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What can librarians get out of SharePoint?

SharePoint – What every librarian needs to know

Kathy Jordan-Baker, MSLIS, MEd, MCTS

Information Technology

Introduction

• Kathy Jordan-Baker• MSLIS from Florida State University

• 15 years in higher education• Libraries/technology• SharePoint 2007 since 2007• SharePoint 2010 since 2010

Question?Answer at kathyworks.com/sla-presi

• What flavor of SharePoint are you using?• 2010• 2007• 2003• Foundation• Server

What exactly is SharePoint?

• Swiss Army Knife• Web Content Management• Social Networking• Records Management• Web 2.0 Collaboration• Development Platform• Digital Asset Management • Document Management• Enterprise Portal• Enterprise Content Management

http://sharepoint.microsoft.com/en-us/product/capabilities/pages/default.aspx

Quotation

“SharePoint was found to be used by the library or special collection to: support the generation and maintenance of library artifacts, facilitate communication and feedback, monitor library activities, control collection changes, analyze and forecast collections' needs, staff performance and patrons' needs.”

The Odd Couple: SharePoint and Librarians

http://www.llrx.com/features/sharepoint.htm

How long have you been using any version of SharePoint?Answer at kathyworks.com/sla-presi

• Not at all• < 1 year• 1 – 2 years• 3 – 5 years• > 5 years

This is a lot of information. What does this mean for me?

• SharePoint is a content management system

• It can increase worker productivity

• What do you do every day that is tedious?

• SharePoint is really good at helping with tedious work

Give me specifics! • Keep track of deadlines and

projects • Which file is the latest version?• Did I remember to send that document to my supervisor?

• I have a lot of usage statistics. How can I tame them?

• Wouldn't it be nice if whenever I receive a research request I didn't have to manually send an email in response just to let someone know I got their request?

• I wonder if this person is in today. I have a question for them and they are not returning my email or phone call.

Quotation

“SharePoint site owners effectively weave library resources into their business processes.”

What Librarians Should Know About SharePoint http://www.montague.com/review/sharepointlibrarians.html

Question?Answer at kathyworks.com/sla-presi

• Are you an IT librarian or a non-IT librarian?

The List• When you create a list, you automatically get a form that lets you add or edit content

• You can customize your list by adding and using columnsu column = field = metadata

• Use views, sorting and filtering to help see your data in a useful way

• Do this all in the browser with NO CODE

Useful List Templates

Views

Question?Answer at kathyworks.com/sla-presi

• Are you using Office Web Apps?

Useful SharePoint Examples

• Training Registration• Knowledgebase • Communication Platform• Collaborative Working Sites• Project Management• Shared Documents• Track Reference Interactions• Storage for Training Material

Training and Education Management

• Request a class – filter by requester, instructor, date, etc.

Knowledgebase

• Build with wiki library or site template

• You can add a wiki to existing sites

• House how-to documents• Store tutorials there (or anywhere in SharePoint)

Communication Platform

• Use a blog to replace your paper newsletter

• Get an email whenever someone adds a new announcement

• Sick/Vacation Calendar

Collaborative Working Sites

• Share documents (or really any kind of file)

• Discussions• Sites based on documents• Project management • SharePoint v. MS Project

u SharePoint is like Project lite

u Steep learning curve for Project

Tracking and Storage

• Let SharePoint help you track reference interactions

• Let SharePoint help you track library usage

Question?Answer at kathyworks.com/sla-presi

• Are all your patrons/end-users using a PC with Internet Explorer and the Office suite?

Content Types and Metadata

• Reusable set of columns (fields)

• Keywords are managed in the term store – 2010

• Full text searching• Using metadata to refine search

• Search and taxonomy in SharePoint are immense topics

• Use of Best Bets and search configuration

2010 or 2007 or 2003

• There are many versions!• 2010 document sets• SharePoint 2007 is a teenager• SharePoint 2010 has just graduated from college

Question?Answer at kathyworks.com/sla-presi

• Are you using the social parts of SharePoint, such as My Site and Profiles?

Quotation

“There is no right or wrong way.”

Harnessing the Power of SharePoint for Library Applications

http://www.llrx.com/features/sharepointready.htm

Any tips on getting started? • There is a lot that SharePoint

can do with no customizations or coding

• SharePoint thinks of all its content as “lists”

• Use of familiar MS Office functionalityu Sort, filter and group like Excel

• Views – learning how to work with views will make your life easier

• Export to Excel and you can do just about anything with the data

• Start small

Where do we go from here?

• Comparison of SharePoint 2007 Versions

http://www.fpweb.net/sharepoint-hosting/2007/compare-wss-moss/

• Comparison of SharePoint 2010 Versions

http://www.fpweb.net/sharepoint-hosting/2010/features/foundation-vs-server.asp

Stuff I Use as a SharePoint Administrator

• SharePoint 2010 Server Enterprise

• Microsoft Office SharePoint Server Enterprise 2007

• SharePoint Designeru http://sharepoint.microsoft.com/en-us/Pages/default.aspx

• AvePoint DocAve Administrator, Content Manager, SharePoint Migrator, Report Center, Auditoru http://www.avepoint.com

More Stuff I Use as a SharePoint Administrator

• Bamboo Solutions – Fairly inexpensive web parts for when you do not have a developeru http://store.bamboosolutions.com

• Virto Workflow Activities Kitu http://virtosoftware.com

• SharePoint ShortURL – Helps tame lengthy SharePoint URLsu http://sharepointshorturl.com

Recommended SharePoint Training

• Lynda.com SharePoint Essentialsu http://www.lynda.com

• SharePoint-Videos.comu http://www.sharepoint-videos.com

• Questions?

Stump the Chump!

Let's Continue the Conversation

Kathy Jordan-Baker

kjordanbaker@colum.edukathyjordanbaker@gmail.comkjordanbaker