SharePoint Information Architecture Applied


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This is the presentation I delivered at the SharePoint Saturday Silicon Valley 2013 event.

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  • The intended purpose of this presentation is to provide viewers with a better understanding of How Information Architecture techniques are applied to SharePoint.Copyright © 2010, 2011, 2012, 2013 Bob MixonAuthored and Published by Bob MixonSharePoint Management, Architecture and Design (SPMAD) and All Editions are Copyright Protected (2010, 2011, 2012, 2013) by Bob Mixon. All Documentation, Designs, Drawings and Photographs are owned and Copyright Protected (2010, 2011, 2012, 2013) by Bob Mixon.ALL RIGHTS RESERVED.No part of this publication may be reproduced, stored or transmitted in any form, for any reason or by any means, whether re-drawn, enlarged or otherwise altered including mechanical, photocopy, digital storage & retrieval or otherwise, without the prior permission in writing from the copyright owner. The text, layout and designs presented in this book, as well as the book in its entirety, are protected by the copyright laws of the United States (17 U.S.C. 101 et seq.) and similar laws in other countries.Scanning, uploading and/or distribution of this document, or any designs or photographs contained herein, in whole or part (whether re-drawn, re-photographed or otherwise altered) via the Internet, CD, DVD, E-zine, photocopied hand-outs, or any other means (whether offered for free or for a fee) without the expressed written permission from the copyright owner is illegal and punishable by law.The copyright owner of this document appreciates your honesty and integrity and ask that you do not participate in or encourage piracy of copyrighted material. Be sure to purchase (or download) only authorized material.
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  • SharePoint Information Architecture Applied

    1. 1. SharePoint Information Architecture AppliedBy Bob MixonCollectiveKnowledge Solutions, Inc.
    2. 2. About Bob MixonDelivering business solutions for more than 30 yearsFocusing on business process improvement, documentmanagement, knowledge management, collaboration and portalsMicrosoftSharePoint MVP2006, 2007, 2008, 2009, 2010Specializing In Strategic Content Management Knowledge Management Document Management Content Choreography Records Management Business Social Collaboration Governance Business Process Managementand Automation Intranet IMS, DMS, DAM, KMSand Collaboration PortalImplementation Training SpeakingCollectiveKnowledge Solutions, Inc.Founder of CollectiveKnowledge Solutions, Inc.Senior SharePoint Information Architect
    3. 3. Agenda• High-level Process Overview• Site Structure Taxonomy• Content Types (Data Taxonomy)• Content Type Hub (Enterprise Data Taxonomy)CollectiveKnowledge Solutions, Inc.
    4. 4. High-level IA Process OverviewEducate•Educate team onProcessAssessment•Audit Content•RequirementsDesign•PrimaryDestinations•Site Structure•NavigationStructure•Data Taxonomy•MetadataImplement•Web Apps•Site Collections•Content Type Hub•Local SiteCollection ContentTypes•MetadataMigrate•Content migrationeffortsEducate•Educate team onnew solutionOur Focus Today
    5. 5. Site Structure Taxonomy• IA plays a significant part when designing aSite Structure Taxonomy– Reduce the question “where do I store andmanage this content?”• Store and manage content, of similar topic, ina central location (use grouping principals)– Example: All HR content in the HR sitecollection, all IT content in the IT sitecollection, etc.CollectiveKnowledge Solutions, Inc.
    6. 6. Site Structure TaxonomyExample Logical Design ModelPrimary DestinationsCollectiveKnowledge Solutions, Inc.
    7. 7. Site Structure TaxonomyExample Logical Design ModelBusiness Operations Web ApplicationCollectiveKnowledge Solutions, Inc.
    8. 8. SharePoint Site TaxonomyIntranet Example• A common mistake is to store and managecontent to support consumersCollectiveKnowledge Solutions, Inc.IntranetDepartmentsHumanResourcesOperationsResourcesCorporatePoliciesCorporateFormsStoring all corporate policy documents in this site isproblematic!1. Requires content owners to mark another sitesto manage their content.2. Promotes use of item-level security.
    9. 9. SharePoint Site TaxonomyIntranet Example• Store and manage content as close to thepoint of topic/ownership as possible– Group content based on topic/ownership; notconsumption• Once you architect your information (throughcategorizing and metadata principals) you can:– Consumer content grouping and views can beproduced through querying– Highly relevant results can be produced by searchusing scopes and faceted filteringCollectiveKnowledge Solutions, Inc.
    10. 10. SharePoint Site TaxonomyIntranet Example• Consider a different approachCollectiveKnowledge Solutions, Inc.IntranetDepartmentsHumanResourcesHumanResourcesPoliciesOperationsOperationsPoliciesResourcesCorporatePoliciesCorporateFormsCorporate Policies site is simplya point of aggregation.Corporate Policy documents arequeried based on content type;Corporate Policy Document.Human ResourcePolicies are stored andmanaged in the HumanResources destination.Operations Policies arestored and managed inthe Operationsdestination.Query policy documents based on Corporate PolicyDocument content type.
    11. 11. Content TypesA Quick Refresher• Provide a means of centralmanagement• Will enforce the types of content thatcan be managed in a list or library• Will consistently enforce themetadata associated with specificcontent• Document content types can refer toa specific document template• Associate workflow• Associate policies• Content types are hierarchicalCollectiveKnowledge Solutions, Inc.Content Types are a schema used to define the types of content you wish tomanage in your solution!All content stored in SharePoint is associated with a Content Type
    12. 12. Content Type Taxonomy• Content Types are used to categorize the typeof content to be stored in SharePoint– Some confuse this with the use of metadata• Metadata is instance specific!• Don’t fear creating deep Content Typetaxonomies (hierarchy)– Each level can be used for aggregate scoping• Can improve aggregate relevancy to support variousbusiness contextual needsCollectiveKnowledge Solutions, Inc.
    13. 13. Content TypeExampleCollectiveKnowledge Solutions, Inc.
    14. 14. Content Type TaxonomyExampleCollectiveKnowledge Solutions, Inc.
    15. 15. Content TypesBest Practices• Never modify a SharePoint out-of-box contenttype• Avoid organizational taxonomy– Difficult and time consuming to re-base a content type• Use a consistent naming convention– Consider “Document” suffix for all document contenttypes• Govern design, implementation and use• Educate users as to the valueCollectiveKnowledge Solutions, Inc.
    16. 16. Content TypesWhen to Create Content Types?• When you wish to govern specific types ofcontent– Specify what types of content can be stored in specificlists and libraries• When you need to include specific metadata• When you wish to associate a specific documenttemplate• When you wish to associate specific workflow• When you wish to specify policies– Such as for records managementCollectiveKnowledge Solutions, Inc.
    17. 17. Content Type HubEnterprise Content Types• Centrally manage content types andpublish them to subscribed sitecollections• Consider a dedicated site collection forEnterprise CTHCollectiveKnowledge Solutions, Inc.
    18. 18. Content Type HubThings to Remember• Republish after all changes• Cannot publish a content type that hasmanaged metadata column associated with aterm set defined in the hub• Govern the implementation, maintenance anduse of content types derived from the hubCollectiveKnowledge Solutions, Inc.
    19. 19. Advantages of Doing All This IA Work?• Reduce the question “where do I store andmanage my content”• Product highly relevant aggregate content• Product highly relevant search results• Provide aggregate and search refinement(scopes)• Provide further refinement through facetedfiltering
    20. 20. Join us right after the event at the Firehouse Grill!Socialize and unwind after our day of learning.1765 E. Bayshore RoadEast Palo Alto, CA
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