Tipical folder hierarchy

[giordan0]

I'd like to discuss a tipical folder hierarchy using SPPS.
The documents must be saved only in one place - the phisical folder. The author must have the write permissions on this folder. It means, that the first think to make is a folder for every author. What to do when there are two or more authors for a document. Usually it means that they make a group for a topic. So, I think it is best to make a new folder for this group. If an user is author in many groups this can get complicated? Also it is not encouraging to see a lot of folders from other people when writing docs.
I'd like to hear from other, what was their approach.

 

[Guest_imported]

I'm implementing SPPS in a library. I'm not an IT person; I'm a librarian who is responsible for designing the structure of the site. I've found little written that helps those of us who have to make SPPS work once it is up and running. For what it is worth, here is how I am handling it.

I believe it is necessary to look at the folder structure in conjunction with the categories structure and folder securities. To do that, you must be in touch with the people who are going to use it, specifically the authors and groups of authors.

We have 4 major departments in the library, so I convened a commitee of 4 carefully selected people (one from each deaprtment) to help determine the structure that will be must useful. These are people who are inimately familiar with the documents of their department and institution and who will be authors and perhaps folder coordinators, once everything is in place.

I started by explaining to them how SPPS worked-- not an easy task! It took me a long time to prepare a power point presentation that tried to capture the essentials, without being hopelessly confusing. Then I asked them to listen to this presentation "Implementing taxonomies with categories and profiles" which can be found on the Microsoft site at

http://www.microsoft.com/sharepoint/techinfo/training/default.asp

(scroll down to find it). I know this doesn't cover folders, but they must understand how categories and profiles will work in order to think about folders.

Next we will look at who will be using the folders, looking at groups as well as individuals, and determining who will be authors, who will work on documents as groups (i.e. edit each others documents), what kinds of approval routings will we want to use etc. Then we think (at this point) that it makes most sense to look at the rest in this order: the folder structure, the categories, the properties and profiles for each folder.

I should mention that we are going straight from paper to SPPS -- no intervening site that has documents already in a shared online environment.