As John Holliday explains in a video tutorial titled Document Identifiers in SharePoint 2013, a useful first step in the process of building a records management solution on SharePoint 2013 is to implement document identifiers — “The concept is fairly simple, we want to be able to reference documents by their ID, without having to search for them, and that will then allow us to move documents from one place to another without breaking the links.”
Certainly a decision to implement this type of procedure should be included in a governance plan for SharePoint. If the procedure is to be effective, then it must be uniformly implemented. As John Holliday explains in this tutorial, Microsoft has published useful information on this topic.
The Document ID syntax can be included in URLs, as a parameter, which, in turn, will help regularize the online page structure of the SharePoint 2013 farm. In turn, it will be easier for users to presume the location of the information they require, so it may make sense to train records management stakeholders, from the community of end users, to put together likely URLs for specific documents, to hasten the task fo finding required information.
If an organization decides to implement this process, site collection administrators will need to activate the Document ID service on a site collection by site collection basis. Once the service is activated, the server, itself, will generated the unique identifiers as documents are added.
John Holliday goes onto discuss how the content types for a site collection change once the Document ID service is activated. He also talks about the options users have to designate how the actual identification system is implemented, and why it makes sense to predicate a decision on this point on the larger question of just how the records management system is to be implemented for a specific organization.
© Rehmani Consulting, Inc. & Ira Michael Blonder, 2013 All Rights Reserved