Document management in sharepoint

Posted on 2012-08-22
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
    LVL 5

    Expert Comment

    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
    LVL 29

    Author Comment

    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
    LVL 5

    Expert Comment

    Sorry I miss understood.  Take a look at this link and see if it answer your question.
    LVL 29

    Accepted Solution

    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

    clean up

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