A Pragmatist's Guide to Designing Enterprise Content Types by Chris Beckett - SPTechCon
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A Pragmatist's Guide to Designing Enterprise Content Types by Chris Beckett - SPTechCon



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  • Both a good and bad example: Has actually been revised several times (since this version) and has been a huge undertaking each timeThe *fancier* this gets, the more likely it will need to be revisedImportant element here is that, for the most part, the rules differentiated each class as clear, and well understood by most peopleProvides the basis to *grow* with proper governance

A Pragmatist's Guide to Designing Enterprise Content Types by Chris Beckett - SPTechCon A Pragmatist's Guide to Designing Enterprise Content Types by Chris Beckett - SPTechCon Presentation Transcript

  • info@newsteplearning.com www.newsteplearning.com (425) 522-3727Designing EnterpriseContent Types Professional Learning Programs for Microsoft SharePoint, Office 365 and Windows Azure
  • About Chris Beckett Solution Architect Learning Consultant and Trainer @sharepointbits MCM MCT MCSE MCPD 24+10 blog.sharepointbits.com chris@newsteplearning.com
  • Agenda Strategyand the Importance of Metadata Content Content Classification and Purpose, Identificatio Analysis Organizing Principles n and Management
  • SharePoint ECM Maturity Enterprise Enterprise Repositories Portals Departmental Portals Collaboration Workspaces
  • Characteristics of Enterprise Content My Site Project Site Team Site Portal Site Repository• Author • Plan • Approve • Publish • Organize • Meet • Distribute • Share • Preserve • Review • Process • Convert • Archive • Refine • Aggregate • DestroyEnterprise content moves…Enterprise content evolves…Enterprise content transforms…Enterprise content withers and dies!
  • The Importance of Metadata“Success is a lousyteacher. It seduces smartpeople into thinking theycant lose.”Bill GatesThe Road AheadViking PressPublished 1995ISBN: 0453009212
  • Kinds of Metadata Technical / System Business / User-Provided• Timestamps • Descriptive Fields• Generated Ids • Classification Fields• Process Status • Compliance Fields• Machine Settings • People Fields• Global Position• Dictionary Extraction• Pattern Recognition
  • Enterprise Content Foundation Search & Dynamic Navigation Information Management ( Consumers ) ( Producers ) Content Types Metadata Columns Site Columns
  • Content Organizer 1. Bound to a Content Type 2. Filtered by Metadata Conditions 3. Move to Target Location
  • Information Management Policy Policy Assigned to Content Type or Library
  • Retention Policy Multistage and Repeating Events 7 actions including workflow Retention Policy for Documents and Records
  • eDiscovery and Holds Full Keyword Syntax for Record Search
  • Search Customization and Refinement Custom Result Formatting Refiners for Metadata Fields
  • Information Management Stakeholders Governance Information Technology Risk Management THIS IS NOT Information Management JUST AN IT Compliance and Audit Performance Management PROBLEM! Internal Control
  • Top 5 Lessons Learned1. The best person to classify and describe the content is the content creator2. The person least interested in classifying and describing content is the content creator3. Poor classification or tagging rarely gets corrected4. Correcting bad data is more expensive than doing it right the first time5. The best search engine in the world cannot fix bad classification and tagging
  • Importance of Strategy Without a Strategy… With a Strategy…
  • Agenda Content Analysis Strategy Content Classification andand the Importance Purpose, Identificatio Organizing Principles of Metadata n and Management
  • Discovery Objectives PROCESS DATA• Producers and Consumers • Control• Lifecycle and Flow • Classification• Formats and Transformations • Identity
  • Content Discovery Activities• User Surveys• Stakeholder Interviews• Workplace Observation• Group Workshops• Organization Roles• Business Process Data Flows• Database Models
  • Surveys and Inventories Analyze Job Roles Analyze Content Stores
  • Content Inventories
  • Theory of Evolution
  • Just Enough…and No More!
  • Understand the Business ModelFocus analysis efforts onHigh-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
  • Analyze Business Functions• Best way to identify high value organization content• Catalog the content that is consumed and produced by each business function to/from external sources
  • 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 Classification and Organizing Principles Strategy Content Purpose, Contentand the Importance Identification and Analysis of Metadata Management
  • Identify Organizing Principles Business Business Business Audience Topic or Region or Industry or Unit Function Process or Role Interest Location Market Accounts Payable Loan Finance Job Roles Benefits Sales Region Healthcare Origination Recruiting Lead Office Marketing Seniority Travel Government Processing Location Compliance Order Distribution Manufacturing Risk Demographic Shipping Retail Fulfillment Zones 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
  • Managed Metadata Term Store Term Store Delegated Administration Term Group Term Set Multilingual Term Terms Translations
  • Agenda Content Purpose, Identificatio n and Management Strategy Content Classification andand the Importance Analysis Organizing Principles of Metadata
  • What is a Content Type? Behavior like Workflow, Policy, Document Conversion Columns of Metadata
  • Content Type InheritanceInherit Behavior and Columns from Parents
  • How are they used? All Lists and Libraries have 1 or more Content Types
  • What is your Hierarchy?SharePoint Root ItemSharePoint Types Document Set Document AssetEnterprise Root ? ? ? ? ? ?Enterprise Types ? ? ? ?
  • Example – Animal Kingdom Tree of Life Life Kingdom Animals Vegetables Classes Mammals Reptiles Birds Fish Insects Arachnids• Over 1M identified animal species• All can be grouped into just a handful of classes• Rules of differentiation are used for classification
  • Purpose-driven Design
  • Purposeful Principles Knowledge Situation Agreement PublicationCaptures knowledge Produced to represent Produced to represent Produced tothat was hard or information at a an implicit or explicit communicate orexpensive to capture for moment in time, for the agreement between promote a person,later reference or purposes of analysis or parties governing product, service,sharing. communication of responsibilities. capability, or status. accomplishment.• Whitepaper • Contract• Guideline • Financial Reports • Specification • Brochure• Patterns and Practices • Project Status • Blueprint • Business Card• How-To / Tutorial • Research Results • Policy • Press Release• User Guide • Strategy Briefing • Procedure • Newsletter• Manual • Executive Summary • Notice • Field Manual • Letters / Memos • Proposal • Product Specification • Estimate • Standards
  • Identify the Type of Content Agreements Publications Situations KnowledgeFinance Employee• Purchase Orders • Offer Letters• Invoices • Exit Interviews• Expense Forms • Performance Reviews• Financial Reports • Benefits InfoAdministration Sales• Org Charts • Sell Sheets• Board Minutes • Flyers• Company Memos • Packaging Designs• Mission Statements
  • Classification ChallengesAgreement Publication Situation Knowledge
  • Content Type Proliferation Contract Premium Software Product License Consulting Training Support Assurance Are they really different?
  • Content Type Provisioning• Too many content types makes it difficult for users• Why do you need a new content type? Is it just a label?
  • Brainstorm Content Types
  • More InformationEnterprise Content Management in SharePoint Server 2010http://technet.microsoft.com/en-US/sharepoint/ee263905.aspxPlan Managed Metadata in SharePoint 2013http://technet.microsoft.com/en-us/library/ee530389.aspxPlan Document Management in SharePoint 2013http://technet.microsoft.com/en-us/library/cc263266.aspxPlan Records Management in SharePoint 2013http://technet.microsoft.com/en-us/library/ff363731.aspx
  • Connect with New Step Learning Course Curriculums and Training Programs http://www.newsteplearning.com News, Events and Training Announcements http://www.newsteplearning.com/blog Webinar and Conference Presentations http://www.slideshare.net/newsteplearning Free Step-By-Step Demos and Tutorials https://www.youtube.com/user/newsteplearning
  • QuestionsThank you for attending! chris@newsteplearning.com (425) 522-3727 @sharepointbits blog.sharepointbits.comPlease complete yourevaluations. Your feedback isappreciated 