識別使用者及分析 SharePoint Server 中的文件使用狀況Identify users and analyze document usage in SharePoint Server

摘要:了解如何收集文件使用者在規劃 SharePoint Server 2013 文件管理解決方案的相關資訊。Summary: Learn how to collect information about document users to plan your SharePoint Server 2013 document management solution.

若要規劃文件管理解決方案的第一個步驟是識別使用者及分析文件的使用方式。本文包含識別使用者及分析文件使用狀況的 SharePoint Server 為基礎的解決方案的指引。The first step to plan your document management solution is to identify users and analyze how documents are used. This article contains guidance to identify users and analyze document usage for your solution that is based on SharePoint Server.

之前先閱讀本文,您應該了解的文件管理規劃在 SharePoint 2013 中的文件管理概觀 (英文)中所述的程序。Before reading this article, you should understand the document management planning process described in Overview of document management in SharePoint 2013.

找出使用者Identify users

若要識別文件管理解決方案中的重要關係人和參與者,您可以使用調查來收集資訊。例如,您的調查可以包含下列問題:To identify the stakeholders and participants in your document management solution, you can use a survey to collect information. For example, your survey might contain the following questions:

  • 貴組織中有誰會建立文件?Who in your organization creates documents?

  • 他們建立了哪些文件?What kinds of documents do they create?

  • 文件使用者具備哪些角色?What role does the user of the document have?

    • 誰將檢閱文件?Who reviews documents?

    • 誰將編輯文件?Who edits documents?

    • 誰將使用文件?Who uses documents?

    • 誰負責核准文件的發佈?Who approves the publication of documents?

    • 誰負責設計裝載文件的網站?Who designs websites used for hosting documents?

    • 誰負責設定文件管理方面的指導方針與原則?Who sets guidelines and policies for managing documents?

    • 誰將管理組織內的記錄?Who manages records in your organization?

    • 誰負責部署及維護文件儲存所在的伺服器?Who deploys and maintains the servers on which documents are stored?

識別內容的重要關係人可以協助您確定文件管理解決方案面面俱到,且您設計的網站和文件庫符合貴企業的內容需求與程序。Identifying content stakeholders can help you make sure that your document management solution is comprehensive and that you design sites and document libraries that suit your enterprise's content needs and processes.

分析文件使用狀況Analyze document usage

在您確認內容關係人之後,收集他們的資訊有助於分析貴組織如何使用文件。這是規劃程序很重要的一部分,因為分析有利決定下列事項:After you identify your content stakeholders, collect information from them that will help you analyze how documents are used in your organization. This is an important part of the planning process because the analysis helps you determine the following:

  • 文件庫的結構。How document libraries should be structured.

  • 要使用的網站範本。Which site templates to use.

  • 將需要有多少網站。How many sites you will need.

  • 必須採用何種實體伺服器拓撲來實作您的解決方案。Which physical server topology you must have to implement your solution.

  • 要對網站套用哪些資訊管理原則。Which information management policies to apply to the sites.

注意

不提供在 SharePoint Foundation 2013 中的資訊管理原則。Information management policies are not available in SharePoint Foundation 2013.

要收集的資訊包括下列項目:The information to collect includes the following:

  • 文件類型,例如股票研究報告、員工績效考核、內部備忘或產品規格。Document type, such as equity research note, employee performance review, internal memo, or product specification.

  • 每種文件類型的用途,例如「提供客戶股票買賣建議和相關佐證資料」。The purpose of each document type, such as "gives customers recommendations about equities together with supporting data."

  • 各文件類型的作者 (很有幫助列出作者的角色 — 例如 「 財務分析師 」 或 「 產品經理 」 —,而非個別名稱)。The author of each document type (it is helpful to list the role of the author — such as "financial analyst or "product manager" — instead of individual names).

  • 各文件類型的使用者,如「客戶」或「小組成員」。The users of each document type, such as "customers" or "team members."

  • 文件格式。若文件在其生命週期的任何時點需由某種格式轉換為其他格式,則會記錄該資訊。The format of the document. If the document has to be converted from one format to another at any point in its life cycle, record that information.

  • 文件生命週期的其他相關角色,例如「技術檢閱者」或「複本編輯者」。Other roles that apply to the document's life cycle, such as "technical reviewer" or "copy editor."

  • 文件的位置,例如「用戶端電腦」、「網頁伺服器」或「檔案伺服器」。請注意,這個問題可能有多個答案,例如可能在用戶端電腦上撰寫文件,接著將文件發佈至網頁伺服器。Location of the document, such as "client computer," "web server," or "file server." Note that this question could have multiple answers, for example when a document is authored on a client computer and then published to a web server.

以下是可能從企業的兩個組織收集並記錄在工作表中的資訊範例。The following are examples of information that might be collected and recorded in the worksheet from two different organizations in an enterprise.

表: 研究資訊範例Table: Example with research information

類型Type 用途Purpose AuthorAuthor 使用者角色User role 格式Format 其他角色Other roles 位置Location
財產淨額研究記錄Equity research note
提供高階客戶買賣一或多種股票的財務服務指導Gives premium customers of a financial service guidance on whether to buy or sell one or more stocks
財務分析師Financial analyst
客戶Customer
DOCX (供製作用);PDF (供發佈用)DOCX (for authoring); PDF (for publishing)
檢閱者 (技術);檢閱者 (法律);核准者;文字編輯;網站管理員Reviewer (technical); reviewer (legal); approver; copy editor; site administrator
製作網站Authoring site
測試網站Testing site

分析個別的製作與發佈格式需要格式轉換。大量的檢閱者需要一或多個工作流程 (在伺服器上實作商業程序)。兩個站台 (撰寫和測試) 需要將內容從一個網站移至另一個機制。Analysis The separate authoring and publishing formats require a format conversion. The large number of reviewers requires one or more workflows (business processes implemented on the server). The two sites (authoring and testing) require mechanisms for moving the content from one site to another.

表: 員工資訊範例Table: Example with employee information

類型Type 用途Purpose AuthorAuthor 使用者角色User role 格式Format 其他角色Other roles 位置Location
員工績效檢討Employee performance review
評估員工績效,包括自我考核及經理考核Evaluates the performance of an employee — including self-evaluation and manager's evaluation
資訊工作者;主管Information worker; manager
主管、人力資源專員Managers; human resources specialists
.DOCX (英文).DOCX
檢閱者 (人力資源)、檢閱者 (法律)、核准者 (高層主管)、記錄管理員Reviewer (human resources); reviewer (legal); approver (upper manager); records manager
用戶端電腦Client computer
電子郵件伺服器 (文件當成附件儲存)E-mail server (as attachment)
公司網頁伺服器Corporate web server
公司記錄中心Corporate records center

分析兩個作者及多位檢閱者需要一或多個工作流程。文件處理許多人則位於公司網頁伺服器 (可能高度安全) 和已備妥受管理或移至記錄中心。此內容的機密性質需要資訊版權管理 (IRM) 桌面和除了公司原則和最佳作法 (例如稽核) 的伺服器上,以保護該員工的隱私及企業的法律出位置。Analysis Two authors and multiple reviewers require one or more workflows. The document is handled by many people, then is located in a corporate web server (presumably highly secured) and is managed in place or moved to a records center. The sensitive nature of this content requires Information Rights Management (IRM) on the desktops and servers, in addition to corporate policies and best practices (such as auditing) that protect the employee's privacy and the enterprise's legal standing.

注意

無法在 SharePoint Foundation 2013 中使用 「 記錄中心。The Records Center is not available in SharePoint Foundation 2013.

工作表Worksheets

請使用下列工作表記錄本文討論的資訊:Use the following worksheets to record the information discussed in this article: