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A Pragmatist's Guide to Designing Enterprise Content Types by Chris Beckett - SPTechCon


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A Pragmatist's Guide to Designing Enterprise Content Types by Chris Beckett - SPTechCon

  1. 1. (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
  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 2010 Managed Metadata in SharePoint 2013 Document Management in SharePoint 2013 Records Management in SharePoint 2013
  47. 47. Connect with New Step Learning Course Curriculums and Training Programs News, Events and Training Announcements Webinar and Conference Presentations Free Step-By-Step Demos and Tutorials
  48. 48. QuestionsThank you for attending! (425) 522-3727 @sharepointbits blog.sharepointbits.comPlease complete yourevaluations. Your feedback isappreciated 