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Identify document management participants and stakeholders

SharePoint 2007

Updated: February 26, 2009

Applies To: Office SharePoint Server 2007

 

Topic Last Modified: 2009-02-20

The first step in your document management planning is to determine the stakeholders and participants in your document management solution. You can use a survey to collect this information. For example, your survey might contain the following questions:

  1. Who in your organization creates documents?

  2. What types of documents do they create?

  3. Who reviews documents?

  4. Who edits documents?

  5. Who uses documents?

  6. Who approves the publication of documents?

  7. Who designs Web sites used for hosting documents?

  8. Who sets guidelines and policies for managing documents?

  9. Who manages records in your organization?

  10. Who deploys and maintains the servers on which documents are stored?

 

Worksheet action

Each of these questions can yield multiple answers. Record the information you gather from the survey in the Document management participants worksheet (http://go.microsoft.com/fwlink/?LinkId=73285&clcid=0x409), as in the following example.

 

Position Types of documents Role

Financial analyst

Technical writer

Equity research note

Financial model

Web page

Author

Financial analyst

Manager

Equity research note

Financial model

Reviewer

Technical editor

Equity research note

Web page

Editor

Customer

Equity research note

Financial model

Web page

Reader

Corporate lawyer

Manager

Equity research note

Financial model

Web page

Content approver

Server administrator

All

IT specialist

Database manager

All

Database specialist

Compliance officer

All

Legal specialist

Records manager

All

Records manager

Site manager

All

Content publisher

Site administrator

All

Content auditor

Identifying content stakeholders can help you ensure that your document management solution is comprehensive, and that you design sites and document libraries that suit your enterprise's content needs and processes.

Document management participants worksheet (http://go.microsoft.com/fwlink/?LinkId=73285&clcid=0x409)

This topic is included in the following downloadable book for easier reading and printing:

See the full list of available books at Downloadable content for Office SharePoint Server 2007.

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