Guidelines for
SharePoint Content Types
11.nov 2008
Kjell-Sverre Jerijærvi
Microsoft

Content Type Governance
Rooted in Information Architecture
Content type guidelines, policies and procedures must be identified
based on the information architecture (IA)
- Different information assets might require different behavior and management
This content type governance model must be communicated to content
type stewards
- The policies and procedures must be enforced
- Compliance must be controlled
Content type stewards: limit who can create and maintain content types

Base Content Types
Immutable Standard & Base
Never change the standard SharePoint content types and site columns
Always create company specific base content types derived from the
standard ootb SharePoint types
- Base ContosoItem derived from standard Item
- Base ContosoDocument derived from standard Document
This allows for upgrading SharePoint without loosing customizations
Also create other base content types identified through IA analysis
- Base ContosoGizmoAsset, ContosoArtifactAsset, ContosoModelAsset, etc
The base content types are the base for specialization and customization of
the IA classification scheme
The standard and base content types must be immutable (read-only)
Base content types must be centrally controlled and evolved

Tailored Content Types
Open-Closed Principle
The shared base content types are closed for modification
Customization of content types for adapting to local, subject or topical
needs is done by deriving new tailored content types from the base
content types
Thus, the model is open for modification through extension
The hierarchy of tailored content types can be extended to an infinite
width and depth
Can not the same as recommended
Ensure that recommended IA practices are followed
Enforce compliance with overall IA model
Enforce compliance with the CT governance model

Custom Content Types
With Freedom Comes Responsibility
Site-collection administrators and site owners have the freedom to
create their own custom content types not derived from the shared base
Custom content types might deviate from the overall IA model and its
controlled vocabulary
Might not the same as recommended
Request that recommended IA practices are followed
Seek compliance with overall IA model
Enforce compliance with the CT governance model

Evolving Content Types
Same Content Type, New Wrapping
The recommended approach for adding new fields to a content type is
to add them programmatically using the SharePoint object model.
When a content type is programmatically upgraded, the SharePoint
object model provides the option to upgrade child content types,
including content types in list instances.
Renaming content types is not recommended.
Removing fields or updating the type of a field is not recommended. The
recommended approach for removing a field is to make the field hidden.
The recommended approach for updating the type of a field is to create
a new field and set the old field to hidden.
The content type XML master file should remain untouched after it is
initially deployed and all upgrades should be done through code.

Content Types in Lists & Libraries
Content Contribution & Findability
Using content types on list and library items are imperative for findability
A list can have multiple associated content types, typically to allow for
different document or form templates
Avoid using multiple dissimilar content types in a single list, this just
confuses users
Avoid a multitude of required metadata fields in a content type
Maximum 3-5 required fields are recommended

Content Type Document Templates
Standardized & Up-to-date
Use URL included document templates
Avoid uploaded document templates
Use a common, centralized SharePoint list as the template repository

Content Type Behaviors
Workflow
or Event Receiver