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SharePoint Review

I. What are our requirements for a document management system?

1. Navigation

a. Searchable/ capable of browsing

i. Information in search results is well organized

ii. Information in search results is useful

b. Compatibility with document identifiers

i. Tags

ii. Keywords

c. Structure system

i. Can be navigated without opening/ clicking on multiple documents and links

ii. Can find what your looking for quickly even if you don’t know where it is

2. Creating new documents

a. Able to create documents in format similar to other documents

b. Creating documents is simple

i. Requires small amount of effort

ii. Options are easy to understand and use

3. Copy and paste documents

a. Retains document format when copied and pasted

OR

b. Creates standard format for documents

i. Small amount of effort to change to this format

ii. Format provides logical structure

4. Update and maintain

a. Basic Updates can be made quickly

b. Advanced Updates can be made with a small amount of effort

II. Are the requirements being met by the SharePoint wiki?

1. Navigation

a. Searchable/ capable of browsing

i. Searches must be very specific

ii. Search results show results based on keyword, document name, and document content.

iii. Hard to find what is important in search results

b. Compatibility with document identifiers

i. Allows you to create a list of standard keywords

ii. Can’t simply click on Keywords to search by them

iii. Keywords must be very specific or searching by them will return useless documents

iv. Hard to make an organization system based on keywords

c. Structure system

v. Have to open multiple documents and/or links to find what your looking for

vi. Unless you know what you looking for and where it is, can’t find it quickly

2. Creating new documents

c. Able to create documents in a word format

d. Formatting options are simple for basic things such as bold, underline, and italic, but advanced formatting options are very difficult

i. Requires small amounts of effort only for basic formatting options

ii. Formatting options that are offered are easy to understand and use, but it is difficult to use formatting options that are not offered by SharePoint wiki.

3. Copy and paste documents

e. Retains most of a documents format when copied and pasted

i. Images and some tables need to be added separately

ii. URLs need to be updated

iii. Carries over options such as bookmarks into wiki.

f. Does not create a standard format when copying and pasting

4. Updates and maintenance

g. Basic Updates can be made quickly

h. Advanced Updates require manipulation of HTML

i. HTML in SharePoint wiki is very difficult to work with

Option #1: Stick with current document management system.

Pros Cons

Already in use No common format

Documents are already in the system Hard to find what you’re looking for quickly

Can search by content or file name Search options are difficult to use

        When searching you need to have a general idea of where the document is
        When two people are trying to update a document at the same time, it doesn’t stop you until you try to save your changes

Option #2: Continuing with SharePoint wiki:

Pros Cons

Basic Updates can be made quickly Searches and keywords must be specific

Search results show results based on keyword, document name, and document content. Does not create a standard format when copying and pasting

Option of uploading documents No online documentation, no community support

Easy to link documents together Can’t simply click on Keywords to search by them

Formatting options are simple for basic things such as bold, underline, and italic Hard to make an organization system based on keywords

Able to create documents in a word format Relies on HTML for advanced updating

Retains most of a documents format when copied and pasted HTML created by SharePoint wiki is very difficult to work with

Copying and Pasting carries over options such as bookmarks into wiki. Hard to find what is important in search results

Allows you to create a list of standard keywords

        Have to open multiple documents and/or links to find what your looking for 
        Unless you know what you looking for and where it is, can’t find it quickly 
        Advanced formatting options are very difficult to create due to HTML
        Images and some tables need to be added separately when copying and pasting
        When copying and pasting URLs need to be updated
        When two people are trying to update a document at the same time, it doesn’t stop you until you try to save your changes

Option #3: upload documents to SharePoint wiki.

(Only pros and cons that differ from copy and pasting into SharePoint wiki)

Pros Cons

Uploading is simple Can only upload one document at a time

Don’t need to deal with HTML

Avoids issue of pasting images

Easy to make and maintain simple and advanced updates

Able to see when someone is updating a document

Retains a documents original format

Option #4: research other wiki options.

Pros Cons

A different wiki could meet all requirements No guarantee we can find anything

Example

TiddlyWiki

Pros Cons

Creates a standard document format when copying and pasting Doesn’t retain formatting options such as bold

Can click on a tag and instantly see search results for everything with that tag Images must be linked into the wiki

Can search by document name, document content, and tags Tables must be recreated

Search results highlight the search words in every document that contain them URLs must be reformatted

Can create an organization system based on tags Simple reformatting is required when copying and pasting

Has online documentation

Can double click on a document to edit it

My Suggestion: