The purpose of your team's SharePoint server site is to enable the management of documents by team members:
- Editing: This includes easy shared access to documents you will commonly be updating. SharePoint lets users check-out and edit documents, then check-in to let others do the same.
- Versioning: SharePoint keeps all the old versions, so you can look at or revert to prior versions if necessary.
- Types of documents: Sharepoint is best for maintaining libraries of things like MS-Word, Excel, PowerPoint, and PDF documents. Not so good for large libraries of images or other data, or for databases or software.
An overall organization scheme is provided for each team, including:
- People and Groups
Project Documentation vs Semester Documentation?
If a document changes over time, like your Design Document, then probably it should be under a Project Documentation directory, for your project. If, on the other hand, it's a one-time document, like a presentation you will give on a certain date, or a version of your Design Document that you want to identify specifically as the result of this semester's work, then it would go under Semester Documentation.
File names: For the major documents in your SharePoint area, like your "Spring 2010 Week 8 Design Review Presentation", try to give them names which sound like what they are. For documents that represent smaller bits and pieces of information which lead to your design, we recommend a system like Team-Proj-DR#, with these then identified in your Design Document as to what they are. E.g., names like, WISE-VolMgmt-DR05.docx for, say, a set of requirements that came from one particular person. See the new Design Document Template for more on this naming scheme.