1. Require Check Out on any document library where multiple users might make changes.
Check out is supported by, but not enforced on, document libraries unless you make it that way!
2. Add the Checked Out By column to the default view of the library.
That way users can see easily who has a document checked out. If you hover over the Checked Out icon, it tells you in a tip, but that's not exactly a "discoverable" little gem.
3. Train users how to check out, check in, and discard check out.
Be sure they understand that the changes they make can't be seen by other users until checked in.
Do they understand the purpose of Keep document checked out after checking in? They check in the document to make their changes visible, but maintain an editorial lock to make more changes.
If there is a required column (property/attribute/metadata) that's blank, the document can't be checked in. Train users how to deal with this.
4. Decide whether to use versioning.
If you want to restrict who can see drafts, use minor versions. Most of the time your processes will require that. If not, there's no real point in using minor versions.
5. If you're using versioning, set retention limits.
By default, SharePoint keeps all versions, and these aren't bitwise differential versions—they're the full version. With large documents, even a small but active library can eat up your database in a hurry!
6. Configure views that will help users navigate libraries effectively and find the documents they require.
7. Folder Structure – Create a hierarchical folder structure and provide appropriate permissions.
8. More secured documents – Provide document level permissions, if required
9. Create a permission level that gives someone the Override Checkout permission.
Take the burden off of yourself and your IT team to check documents in when users forget to do so before going on vacation.
Train your "check in managers" and your users so that they know what it means when a document has been checked in "on behalf" of someone else. If that someone else was using Microsoft Office 2007's
SharePoint Drafts folder, there are likely to be changes in the local copy of the document that were not included when the document was checked in. At some point, the two versions (the server's copy and the user's local copy) will need to be reconciled.
10. Create custom view with Filters and Extra metadata
11. Create Page and Add List web part to display the List Items in custom view
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