Managing Documents (Windows SharePoint Services 3.0)
Applies To: Windows SharePoint Services 3.0
Topic Last Modified: 2008-09-05
Windows SharePoint Services 3.0 provides robust document management features that you can use to control the lifecycle of documents in your organization — from how they are created to how they are ultimately disposed of or retained. These document management capabilities enable you to do the following:
Store, organize, and locate documents.
Ensure the consistency of documents.
Manage metadata for documents.
Help protect documents from unauthorized access or use.
Ensure consistent business processes (workflows) for how documents are handled.
A typical enterprise has a governance body which develops a comprehensive architecture for information. Document management is a component of information architecture. The governance body evaluates resources, business practices, compliance considerations, and other factors to ensure that the process of managing documents serves the purpose of the business. The governing body develops fundamental decisions and ensures that site administrators eventually implement document management that follows the recommendations of the governing body. For more information, see Implementing and governing information architecture.
Document management is the process by which documents are stored and organized to support active work in progress, such as content creation and sharing within an organization. For example, in some cases, documents must be approved through an approval workflow. Information workers typically perform document creation and approval tasks. Site administrators are responsible for enabling the document management features for a site collection. Furthermore, site administrators manage the permissions for groups that are used to grant users the necessary permissions to perform these tasks. Site administrators and document library administrators are responsible for enabling efficient document management that meets the needs of their organization. For more information, see Plan document management. You can also use the Analyze document usage worksheet (http://go.microsoft.com/fwlink/?LinkId=73284) to record your document usage analysis.
This section includes articles about administering the document lifecycle as it relates to document management within Windows SharePoint Services 3.0.
The following objectives are part of administering document management: