SharePoint Information Architecture


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Implementing Information Architecture for SharePoint Solutions

Why we need a Governance model and how do we approach to understand Information Architecture based on business drivers. What are the practical ways for business to manage IA in SharePoint context as business needs changes

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SharePoint Information Architecture

  1. 1.
  2. 2. Why we care about IA Review of Information Management statistics published by Gartner shows  Information is doubling every 2 years  Information Worker spends 2 hrs. every week looking for data and not finding it  2 hours spent on recreating information which already exists Problem: Business good in creating contents and not effective in managing it Solution: The process which can help Business manage data is called Information Architecture
  3. 3. What is Information Architecture  IA is about defining user experience in context to data and business process  IA defines how we create, organize, search, use and manage data "It is all about making data more efficient and useful"
  4. 4. Why we do Information Architecture Information Management Challenges Abundance of content leads to information overload Poor Navigation and Data presentation results in increased time consumption for users to navigate the SharePoint environment Poor search experience as no data governance is defined Non practical Metadata structure makes it very difficult to use it "Before you put SharePoint to any use, IA exercise must be done"
  5. 5. What will SharePoint get out of IA experience 1. Site structure based on business and functional requirements 2. Guidelines on how to manage and present data 3. Common user navigation across the sites 4. Identify contents using Search effectively
  6. 6. What is IA Process and tools to organize and manage data Key IA considerations
  7. 7. SharePoint IA Artifacts
  8. 8. SharePoint IA Artifacts
  9. 9. Process transformation with SharePoint IA Without IA Challenge Content duplication in multiple locations With IA Effect Transformation Users might access incorrect information Data governance will enforce content tagging avoiding content duplication Inefficient search as contents Search takes too much time are not tagged and people lose trust in SharePoint Content types, Managed Meta Data will provide confident search results Department Sites without IA creates data silos IA enforces ILM resulting in proper document disposition. All SharePoint sites to have common navigation scheme and data duplication can be avoided by Taxonomy and Managed Metadata Multiple URLs to access different site ILM policies not managed. Risks of regulatory governance not enforced
  10. 10. Project Implementation Approach Phase I - Assessment Tasks      End User Survey ILM Workshops Content Audit Metadata Extraction Content Migration Approach Deliverables Logical Architecture, Site map, Content Types, Taxonomy, Managed Metadata, Security Model
  11. 11. Phase II - Development and Implementation Tasks  Validate Physical Architecture  Build Logical Architecture  Records Center, if required Deliverables SharePoint Infrastructure to support IA
  12. 12. Phase II - Refinement Tasks  Test & Validate Search and Navigation Deliverables Data Governance to keep Taxonomy relevant all times
  13. 13. Business Effort 40 hours 16 hours 30 hours 8 hours 16 hours
  14. 14. Deliverables Phase Description Deliverables Project Initiation • • • • • Fundamental system requirements/ Information Governance Framework Identify the information and records management needs of the entire organization at a high level and to develop an initial Information governance framework  Enterprise Information Lifecycle Model  Information Governance Policy SharePoint Information Architecture and Governance Plan Definition of environment controls that ensure specific information management policies  SharePoint Information Governance Plan  SharePoint Information Architecture Framework  Standard SharePoint Site Model Conduct project kickoff meeting Review project scope and objectives Identify project participants and resources schedule meetings and other activities Develop detailed project plan  Kickoff meeting materials  Project Plan  Meeting Schedule
  15. 15. About SAI Innovations SAI Innovations provides business technology services for Enterprise Content Management and CRM consulting. SAI specializes in Microsoft SharePoint and Dynamics CRM technologies to develop Cloud or On-premises solutions. Companies can achieve regulatory compliance and reduce risk with use of PageLight, our award winning Document Management solution for SharePoint.
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