SharePoint: Document Access Versus Storage
January 18, 2012
SharePoint is an information management tool, focused on organization and retrieval. However, the “storage” element of SharePoint is one often critiqued. Is SharePoint the best place to store documents, and if so, which ones? The SharePoint Pro blog takes on this question in, “Access All of Your Content Through SharePoint, Yes. Keep All of it There, No.”
The author states:
All content may be created equal, but it certainly doesn’t exist equally throughout its lifecycle. Some content is business critical, some is purely personal, some is connected to a series of workflows in a process and some is destined to get pushed directly into an archive, some files have a large footprint and some are measured in bytes. And in some cases content can share a number of these attributes all at once. My point is that we need to think about the content we’re putting into SharePoint, as in a number of cases above, it might not actually be the right place to store it.
While the author makes a good point about some documents being more pertinent to workflow than others, sorting documents based on their relevance is a time-killer. With a third-party solution, users do not have to worry about where items are stored in order for them to be accessed by SharePoint or by an accompanying third-party enterprise search. One solution that we like, Fabasoft Mindbreeze, pays particular attention to this topic in its “Winter 2012 Release Notice.”
The Fabasoft Mindbreeze Enterprise 2012 Winter Release . . .enables all information that is connected to Mindbreeze to be displayed in Microsoft SharePoint . . . In this way not only information contained within Microsoft SharePoint, but also all other information that is available within the respective company, can be consolidated within one “platform.” Mindbreeze, therefore, delivers real additional value to Microsoft SharePoint in the form of an add-on. The Microsoft SharePoint search is replaced by Fabasoft Mindbreeze, with the added value of information pairing, which extends the search to the entire connected company knowledge – all on one page. So-called search-driven dashboards can also be created . . . All information of a page is displayed by Web Parts made available by Mindbreeze. A simple configuration is all that’s needed. The displayed content is always up-to-date and to the point. And after the initial configuration, this takes place automatically and maintenance-free.
With more intuitive and agile third party enterprise solutions being developed, less attention needs to be paid to sorting and organizing. Saving the end-user time equates to saving the organization time and money. Check out Fabasoft Mindbreeze and see if its solution might be beneficial to your organization.
Emily Rae Aldridge, January 18, 2012
Sponsored by Pandia.com
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