Updated: 2009-02-26
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:
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Who in your organization creates documents?
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What types of documents do they create?
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Who reviews documents?
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Who edits documents?
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Who uses documents?
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Who approves the publication of documents?
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Who designs Web sites used for hosting documents?
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Who sets guidelines and policies for managing documents?
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Who manages records in your organization?
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Who deploys and maintains the servers on which documents are stored?
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Worksheet action
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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.
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Position
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Types of documents
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Role
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Financial analyst
Technical writer
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Equity research note
Financial model
Web page
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Author
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Financial analyst
Manager
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Equity research note
Financial model
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Reviewer
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Technical editor
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Equity research note
Web page
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Editor
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Customer
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Equity research note
Financial model
Web page
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Reader
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Corporate lawyer
Manager
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Equity research note
Financial model
Web page
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Content approver
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Server administrator
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All
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IT specialist
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Database manager
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All
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Database specialist
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Compliance officer
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All
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Legal specialist
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Records manager
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All
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Records manager
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Site manager
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All
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Content publisher
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Site administrator
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All
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Content auditor
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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.
Worksheet
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