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Document management in sharepoint

Posted on 2012-08-22
Medium Priority
Last Modified: 2013-04-12
Am heading down the road of thinking about SP 2010 as a replacement document/records management system and have had a some questions thrown at me.
The one I want to put out here is...

If a document (THE document) is uploaded to a document workspace for instance, what steps can be made to minimise the risk of somebody uploading a duplicate copy to a different place.
Obviously the same risk exists when dealing with file systems and other products.
In other words how do you try and ensure that there is only one living/authorative copy in the system.

This question is more aimed at document/records capabilities in sharepoint... I'm not asking for coding or workflow options.
Question by:QPR
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Expert Comment

ID: 38323456
There are several cases where documents with the like names exist in numerous folders. which would generally happen in many organizations. However, it appears that a SharePoint will not allow different files with the same name to exist in a document library.

A SharePoint will allow documents with the same name to exist in different folders of the same document library, just the same way as Windows file system.

You can write a event reciever "ItemAdding - An item is being added" In that event reciever you can check whether a file with the name exists http://msdn.microsoft.com/en-us/library/ff728093.aspx
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Author Comment

ID: 38323652
Thanks but I'm not looking for library solutions or coding event receivers. I'm more asking around authorative versions, record centre, sending links to SP destinations etc. in a rdms the file name is meta data

Expert Comment

ID: 38324844
Sorry I miss understood.  Take a look at this link and see if it answer your question. http://technet.microsoft.com/en-us/library/cc261933.aspx
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Accepted Solution

QPR earned 0 total points
ID: 38326842
No answer there thanks. I know about DM as a topic and the range of capabilities within SP but do not know if there is a specific feature/practice that deals with being able to refer to uploaded documents (without setting up link lists) rather than have them uploaded to multiple locations.
LVL 29

Author Closing Comment

ID: 39073101
clean up

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