designing enterprise content types - office 365 native · ppt file · web view2013. 3. 30. ·...
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Designing Enterprise Content Types
Designing EnterpriseContent Types
www.newsteplearning.com
(425) 522-3727
Professional Learning Programs for Microsoft SharePoint, Office 365 and Windows Azure
About Chris Beckett
24+10
MCMMCTMCSEMCPD
Solution ArchitectLearning Consultantand Trainer
@sharepointbits
blog.sharepointbits.com
Agenda
Strategy and the Importance of Metadata
ContentAnalysis
Classification andOrganizing Principles
Content Purpose, Identification and Management
3
SharePoint ECM Maturity
Collaboration Workspaces
Departmental Portals
EnterprisePortals
Enterprise Repositories
Characteristics of Enterprise Content
Enterprise content moves…Enterprise content evolves…Enterprise content transforms…Enterprise content withers and dies!
My Site
Author
Project Site
Team Site
Approve
Portal Site
Publish
Convert
Repository
Organize
Process
Aggregate
Preserve
Archive
Destroy
Share
Plan
Meet
Review
Refine
Distribute
The Importance of Metadata
“Success is a lousy teacher. It seduces smart people into thinking they can't lose.”
Bill GatesThe Road AheadViking PressPublished 1995ISBN: 0453009212
Kinds of Metadata
Timestamps
Generated Ids
Process Status
Machine Settings
Global Position
Dictionary Extraction
Pattern Recognition
Descriptive Fields
Classification Fields
Compliance Fields
People Fields
Technical / System
Business / User-Provided
Enterprise Content Foundation
Information Management( Producers )
Search & Dynamic Navigation
( Consumers )
Content Types
Metadata Columns
Site Columns
Content Organizer
1. Bound to a Content Type
2. Filtered byMetadata Conditions
3. Move to Target
Location
Information Management Policy
Policy Assignedto Content Type
or Library
Retention Policy
Retention Policy for Documents and Records
7 actions includingworkflow
Multistage and Repeating Events
eDiscovery and Holds
Full Keyword Syntax for Record Search
Search Customization and Refinement
Refiners for Metadata Fields
Custom Result Formatting
Information Management Stakeholders
THIS IS NOT JUST AN IT PROBLEM!
Information Management
Risk Management
Performance Management
Internal Control
Compliance and Audit
Governance
Information Technology
Top 5 Lessons Learned
The best person to classify and describe the content is the content creator
The person least interested in classifying and describing content is the content creator
Poor classification or tagging rarely gets corrected
Correcting bad data is more expensive than doing it right the first time
The best search engine in the world cannot fix bad classification and tagging
Importance of Strategy
Without a Strategy…
With a Strategy…
Agenda
Strategy and the Importance of Metadata
ContentAnalysis
Classification andOrganizing Principles
Content Purpose, Identification and Management
17
Discovery Objectives
Producers and Consumers
Lifecycle and Flow
Formats and Transformations
Control
Classification
Identity
PROCESS
DATA
Content Discovery Activities
User Surveys
Stakeholder Interviews
Workplace Observation
Group Workshops
Organization Roles
Business Process Data Flows
Database Models
Surveys and Inventories
AnalyzeJob Roles
AnalyzeContentStores
Content Inventories
Theory of Evolution
Just Enough…and No More!
Focus analysis efforts on High-Value Content:
Directly tied to how the company generates revenue
Delivered to customers as part of a product or service
Exchanged with Partners and Vendors
Understand the Business Model
Best way to identify high value organization content
Catalog the content that is consumed and produced by each business function to/from external sources
Analyze Business Functions
Model Data Flows
Data Flow diagrams demonstrate key content between actors and processes
Data Flow diagrams highlight content flow rather than sequence
High-Value Content Inventory
Agenda
Strategy and the Importance of Metadata
ContentAnalysis
Classification andOrganizing Principles
Content Purpose, Identification and Management
28
Identify Organizing Principles
Audienceor Role
Job Roles
Topic orInterest
Benefits
Travel
Region or Location
Sales Region
Office Location
Shipping
Industry orMarket
Healthcare
Government
Retail
Seniority
Demographic
Distribution Zones
Business Process
Loan Origination
Lead Processing
Order
Fulfillment
BusinessUnit
Manufacturing
Finance
Marketing
Business Function
Accounts Payable
Recruiting
Compliance
Risk Management
Harvest Taxonomies
Organizations are already managed using a variety of organizing principles
Harvest how things are already being organized and classified
Avoid inventing new taxonomy without a clear purpose/justification
Hierarchy Strategies
Depth
breadth
Managed Metadata Term Store
Term Store
Term Group
Term Set
Terms
Multilingual Term Translations
Delegated
Administration
Agenda
Strategy and the Importance of Metadata
ContentAnalysis
Classification andOrganizing Principles
Content Purpose, Identification and Management
33
What is a Content Type?
Behavior like Workflow, Policy, Document Conversion
Columns of Metadata
Content Type Inheritance
Inherit Behavior and Columns from Parents
How are they used?
All Lists and Libraries
have 1 or more
Content Types
What is your Hierarchy?
Document
?
?
Asset
SharePoint Types
Enterprise Root
?
?
?
?
Item
SharePoint Root
Document Set
Enterprise Types
?
?
?
?
Example – Animal Kingdom
Over 1M identified animal species
All can be grouped into just a handful of classes
Rules of differentiation are used for classification
Both a good and bad example: Has actually been revised several times (since this version) and has been a huge undertaking each time
The *fancier* this gets, the more likely it will need to be revised
Important element here is that, for the most part, the rules differentiated each class as clear, and well understood by most people
Provides the basis to *grow* with proper governance
Animals
Mammals
Reptiles
Vegetables
Kingdom
Classes
Birds
Fish
Insects
Arachnids
Life
Tree of Life
Purpose-driven Design
Purposeful Principles
KnowledgeSituationAgreementPublicationCaptures knowledge that was hard or expensive to capture for later reference or sharing.
WhitepaperGuidelinePatterns and PracticesHow-To / TutorialUser GuideManualProduced to represent information at a moment in time, for the purposes of analysis or communication of status.
Financial ReportsProject StatusResearch ResultsStrategy BriefingExecutive SummaryLetters / MemosProduced to represent an implicit or explicit agreement between parties governing responsibilities.
ContractSpecificationBlueprintPolicyProcedureNoticeProposalEstimateStandards
Produced to communicate or promote a person, product, service, capability, or accomplishment.
BrochureBusiness CardPress ReleaseNewsletterField ManualProduct Specification
Identify the Type of Content
Finance
Purchase Orders
Invoices
Expense Forms
Financial Reports
Administration
Org Charts
Board Minutes
Company Memos
Mission Statements
Employee
Offer Letters
Exit Interviews
Performance Reviews
Benefits Info
Sales
Sell Sheets
Flyers
Packaging Designs
Agreements
Publications
Situations
Knowledge
Classification Challenges
Agreement
Publication
Situation
Knowledge
Are they really different?
Content Type Proliferation
Contract
Premium Support
Software Assurance
Consulting
Product License
Training
Too many content types makes it difficult for users
Why do you need a new content type? Is it just a label?
Content Type Provisioning
Brainstorm Content Types
More Information
Enterprise Content Management in SharePoint Server 2010http://technet.microsoft.com/en-US/sharepoint/ee263905.aspx
Plan Managed Metadata in SharePoint 2013http://technet.microsoft.com/en-us/library/ee530389.aspx
Plan Document Management in SharePoint 2013http://technet.microsoft.com/en-us/library/cc263266.aspx
Plan Records Management in SharePoint 2013http://technet.microsoft.com/en-us/library/ff363731.aspx
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Questions
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48