Document Center Sharepoint 2010 Vs Document Library

Assuming the life of project as 5 years or less, the team will be Creating / Uploading / Updating lot of documents in this span, which are considered as Live documents. All these documents will be residing in Document Center (DC) which is better designed for Check-in / Check-out, Versioning, Content Organizing, Indexing, and Searching features.

document center sharepoint 2010 vs document library

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Now after completion of 5 years, those documents will not be edited anymore, but they are very important for recording whole project history. Now all these documents will be retained in Records Center(RC) which is best designed for Legal Compliance, Auditing, Labeling, Saving and Protecting (Read-Only mode) features.

The workflow action we are talking about is Send Document Set to Repository. It is NOT available with SharePoint Foundation, you have to have at least SharePoint 2010 Standard or higher. The only official documentation for usage from Microsoft is here. Here is their explanation:

This action is initially displayed in workflow steps as Submit Document set using this action to this destination content organizer with this explanation (Output to Variable: submit file result). It allows you to move or copy the document set to a document repository. A document repository can be a library in your SharePoint site, or a site on its own like the Document Center, that routes records to a specific destination based on rules that you define.

Hi Anbuj, There could be a couple of things wrong. The drop off library is the temporary holding location for documents during routing, and before they move out of this library, they have to match a routing rule. I would check the routing rules you have in site settings and make sure you have a routing rule that matches your document. If that checks out, watch the ULS logs while you run your workflow. It will have entries for the routing, and give an error if it fails. It would say something like "document failed to match any routing rules" or something like that. To make sure the wiring is correct, just do a manual send to first. From the document click the list item drop down, send to -> your destination. This just takes the workflow out of the equation and makes sure your routing is setup correctly. Doug

@Avinash, Yes, that is possible in document sets. A document set can have columns just like a list or library. @Frank, I suppose it's possible, but it would likely be easier to have another workflow on the destination so then you could just use Current Item. Otherwise, you would have to be able to lookup the document in the target, you won't know the ID in the target so you would need to use Title or some other unique value that would identify that file. That's why I say it's easier just to separate the workflows.

Hi,I want to move and delete the document set's in the document library based on the value on a column in the document set, eg: If the value on the column in the document set is set to completed then this document set and all its contents should be copied to another library and the document set deleted in the original library, Is this possible on document sets ?? A

So, what is the 5,000-item limit then? This threshold refers not to how many documents your libraries can store, but how many documents they can display at any one time. No view of your SharePoint document libraries can show more than 5,000 items at any one time. So, the 5,000-item threshold is going to have more of an impact on your ability to browse, search, and find documents than on your ability to store them.

If you are using SharePoint Online, you can skip right to option 2. SharePoint will only let you increase the limit of the library or list view threshold if you are operating in an on-premise server environment. Even for server environments, Microsoft cautions against using this solution, as it will invariably cause performance decline for your SharePoint document libraries.

In a lot of ways, metadata is the key to effective SharePoint document management. Proper use of metadata makes files more easily searchable and discoverable, which in turn can improve efficiency and productivity within your business. Metadata can also help you solve the 5,000-item threshold if it is starting to get in the way of intuitive document library usage.

When you apply the indexing to meta data columns (e.g. columns that are bound to term store data sets) you get a huge increase in search performance and the user experience. And by also enabling the meta data navigation you can quickly filter down the document library to the most interesting files.

The Document Center site template is geared specifically toward businesses with hundreds or thousands of items to store and manage. A Document Center will give you a lot of the same features as a document library (such as versioning, content types, and metadata navigation), but merely gives you more leeway for storing large numbers of documents. You can create your Document Center as either an authoring environment (for creating and editing documents) or a content archive environment (for storage of view-only documents).

Managing thousands, hundreds of thousands, or even millions of SharePoint documents is a complicated, daunting scenario. If your business has a lot of files to store and manage and is looking for the best solution to ensure simplicity, efficiency, and discoverability, then 2Plus2 can help. Our team is familiar with all the ways to avoid the list view threshold (among other common SharePoint document management pitfalls) and can help you implement the solution that is best for your business. Go online to schedule a free consultation with our team or call 510-652-7700 today.

If you need to move a OneNote notebook you will need to follow a different set of steps than you do for other Office documents. Microsoft has provided detailed instructions how to do it. You will likely want to share these with others in your organization as its not intuitive how to do this.

If the SharePoint Server publishing infrastructure feature is enabled on a Classic site collection, you will see a Manage Content and Structure link under Site Administration. You can move (and copy) documents using this feature.

You can build a workflow to move a document based on some condition. (Eg. a status has changed to some value indicating it should be moved) Depending on the complexity of your requirements this workflow may be either in SharePoint Designer, Visual Studio or a third-party workflow product.

From small to large-scale migrations, you can download the [FREE] SharePoint Migration Tool to migrate lists or files from your SharePoint on-premises document libraries or on-premises file shares and move them to either SharePoint or OneDrive in Office 365.

This is a fantastic article! Very helpful for users and administrators. However, I have a question for you. I defined a custom content type with some meta-data and the content type has been added to two different libraries. When I copy a document or folder from one library to the other, the meta-data is not preserved. Also, I cannot tell what content type each particular document or folder is. Do you have any tips for trying to troubleshoot this issue where custom content types are defined on both source and destination libraries but meta-data is not preserved during a copy?

Hello, thanks for this fantastic article. I have been using the Content & structure to move files from one library to another keeping the version history and the document metadata. Now, though, I am having problems with the unique id link (reatined in the destination library) since it seems to go to the original library and then gives an error because the file is not there. Do you know if something is happening with this?

A library is a container for creating, organizing and managing different typesof documents. It allows us to store files and meta information about the files,so that it can be used among different team members. You can create, store and managealmost every type of file in different kinds of libraries (i.e. Word documents,spreadsheets, presentations, forms etc).

Here along with the name of your library you can also specify a brief description.In the Navigation section you can select whether you want your library to be listedon the Quick Launch on left side of the site. Next you can enable versioning forall the documents in the document library, or in other words, each time a file inthe library will be edited a major version will be created for it. Document Templateallows you to select what default type of file will be created in the document library;for example as you can see below I have selected Microsoft Word document and onthe next screen I will show how it appears in the New Document menu.

As I said before, the Library Tools menu appears in the ribbon menu when youselect a library. It has Documents and Library options. The Documents menu allowsyou to create a new document, upload documents, create folders in the library, check-out,check-in files, etc. The Library menu option has several options to manage yourlibrary, for example you can edit your library in SharePoint Designer and changedifferent library settings.

The Library setting page allows you to change different settings for your library.For example you can change the versioning option, change permissions, delete thelibrary, etc... Click on "Delete this document library" to delete it andyou will be prompted for confirmation, then click OK. If you delete your library,then your library will move into the Recycle Bin.

Document Centre is a site collection template in SharePoint (2010, 2013, Office 365) in which you can store and manage your documents efficiently and with less stress. Just think of a scenario where customer come to a restaurant and give their car keys to the valet driver. Same as the case with Content Organizer Feature, by using this feature the user (customer) can park the documents in a drop off library (Drop off car park) and Content Organizer (valet driver) can park the documents at its correct place. 2ff7e9595c