在 SharePoint Server 中的文件管理Document management in SharePoint Server

摘要:了解的文件管理解決方案和文件管理規劃程序在 SharePoint Server 中的項目。Summary: Learn about the elements of a document management solution and the document management planning process in SharePoint Server.

本文章包含 SharePoint Server 為基礎的文件管理解決方案之各項目的概略說明。This article contains a high-level description of the various elements of a document management solution that is based on SharePoint Server.

在組織中的文件生命週期的文件管理控制 — 和應用程式如何建立、 檢閱、 和發佈方式以及最終處置或保留。雖然字詞的 「 管理 」 表示資訊從頂端的組織控制,有效的文件管理系統應該反映組織會使用它的文化特性。您使用的文件管理的工具應該有足夠的彈性如果的適合貴企業的文化特性和目標,可讓您緊密控制的文件生命週期,但也可讓您實作更鬆散結構化的系統,如果的搭配成效更佳花色您企業版。Document management controls the life cycle of documents in your organization — how they are created, reviewed, and published, and how they are ultimately disposed of or retained. Although the term "management" implies that information is controlled from the top of the organization, an effective document management system should reflect the culture of the organization that uses it. The tools that you use for document management should be flexible enough to enable you to tightly control a document's life cycle, if that fits your enterprise's culture and goals, but also to let you implement a more loosely structured system, if that better suits your enterprise.

文件管理系統的元素The elements of a document management system

有效的文件管理解決方案會指定下列項目:An effective document management solution specifies the following:

  • 組織內可建立的文件類型及其他內容。What kinds of documents and other content can be created in an organization.

  • 每一種文件類型所使用的範本。What template to use for each kind of document.

  • 提供給每一種文件類型的中繼資料。What metadata to provide for each kind of document.

  • 文件在其生命週期的每一階段之儲存位置。Where to store a document at each stage of its life cycle.

  • 其生命週期每一階段控制文件存取權的方式。How to control access to a document at each stage of its life cycle.

  • 以參與建立、檢閱、核准、發佈及處置文件的小組成員身分移動組織內文件的方式。How to move documents within the organization as team members contribute to the documents' creation, review, approval, publication, and disposition.

SharePoint Foundation 2013 包含實作所有這些文件管理方面的功能。SharePoint Server 包含相同的功能及也會新增下列:SharePoint Foundation 2013 includes features that implement all these aspects of document management. SharePoint Server includes the same features and also adds the following:

  • 要對文件套用哪些原則,以稽核文件相關動作、適當保留或處置文件,以及保護組織的重要內容。What policies to apply to documents so that document-related actions are audited, documents are retained or disposed of appropriately, and content that is important to the organization is protected.

  • 如何依法律規定和企業指導方針,處理必須保留的文件做為公司記錄。How to handle documents as corporate records, which must be retained according to legal requirements and corporate guidelines.

若要確定該資訊工作者可以輕鬆地利用這些功能不必出發其日常作業和熟悉的工具、 Microsoft Office system 應用程式的 — 例如 Microsoft Outlook 與 Word — 也包含支援文件生命週期中的每一階段的功能。To make sure that information workers can easily take advantage of these capabilities without having to depart from their day-to-day operations and familiar tools, applications in the Microsoft Office system — such as Microsoft Outlook and Word — also include features that support each stage in a document's life cycle.

規劃程序The planning process

文件管理規劃程序包含下列主要步驟:The document management planning process consists of the following major steps:

  1. 身分識別文件管理角色確定您計劃納入您組織的重要關係人的意見反應、 必須實作解決方案的最佳小組知道誰將參與文件管理程序。Identify document management roles Ensure that your plans incorporate the feedback of your organization's key stakeholders, you have the best team to implement the solution, and you know who will participate in document management processes.

  2. 分析文件使用狀況在識別誰在文件的運作方式之後,決定類型他們所處理的文件以及它們如何使用。.Analyze document usage After you identify who works on documents, determine the kinds of documents that they work on and how they use them. .

  3. 規劃文件的組織您可以將組織網站集合、 網站及文件庫中的文件。SharePoint Server 提供可協助組織及儲存文件,從特定網站新增至鬆散結構化文件庫建立快速的文件及共同作業功能的範圍。在文件庫,您可以另外將內容整理到資料夾及子資料夾中。Plan the organization of documents You can organize documents in site collections, sites, and libraries. SharePoint Server offers a range of features to help organize and store documents, from specialized sites to loosely structured document libraries for quick document creation and collaboration. Within a library, you can additionally organize content into folders and subfolders.

  4. 規劃如何位置之間移動內容可能需要從移動或複製文件一個網站或文件庫至另一個生命週期的不同階段。Plan how content moves between locations It might be necessary to move or copy a document from one site or library to another at different stages of its life cycle.

  5. 規劃內容類型使用內容類型來組織文件,例如中繼資料、 文件範本與工作流程程序的相關資訊。這是可協助您組織在文件和整個組織強制執行一致性重要步驟。Plan content types Use content types to organize information about documents, such as metadata, document templates, and workflow processes. This is an important step to help you organize your documents and enforce consistency across your organization.

  6. 規劃工作流程當您規劃貴組織的工作流程時,您可以控制及追蹤如何文件一個小組成員間移動為合作的文件生命週期中的每位參與者。SharePoint Server 包含工作流程檢閱和核准文件之類的一般小組工作。SharePoint Server 也支援建立和安裝自訂工作流程。Plan workflows When you plan workflows for your organization, you can control and track how documents move from one team member to another as each participant collaborates in a document's life cycle. SharePoint Server includes workflows for common team tasks such as reviewing and approving documents. SharePoint Server also supports creating and installing custom workflows.

  7. 規劃內容管理規劃內容類型或儲存位置為基礎的控制項的適當程度。例如,您可能需要的文件中的特定文件庫取出之前可加以編輯。Plan content governance You can plan the appropriate degree of control that is based on content type or storage location. For example, you might require that documents in a particular library be checked out before they can be edited.

  8. 規劃原則針對每個內容類型,規劃資訊管理原則,以確定該稽核文件、 保留,並依照您的組織機構與法務需求否則處理。SharePoint Server 包含實作稽核原則、 文件保留和條碼 (以確保可以在相對應的電子版與相互關聯列印的內容)。Plan policies For each content type, plan information management policies to make sure that documents are audited, retained, and otherwise handled according to your organization's institutional and legal requirements. SharePoint Server includes policies that implement auditing, document retention, and bar codes (to make sure that printed content can be correlated with corresponding electronic versions).

    注意

    不提供在 SharePoint Foundation 2013 中的原則。Policies are not available in SharePoint Foundation 2013.