info@newsteplearning.com                                                                            www.newsteplearning.co...
About Chris Beckett               Solution Architect              Learning Consultant                  and Trainer        ...
Agenda     Strategyand the Importance   of Metadata                                                              Content  ...
SharePoint ECM Maturity                                               Enterprise                                  Enterpri...
Characteristics of Enterprise Content     My Site      Project Site        Team Site       Portal Site       Repository• A...
The Importance of Metadata“Success is a lousyteacher. It seduces smartpeople into thinking theycant lose.”Bill GatesThe Ro...
Kinds of Metadata           Technical / System          Business / User-Provided•   Timestamps                  •   Descri...
Enterprise Content Foundation Search & Dynamic Navigation          Information Management        ( Consumers )            ...
Content Organizer                             1. Bound to a Content                                     Type              ...
Information Management Policy                           Policy Assigned                           to Content Type         ...
Retention Policy                        Multistage and                       Repeating Events  7 actions  including  workf...
eDiscovery and Holds                       Full Keyword Syntax                        for Record Search
Search Customization and Refinement                           Custom Result                            Formatting         ...
Information Management Stakeholders                  Governance  Information  Technology                                  ...
Top 5 Lessons Learned1. The best person to classify and describe the   content is the content creator2. The person least i...
Importance of Strategy   Without a Strategy…   With a Strategy…
Agenda                     Content                     Analysis     Strategy                                              ...
Discovery Objectives          PROCESS                             DATA• Producers and Consumers       • Control• Lifecycle...
Content Discovery Activities•   User Surveys•   Stakeholder Interviews•   Workplace Observation•   Group Workshops•   Orga...
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  re...
Analyze Business Functions• Best way to identify high  value organization content• Catalog the content that is  consumed a...
Model Data Flows• Data Flow diagrams  demonstrate key content  between actors and  processes• Data Flow diagrams highlight...
High-Value Content Inventory
Agenda                                 Classification and                                Organizing Principles     Strateg...
Identify Organizing Principles Business        Business      Business      Audience      Topic or    Region or      Indust...
Harvest Taxonomies• Organizations are already  managed using a variety of  organizing principles• Harvest how things are a...
Hierarchy Strategies
Managed Metadata Term Store                       Term Store                                      Delegated               ...
Agenda                                                              Content                                               ...
What is a Content Type?                           Behavior like                          Workflow, Policy,                ...
Content Type InheritanceInherit Behavior and   Columns from       Parents
How are they used?                      All Lists and                       Libraries                     have 1 or more  ...
What is your Hierarchy?SharePoint Root                               ItemSharePoint Types       Document Set       Documen...
Example – Animal Kingdom Tree of Life                                                 Life Kingdom                        ...
Purpose-driven Design
Purposeful Principles     Knowledge                     Situation                Agreement                 PublicationCapt...
Identify the Type of Content  Agreements           Publications       Situations          KnowledgeFinance                ...
Classification ChallengesAgreement            Publication                          Situation                              ...
Content Type Proliferation                             Contract Premium      Software                          Product Lic...
Content Type Provisioning• Too many content types makes  it difficult for users• Why do you need a new  content type? Is i...
Brainstorm Content Types
More InformationEnterprise Content Management in SharePoint Server 2010http://technet.microsoft.com/en-US/sharepoint/ee263...
Connect with New Step Learning     Course Curriculums and Training Programs     http://www.newsteplearning.com     News, E...
QuestionsThank you for attending!   chris@newsteplearning.com   (425) 522-3727   @sharepointbits   blog.sharepointbits.com...
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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

    1. 1. info@newsteplearning.com www.newsteplearning.com (425) 522-3727Designing EnterpriseContent Types Professional Learning Programs for Microsoft SharePoint, Office 365 and Windows Azure
    2. 2. About Chris Beckett Solution Architect Learning Consultant and Trainer @sharepointbits MCM MCT MCSE MCPD 24+10 blog.sharepointbits.com chris@newsteplearning.com
    3. 3. Agenda Strategyand the Importance of Metadata Content Content Classification and Purpose, Identificatio Analysis Organizing Principles n and Management
    4. 4. SharePoint ECM Maturity Enterprise Enterprise Repositories Portals Departmental Portals Collaboration Workspaces
    5. 5. 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!
    6. 6. The Importance of Metadata“Success is a lousyteacher. It seduces smartpeople into thinking theycant lose.”Bill GatesThe Road AheadViking PressPublished 1995ISBN: 0453009212
    7. 7. 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
    8. 8. Enterprise Content Foundation Search & Dynamic Navigation Information Management ( Consumers ) ( Producers ) Content Types Metadata Columns Site Columns
    9. 9. Content Organizer 1. Bound to a Content Type 2. Filtered by Metadata Conditions 3. Move to Target Location
    10. 10. Information Management Policy Policy Assigned to Content Type or Library
    11. 11. Retention Policy Multistage and Repeating Events 7 actions including workflow Retention Policy for Documents and Records
    12. 12. eDiscovery and Holds Full Keyword Syntax for Record Search
    13. 13. Search Customization and Refinement Custom Result Formatting Refiners for Metadata Fields
    14. 14. Information Management Stakeholders Governance Information Technology Risk Management THIS IS NOT Information Management JUST AN IT Compliance and Audit Performance Management PROBLEM! Internal Control
    15. 15. 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
    16. 16. Importance of Strategy Without a Strategy… With a Strategy…
    17. 17. Agenda Content Analysis Strategy Content Classification andand the Importance Purpose, Identificatio Organizing Principles of Metadata n and Management
    18. 18. Discovery Objectives PROCESS DATA• Producers and Consumers • Control• Lifecycle and Flow • Classification• Formats and Transformations • Identity
    19. 19. Content Discovery Activities• User Surveys• Stakeholder Interviews• Workplace Observation• Group Workshops• Organization Roles• Business Process Data Flows• Database Models
    20. 20. Surveys and Inventories Analyze Job Roles Analyze Content Stores
    21. 21. Content Inventories
    22. 22. Theory of Evolution
    23. 23. Just Enough…and No More!
    24. 24. 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
    25. 25. 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
    26. 26. Model Data Flows• Data Flow diagrams demonstrate key content between actors and processes• Data Flow diagrams highlight content flow rather than sequence
    27. 27. High-Value Content Inventory
    28. 28. Agenda Classification and Organizing Principles Strategy Content Purpose, Contentand the Importance Identification and Analysis of Metadata Management
    29. 29. 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
    30. 30. 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
    31. 31. Hierarchy Strategies
    32. 32. Managed Metadata Term Store Term Store Delegated Administration Term Group Term Set Multilingual Term Terms Translations
    33. 33. Agenda Content Purpose, Identificatio n and Management Strategy Content Classification andand the Importance Analysis Organizing Principles of Metadata
    34. 34. What is a Content Type? Behavior like Workflow, Policy, Document Conversion Columns of Metadata
    35. 35. Content Type InheritanceInherit Behavior and Columns from Parents
    36. 36. How are they used? All Lists and Libraries have 1 or more Content Types
    37. 37. What is your Hierarchy?SharePoint Root ItemSharePoint Types Document Set Document AssetEnterprise Root ? ? ? ? ? ?Enterprise Types ? ? ? ?
    38. 38. 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
    39. 39. Purpose-driven Design
    40. 40. 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
    41. 41. 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
    42. 42. Classification ChallengesAgreement Publication Situation Knowledge
    43. 43. Content Type Proliferation Contract Premium Software Product License Consulting Training Support Assurance Are they really different?
    44. 44. 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?
    45. 45. Brainstorm Content Types
    46. 46. 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
    47. 47. 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
    48. 48. QuestionsThank you for attending! chris@newsteplearning.com (425) 522-3727 @sharepointbits blog.sharepointbits.comPlease complete yourevaluations. Your feedback isappreciated 
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