Essential Content Types

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In this presentation, I provide an overview of the importance of identifying and designing SharePoint content types for organizational data.

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Essential Content Types

  1. 1. info@obeflow.com www.obeflow.com (425) 522-3727 Enterprise Content Management and Business Process Automation Software as a Service Essential SharePoint Content Types
  2. 2. About Chris Beckett 24+10 MCM MCT MCSE MCPD Entrepreneur Solutions Architect Systems Engineer Trainer and Author chris.beckett@obeflow.com @sharepointbits blog.sharepointbits.com
  3. 3. What is a Content Type? Behavior like Workflow, Policy, Document Conversion Columns of Metadata
  4. 4. How are they used? All Lists and Libraries have 1 or more Content Types
  5. 5. Content Type Inheritance Inherit Behavior and Columns from Parents
  6. 6. Purpose of Content Types Find Information Enforce Policy
  7. 7. ECM Architecture Search Network File Shares Databases Enterprise Workflow Collaboration Sites Data Warehouse Archival Services eDiscovery Custom Applications Audit and Compliance Information Portals Enterprise WorkflowSocial Networking
  8. 8. Enterprise Content Foundation Information Management ( Producers ) Search & Dynamic Navigation ( Consumers ) Content Types Metadata Columns Site Columns
  9. 9. Focus on “High Value” Content?
  10. 10. Search Customization and Refinement Refiners for Metadata Fields Custom Result Formatting
  11. 11. Information Management Policy Policy Assigned to Content Type or Library
  12. 12. Content Organizer 1. Bound to a Content Type 2. Filtered by Metadata Conditions 3. Move to Target Location
  13. 13. eDiscovery and Holds Full Keyword Syntax for Record Search
  14. 14. Importance of Strategy Without a Strategy… With a Strategy…
  15. 15. Content Discovery Activities • User Surveys • Stakeholder Interviews • Workplace Observation • Group Workshops • Organization Roles • Business Process Data Flows • Database Models
  16. 16. Discovery Objectives • Producers and Consumers • Lifecycle and Flow • Formats and Transformations • Control • Classification • Identity PROCESS DATA
  17. 17. Model Data Flows • Data Flow diagrams demonstrate key content between actors and processes • Data Flow diagrams highlight content flow rather than sequence
  18. 18. High-Value Content Inventory
  19. 19. Classification •Type •Brand •Style •Cost Range •Fabric Type •Formality •Color •Size / Fit •Condition
  20. 20. Decision Making • We organize things to help us manage them. This enables us to make better and/or faster decisions. • Making better decisions helps us achieve our goals I am going to a wedding. What do I want to wear today? Color Formality Fabric Condition
  21. 21. Identify Organizing Principles Business Unit Finance Marketing Manufacturing Business Function Accounts Payable Recruiting Compliance Risk Management Business Process Loan Origination Lead Processing Order Fulfillment Audience or Role Job Roles Seniority Demographic Topic or Interest Benefits Travel Shipping Region or Location Sales Region Office Location Distribution Zones Industry or Market Healthcare Government Retail
  22. 22. 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
  23. 23. Managed Metadata Term Store Term Store Term Group Term Set Terms Multilingual Term Translations Delegated Administration
  24. 24. What is your Hierarchy? Enterprise Types Enterprise Root SharePoint Types SharePoint Root Item Document Set Document ? ? ? ? ? ? ? ? ? ? Asset
  25. 25. Purpose-driven Design
  26. 26. Purposeful Principles Knowledge Situation Agreement Publication Captures knowledge that was hard or expensive to capture for later reference or sharing. • Whitepaper • Guideline • Patterns and Practices • How-To / Tutorial • User Guide • Manual Produced to represent information at a moment in time, for the purposes of analysis or communication of status. • Financial Reports • Project Status • Research Results • Strategy Briefing • Executive Summary • Letters / Memos Produced to represent an implicit or explicit agreement between parties governing responsibilities. • Contract • Specification • Blueprint • Policy • Procedure • Notice • Proposal • Estimate • Standards Produced to communicate or promote a person, product, service, capability, or accomplishment. • Brochure • Business Card • Press Release • Newsletter • Field Manual • Product Specification
  27. 27. Brainstorm Content Types
  28. 28. More Information Enterprise Content Management in SharePoint Server 2010 http://technet.microsoft.com/en-US/sharepoint/ee263905.aspx Plan Managed Metadata in SharePoint 2013 http://technet.microsoft.com/en-us/library/ee530389.aspx Plan Document Management in SharePoint 2013 http://technet.microsoft.com/en-us/library/cc263266.aspx Plan Records Management in SharePoint 2013 http://technet.microsoft.com/en-us/library/ff363731.aspx
  29. 29. Questions Thank you for attending! Please complete your evaluations. Your feedback is appreciated  chris.beckett@obeflow.com (425) 522-3727 @sharepointbits blog.sharepointbits.com

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