Saturday, October 11, 2008


Document management is the process of applying policies and rules to how documents are cre-
ated, persisted, and expired within an organization. Document collaboration is merely the pro-
cess of checking out, checking in, and versioning a document before it is published. Windows
SharePoint Services gives you document collaboration, whereas SharePoint Server 2007 gives
you document management. Records management encompasses all of the functions of docu-
ment management, but applies those functions to a broader set of content elements—not just
documents. Any electronic record, such as a list item or log entry, can be managed as a record
in SharePoint Server 2007 if there is a need to do so.

Microsoft Press
A Division of Microsoft Corporation
One Microsoft Way
Redmond, Washington 98052-6399

So the point is that if you only have requirements around control and version control of documents WSS alone with the added CAL costs of MOSS will do it.

The problem is that when you site grows have rules of when things should be deleted become very important.  You cost of not doing so will be larger and larger database costs, administration cost, and even potential database lose in failed upgrades.

I have seen IT departs go massively WSS only to find they have a massive monster growing.

But I think for a lot of project WSS alone is fine.  I am thinking of the kinds of user stories you can save a lot of money with WSS over MOSS:

1. A set distribution point under strong control but of interest to a lot of people.  Policies and procedures, HR, process documents, or other fixed sets of information can be managed in WSS.
2. Fixed term projects with sites simply deleted after a fixed time.  This policy of keeping a site alive only as long as the project exists and deleting afterwards keeps the file load down.  If a team has produced work it thinks to be very important it can place it in a shared folder in a retained experience site.

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