Records Management Feature(s) – Barcode and Labeling Policies

Records management - barcoding documents as policy

Office Rocker! — Thu, 10 Aug 2006 12:00:20 GMT

in 2007 we are adding records management to SharePoint.&nbsp; I came across this great post on barcoding...

re: Records Management Feature(s) – Barcode and Labeling Policies

Hef — Thu, 10 Aug 2006 15:44:39 GMT

Well, Code 39 or 3of 9 is widely used, but it doesn't have checksumming which can cause false positive reads - one old system I worked with used Code 128 codes with checksums, and provided a far more reliable label.

I'd also want to look at ways of guaranteeing uniqueness of generated numbers to the organization, as in government we have this tendency to transfer functions and the attached records between agencies, which results in a lot of duplicate labelling over time. I've often wondered if using the equivalent of a key generator would be much more effective than sequential schemes, which by nature will overlap. Any thoughts on this?

The policy attachment idea is very good. I can see a number of other applications in areas dealing with health/safety/child protection/security etc, anywhere confirmation or approval before release of information is critical. The question is of course, how to get this accepted in organizations with considerable cultural 'stickiness'?

Nice work, there seems to be some really switched on architecture in this.

re: Records Management Feature(s) – Barcode and Labeling Policies

mkruger — Thu, 10 Aug 2006 22:35:48 GMT

Great info! :)

re: Records Management Feature(s) – Barcode and Labeling Policies

gannotti — Fri, 11 Aug 2006 23:51:25 GMT

This is great info!

re: Records Management Feature(s) – Barcode and Labeling Policies

gannotti — Fri, 11 Aug 2006 23:54:01 GMT

Great stuff thanks!

2007 MOSS Resource Links (Microsoft Office SharePoint Server)

The Boiler Room - Mark Kruger, SharePoint MVP — Tue, 15 Aug 2006 00:55:39 GMT

Here is an assortment of various 2007 Microsoft Office SharePoint Server Documentation / Reference Materials...

re: Records Management Feature(s) – Barcode and Labeling Policies

Ethan Gur-esh — Thu, 17 Aug 2006 04:53:54 GMT

@ Hef:

You're absolutely right that Code 39 isn't necessarily the right barcode format for all customers in all situations. We didn't mean to imply that Code 39 is "better" in any way because it's the default format we chose to include in the product. Rather, we knew that we needed to include one format "in the box" (so that customers could use the feature without needing to install additional components), and we chose Code 39 because it is widely used and there weren't any onerous licensing or royalty requirements. But the motivation for allowing components for providing barcodes in other formats was so that customers could plug-in and use whichever formats are appropriate for their organizations.

As for your question about uniqueness: the problem of duplication in labeling systems is very real. At many of the customers we've talked to, we've seen one of two two modes of labeling: "sequential" (where subsequent documents are assigned incrementing IDs) or "random" (where the IDs generated for items are not assigned in a predictable sequence).

"Sequential" systems often introduce the risk of duplication (for example, because different departments/groups inadvertently start assigning the same IDs), but they have the advantage of sometimes conveying meaningful information (e.g. because companies use IDs starting at 100000 for "sales" documents, 200000 for "finance" documents, etc.)

Random systems (which I believe you called "key generator" systems) have the benefit of being far less likely to introduce duplication, but with the trade-off that the IDs aren't inherently meaningful.

I don't have an answer as to which approach is correct or better -- it really is up to each organization to decide how they want to make those trade-offs. The good news is that the labeling and barcoding features in the 2007 Office System can support either approach. The Code 39 barcode component we provide in the box takes the "random" approach, and label policies can be configured to include item metadata for sequential systems, reducing the likelihood of duplication.

Finally, thanks for the warm feedback on the features. It's always nice for our team to hear. :)

- Ethan Gur-esh, Program Manager.

re: Records Management Feature(s) – Barcode and Labeling Policies

igor — Thu, 17 Aug 2006 11:40:09 GMT

I don't think so, that random systems is the same the "key generator". I think that the "key generator" is @the one place" where you can get the bar-code value wit.h special rules( like you mention "sales" 200000).
In our case, we have one office with different locations, so we have to be sure that the bar code is not dublicated. As well we need the feature to get the barcode from electronic document when we put it in one database

re: Records Management Feature(s) – Barcode and Labeling Policies

recman — Wed, 23 Aug 2006 19:57:13 GMT

@ Igor:
Thanks for the correction. In that case what’s described as “key generator” is more like the “sequential” model I mentioned in my earlier comment. Hence the requirement to ensure that the identifier is not duplicated.

I’m not sure I followed your last requirement about “getting the barcode from electronic document when we put it in one database”. Can you clarify?

Thanks,
- Ethan Gur-esh.

Sharepoint 2007: Document/Records Management resource list V0.1

Arno Nel 2.0 — Thu, 31 Aug 2006 11:27:24 GMT

Planning Plan document management Chapter overview: Plan document management What is document management?

Records Center Q&amp;A

Microsoft Records Management Team Blog — Tue, 19 Sep 2006 23:54:27 GMT

Thanks to everyone who posted questions about the Records Center or sent them in via the “contact” form....

Physical Records Management in the 2007 Office system

Microsoft Records Management Team Blog — Thu, 05 Oct 2006 11:00:29 GMT

So far in this blog, we’ve talked directly about electronic records – the files created in document authoring

re: Records Management Feature(s) – Barcode and Labeling Policies

ayk — Tue, 10 Oct 2006 12:38:36 GMT

Where could I find the component for generating barcode ?

I have to add an unique number to every document that will be added to my MOSS 2007 portal. One way of doing it is maybe to use the label or barcode feature. At this moment I don't now which is the most appropriated...

Any help or advice are welcome !

re: Records Management Feature(s) – Barcode and Labeling Policies

recman — Mon, 16 Oct 2006 20:56:13 GMT

@ayk:

Using the barcode feature is the more straightforward approach for your scenario, since much of the additional benefit of the labels feature is to incorporate additional metadata into a document identifier.

If you’re looking for the steps to try out the barcode feature (including the component for generating barcodes that we provide “in the box”), the steps are included in the posting about information management policies (http://blogs.msdn.com/recman/archive/2006/06/16/633393.aspx) .

If you want to find out how to plug in your own barcode component (e.g. because your organization has particular requirements around how values are assigned, etc.), there’s a code sample showing how to author & deploy new barcode components in the “Enterprise Content Management Starter Kit” SDK which can be found @ http://blogs.msdn.com/ecm/archive/2006/10/10/ECM-Starter-Kit-for-B2TR.aspx .

Hope this helps,

- Ethan Gur-esh, Program Manager.

re: Records Management Feature(s) – Barcode and Labeling Policies

ayk — Thu, 19 Oct 2006 11:21:25 GMT

@recman:

Thank you for the link, I'll try that !

My number has to be unique so I'll probably have to code my own barcodes generator...

Barcode's NOT unique

marquard — Mon, 29 Jan 2007 16:48:22 GMT

SharePoint's barcode feature does not guarantee that barcodes are generated every time a document is added to a document library.

This has the consequence that two different documents can have the same barcode.

Any workarounds?

re: Records Management Feature(s) – Barcode and Labeling Policies

dottimar — Mon, 12 Mar 2007 17:51:52 GMT

Recently I tried the barcode sample code from the ECM starter kit. (http://blogs.msdn.com/ecm/archive/2006/10/10/ECM-Starter-Kit-for-B2TR.aspx )

According to this example, adding a custom barcode seems to be not a big deal. I compiled the assembly and added to the GAC. I added the manifest with the small console application which is also in the sample package. That worked well! But now comes tha question. After adding the plug in, how can I use my custom barcode within sharepoint.

If I create a new policy I do not see where I can select my custom barcode?

I'm wondering if anybody has tried the ECM example?

Barcode « Calvin998’s Space

Barcode « Calvin998’s Space — Wed, 08 Aug 2007 03:18:18 GMT

PingBack from http://calvin998.wordpress.com/2007/08/07/barcode/

re: Records Management Feature(s) – Barcode and Labeling Policies

pc2 — Mon, 27 Aug 2007 20:53:30 GMT

Hi,

Is it possible to use the barcode and labeling feature in collaborative spaces?

thx,

Bela Pesics

Sharepoint 2007 Document and Records Management resource List (update)

Mirrored Blogs — Wed, 03 Oct 2007 18:20:14 GMT

Document and Records Management Definition Document Management According to Wikipedia : "A document

re: Records Management Feature(s) – Barcode and Labeling Policies

dz0001 — Tue, 23 Oct 2007 23:58:31 GMT

We have customer who is thinking about sharepoint portal server, but ask us the following question:

1. Using Record management or infopath form service (Infopath form) with textbox control pulling accountnumber from database, then generate barcode automatically, Is it possible to alter meta data and tie Unique id to read from database, in this case AccountNumber, then generate barcode accordingly when new form is created.

2. Currently they print out blank form, then print out barcode using third party tool, then put the barcode on the form.

2007 MOSS Resource Links (Microsoft Office SharePoint Server)

The Boiler Room - Mark Kruger, Microsoft SharePoint MVP — Mon, 12 Nov 2007 23:47:31 GMT

2007 MOSS Resource Links (Microsoft Office SharePoint Server) Here is an assortment of various 2007 Microsoft

Barcode « All About SharePoint

Barcode « All About SharePoint — Thu, 13 Dec 2007 02:53:42 GMT

PingBack from http://sharemypoint.wordpress.com/2007/08/07/barcode/

re: Records Management Feature(s) – Barcode and Labeling Policies

banders — Wed, 05 Mar 2008 18:34:12 GMT

IDAutomation offers several integration options for SharePoint Designer: http://idautomation.com/sharepoint/

Sharepoint 2007 Document and Records Management resource List (update)

Arno Nel 2.0 — Mon, 28 Jul 2008 14:31:49 GMT

Document and Records Management Definition Document Management According to Wikipedia : "A document

Microsoft Records Management Team Blog Records Management Feature s | bar stools

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PingBack from http://barstoolsite.info/story.php?id=6682

Microsoft Records Management Team Blog Records Management Feature s | debt consolidator

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Records Management Feature(s) – Barcode and Labeling Policies

Records management - barcoding documents as policy

re: Records Management Feature(s) – Barcode and Labeling Policies

re: Records Management Feature(s) – Barcode and Labeling Policies

re: Records Management Feature(s) – Barcode and Labeling Policies

re: Records Management Feature(s) – Barcode and Labeling Policies

2007 MOSS Resource Links (Microsoft Office SharePoint Server)

re: Records Management Feature(s) – Barcode and Labeling Policies

re: Records Management Feature(s) – Barcode and Labeling Policies

re: Records Management Feature(s) – Barcode and Labeling Policies

Sharepoint 2007: Document/Records Management resource list V0.1

Records Center Q&amp;amp;A

Physical Records Management in the 2007 Office system

re: Records Management Feature(s) – Barcode and Labeling Policies

re: Records Management Feature(s) – Barcode and Labeling Policies

re: Records Management Feature(s) – Barcode and Labeling Policies

Barcode's NOT unique

re: Records Management Feature(s) – Barcode and Labeling Policies

Barcode « Calvin998’s Space

re: Records Management Feature(s) – Barcode and Labeling Policies

Sharepoint 2007 Document and Records Management resource List (update)

re: Records Management Feature(s) – Barcode and Labeling Policies

2007 MOSS Resource Links (Microsoft Office SharePoint Server)

Barcode « All About SharePoint

re: Records Management Feature(s) – Barcode and Labeling Policies

Sharepoint 2007 Document and Records Management resource List (update)

Microsoft Records Management Team Blog Records Management Feature s | bar stools

Microsoft Records Management Team Blog Records Management Feature s | debt consolidator

Microsoft Records Management Team Blog Records Management Feature s | debt solutions

Records Center Q&A