1. Organizing
Information:
Things to
Consider
Amber Roberts
Sr. Legal Analyst
Gavilon
June 13, 2015

2. Background
 SharePoint since 2008
 Power User
 Business User
 Evangelist
 Self-proclaimed Geek

3. Does This Sound Familiar?
 “I refuse to use SP because it eats my
documents and I can never get them
back out.”
 “SP is too difficult to navigate”
 “Search doesn’t work.”
 “I like my spreadsheets!”
 “I spend half of my day responding to
requests for the same information.”

4. SP is a Platform
 You get the most out of it when
combining building blocks to automate
processes, collaborate and share
information

5. Information is Key
 The point is to find information quickly after
putting it in the system
 Use the system to surface information in
new and relevant ways (charts, graphs,
statistics, filtered views, content rollup)

6. You can’t find information if
you don’t:
 Have a consistent method for entering
information into SharePoint
 Tag documents and items with metadata
 Use versioning to eliminate duplicates
 Delete information when outdated
 Archive information and remove particular
sites from search until you can delete them
(inactive records)

7. Building Blocks
 Items
 Documents
 Document Sets - no
folders!
 Columns
 Content Types
 Lists
 Libraries
 Webparts
 Pages
 Workflows
 Sites
 Site Collections
 Term Store
 Content Type Hub

8. Tips and Tricks
 Use a Content Type Hub
 Use Managed Metadata (Term Store)
 Use Site Columns
 Use Site Content Types
 Use Consistent Navigation
 Default values when you can

9. Tips and Tricks Continued
 Consider how you (and your users) plan to
retrieve information prior to building the
system (people fit into different groups of
behavior)
 Search
 Navigation/Browse
 Push
 Pull
 Turn on versioning AND USE IT!

10. Tips and Tricks Continued
 Build retention into all sites, lists and libraries
 Review your retention policy/schedule to see
what period applies
 After files go inactive, consider moving them
to a record center and removing that site
from search
 You can go directly to the site to search, but it
won't clog up results from the Search Center

11. Real World Examples
 List
 Officer and Director List
 Entity Summary Information
 Officer Information
 Library
 Active
 Draft
 Archive
 Term Store
 Gavilon Entity
 Gavilon Location
 Commercial Segments

12. Real World Examples
Continued
 Content Type Hub
 Contracts
 Invoices
 Policies/Procedures
 Forms
 Contract Request
 New Vendor Request
 Check Request
 Workflows
 Create Item in New Site
 Change Field - Mark Inactive
 Calculate a Date

13. Real World Examples
Continued
 Webparts
 Content Search Query
 Views [ME]
 Target Audiencing
 Dashboards
 Contract Admin
 File Clerk
 Tasks

14. THANK YOU!
 Amber.Roberts@gavilon.com