a pragmatist's guide to designing enterprise content types by chris beckett - sptechcon
DESCRIPTION
Technical Class:TRANSCRIPT
[email protected](425) 522-3727
Professional Learning Programs for Microsoft SharePoint, Office 365 and Windows Azure
Designing EnterpriseContent Types
About Chris Beckett
24+10MCMMCT
MCSEMCPD
Solution ArchitectLearning Consultant
and Trainer
@sharepointbits
blog.sharepointbits.com
Agenda
Strategy and the
Importance of Metadata
ContentAnalysis
Classification andOrganizing Principles
Content Purpose, Identification and
Management
SharePoint ECM Maturity
Collaboration Workspaces
Departmental Portals
EnterprisePortals
Enterprise Repositories
Characteristics of Enterprise Content
Enterprise content moves…Enterprise content evolves…Enterprise content transforms…Enterprise content withers and dies!
My Site• Author
Project Site• Plan• Meet• Review• Refine
Team Site• Approve• Distribute• Process
Portal Site• Publish• Share• Convert• Aggregate
Repository• Organize• Preserve• Archive• Destroy
The Importance of Metadata
“Success is a lousy teacher. It seduces smart people into thinking they can't lose.”
Bill GatesThe Road AheadViking PressPublished 1995ISBN: 0453009212
Kinds of Metadata
• Timestamps
• Generated Ids
• Process Status
• Machine Settings
• Global Position
• Dictionary Extraction
• Pattern Recognition
• Descriptive Fields
• Classification Fields
• Compliance Fields
• People Fields
Technical / System Business / User-Provided
Enterprise Content Foundation
Information Management( Producers )
Search & Dynamic Navigation
( Consumers )
Content Types
Metadata Columns
Site Columns
Content Organizer1. Bound to a Content Type 2. Filtered by
Metadata Conditions
3. Move to TargetLocation
Information Management Policy
Policy Assignedto Content Type
or Library
Retention Policy
Retention Policy for Documents and
Records
7 actions includingworkflow
Multistage and Repeating
Events
eDiscovery and Holds
Full Keyword Syntax for Record
Search
Search Customization and Refinement
Refiners for Metadata Fields
Custom Result Formatting
Information Management Stakeholders
Information
Management
THIS IS NOT JUST
AN IT PROBLEM!
Top 5 Lessons Learned
1. The best person to classify and describe the content is the content creator
2. The person least interested in classifying and describing content is the content creator
3. Poor classification or tagging rarely gets corrected
4. Correcting bad data is more expensive than doing it right the first time
5. The best search engine in the world cannot fix bad classification and tagging
Importance of Strategy
Without a Strategy… With a Strategy…
Agenda
Strategy and the
Importance of Metadata
ContentAnalysis
Classification andOrganizing Principles
Content Purpose, Identification and
Management
Discovery Objectives
• Producers and Consumers• Lifecycle and Flow• Formats and Transformations
• Control• Classification• Identity
PROCESS DATA
Content Discovery Activities
•User Surveys•Stakeholder Interviews•Workplace Observation•Group Workshops•Organization Roles•Business Process Data Flows•Database Models
Surveys and InventoriesAnalyze
Job Roles
AnalyzeContentStores
Content Inventories
Theory of Evolution
Just Enough…and No More!
Focus analysis efforts on High-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
Understand the Business Model
• Best way to identify high value organization content• Catalog the content that is consumed and produced by each business function to/from external sources
Analyze Business Functions
Model Data Flows
•Data Flow diagrams demonstrate key content between actors and processes•Data Flow diagrams highlight content flow rather than sequence
High-Value Content Inventory
Agenda
Strategy and the
Importance of Metadata
ContentAnalysis
Classification andOrganizing Principles
Content Purpose, Identification and
Management
Identify Organizing Principles
BusinessUnit
Finance
Marketing
Manufacturing
Business Function
Accounts Payable
Recruiting
Compliance
Risk Managem
ent
Business Process
Loan Originati
on
Lead Processi
ng
OrderFulfillme
nt
Audienceor Role
Job Roles
Seniority
Demographic
Topic orInterest
Benefits
Travel
Shipping
Region or Location
Sales Region
Office Location
Distribution
Zones
Industry orMarket
Healthcare
Government
Retail
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
Hierarchy Strategies
DEPTH
BREADTH
Managed Metadata Term Store
Term Store
Term Group
Term Set
Terms
Multilingual Term
Translations
DelegatedAdministratio
n
Agenda
Strategy and the
Importance of Metadata
ContentAnalysis
Classification andOrganizing Principles
Content Purpose, Identification and
Management
What is a Content Type?Behavior like
Workflow, Policy,
Document Conversion
Columns of Metadata
Content Type Inheritance
Inherit Behavior and Columns from
Parents
How are they used?
All Lists and Librarieshave 1 or
moreContent Types
What is your Hierarchy?Item
Document Set Document
? ? ?
????
? ? ?
Asset
SharePoint Root
SharePoint Types
Enterprise Root
Enterprise Types
Example – Animal Kingdom
•Over 1M identified animal species• All can be grouped into just a handful of classes• Rules of differentiation are used for classification
Life
AnimalsMammals
Reptiles
Birds
Fish
Insects
Arachnids
Vegetables
Tree of Life
Kingdom
Classes
Purpose-driven Design
Purposeful Principles
Knowledge Situation Agreement PublicationCaptures 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
Identify the Type of Content
Finance• Purchase Orders• Invoices• Expense Forms• Financial Reports
Administration• Org Charts• Board Minutes• Company Memos• Mission Statements
Employee• Offer Letters• Exit Interviews• Performance Reviews• Benefits Info
Sales• Sell Sheets• Flyers• Packaging Designs
Agreements Publications Situations Knowledge
Classification Challenges
Agreement
Publication
Situation
Knowledge
Are they really different?
Content Type ProliferationContract
Premium Support
Software Assurance
Product License
Consulting Training
•Too many content types makes it difficult for users•Why do you need a new content type? Is it just a label?
Content Type Provisioning
Brainstorm Content Types
More Information
Enterprise Content Management in SharePoint Server 2010http://technet.microsoft.com/en-US/sharepoint/ee263905.aspx
Plan Managed Metadata in SharePoint 2013http://technet.microsoft.com/en-us/library/ee530389.aspx
Plan Document Management in SharePoint 2013http://technet.microsoft.com/en-us/library/cc263266.aspx
Plan Records Management in SharePoint 2013http://technet.microsoft.com/en-us/library/ff363731.aspx
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chris@newsteplearning.
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(425) 522-3727
@sharepointbits
blog.sharepointbits.co
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