Wherever I go, my SharePoint tattoo travels with me. It is a part of my identity, a unique identifier that is ever prominent and always with me… a permanent reminder of one crazy night in Vegas that anyone can use to identify me.

Within SharePoint 2010, documents (and records) can have a Document ID attached to them that is carried throughout their lifecycle. By maintaining this unique identifier, a document can be clearly identified and if the document is moved to another location (such as a different document library) the Document ID is carried with it.

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There are many situations in which a set of content, such as Word and Excel documents, PowerPoint presentations, and images are all interrelated. In previous iterations of SharePoint, as well as other ECM systems, these items would be treated as separate identities. Managing these items would be on an individual basis, even if they were organized in a folder. In this scenario, if you wanted to enact a workflow across the documents it would require each item having the workflow placed on it, rather than the sum of content being treated as one set and managed appropriately.

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SharePoint 2010 has been released with a roar and the world is buzzing about the features it brings to the table.

Beyond providing a best in class collaboration platform, its core capabilities of document management, content management, and records management have been greatly enhanced. In fact, some of the most common questions I get while involved in a SharePoint consulting engagement revolve around SharePoint content management and SharePoint collaboration. It is important to note that collaboration extends past the value of a centralized SharePoint portal and into areas such as SharePoint project management options.

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Here are my Top Ten quick takes on new Document and Record Management capabilities in SharePoint 2010:

10.Unique Document ID’s: Every doc has a unique identifier and unique link. I can send you a link to a specific document and the link will work no matter where the real document lives.

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Hi my name is RUSK_510210v2_Draft.

You would never introduce yourself in this manner, so why do your documents?

In the apparent never ending anarchy of naming conventions gone awry and file plans gone mad, there is a simple and pure piece of salvation… metadata.

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There is a mindset within records management that “If it’s not complicated, it won’t work”. While establishing a solid records management process is not easy per se, it should not be made more difficult by proprietary vendors who have lost focus or never had a focus on usability. Many tools overcomplicate the storing and finding of records. If a system is not easy to us it will not succeed, no matter the brand name or promises by the vendor.

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During the 2010 AIIM Expo Opening Session, John Mancini – President of AIIM, laid out “8 Disruptive Forces That Will Transform the Content Management Industry”. Referencing Seth Godin’s quote of “When the platform changes, the leaders change”, set the tone for the changing environment content management is rapidly moving towards. Some of the key takeaways are as follows:

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Death and taxes are not the only certain things in life. Within our human existence is the need to classify the world around us. We are always in a state of classification. In speaking about death, we classify the type of death (ex. death by taxation) and in taxes we classify the type of tax (ex. the death tax). To demonstrate a less morbid example, a document can be classified by the department it was created in, such as “Sales”, and the document type, such as “Proposal”.

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Employee: “Can you please tell me the location of our SharePoint document library?”

IT: “Sure, its http://portal.mycompany.com/the%20company%20documents”

Employee: “Oh ya, I remember. I forgot about the weird %20’s in the URL. Can you do something about that?”

If you ever wondered about the mysterious %20 in your SharePoint site path, you are not alone. Users in your organization at this very moment are probably viewing a SharePoint page that contains a %20 in the URL. Unless you consider this a “feature”, there is a direct method for ensuring that %20 does not appear in any SharePoint URLs in the future.

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