is not a proper document, then it may not need to be managed.

Document Management Explained:

Document management is the process of applying specific policies and rules to how documents are created, persisted, and expired within an organization. Document collaboration is merely the process of checking out, checking in, and versioning a document before it is actually published. SharePoint free version gives you document collaboration, whereas SharePoint paid version gives you document management. Records management encompasses all of the major functions of document management, but applies those specific functions to a broader set of content elements—not just documents. Any electronic record, such as a list item or log entry, can be managed as a record in SharePoint Server if there is a need to do so.

A document management system (DMS) is used to manage documents. SharePoint forms the basis of an intermediate-level DMS. During our free webinar sharepoint we’ll cover…

The main aspects of managing documents through a life cycle and what you’ll learn during the free sharepoint training include the following:

• Creation These are the methods for envisioning, initiating, and collaborating on a new document’s beginning development.

• Location There must be a known physical location where documents will be stored and accessed. Most DMSs require single instance storage (SIS) of a document so that there is only one version of the truth.
• Authentication/Approval These are the stated methods of ensuring that a document is fully vetted properly and approved before it is considered to be official, compliant communication from the company.
• Workflow This describes the series of steps needed to pass the documents from one person to another for various purposes, such as to gain approval to publish the document or to collect signatures on a specific document.

• Filing In a traditional sense, we’d discuss into which filing cabinet the hard copy was placed in. For electronic systems, we file a document by placing it in the physical location and then attaching metadata to the document. The metadata files the document logically by allowing the document to be found based on the metadata values assigned to the specified document.
• Distribution This describes the methods of getting the specified document into the hands of the intended readers.
• Retrieval This refers to the methods used to find the specified documents, such as querying the index for keywords or using search alerts to find new content that meets the query keywords.
• Security This refers to the methods used to ensure the document’s integrity and security during the document required life cycle.

• Retention These are the organization’s policies and practices that inform everyone how long different document types are retained by a company or organization.
• Archiving Similar in concept to retention, the differing characteristic is that archiving is a subset of retention specific policies. Archiving focuses on the long-term retention of documents in a readable format after the document’s active life has ended at a specified time. Subsumed in this category is the expiration of documents after they no longer need to be retained and kept.

If looking for your free sharepoint training, free sharepoint end user training, sharepoint classes Durham, then feel free to register for our Live Webinar on this topic http://fasttrackitc.com//webinar.html

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