SharePoint allows for customized metadata and

Managed Metadata. Both types control the terms users have for tagging, but the latter creates a formal taxonomy. Search efficiently crawls through content and metadata. Results can be further refined via metadata.

Goodbye shared drive, hello SharePoint

Guerrero, MirielySite Actions

How SharePoint resolves shared drive woes

Planning

Why migrate at all?

Recycle Bin

Tags &Notes

Iterative design time scale: six months

Planning is the most crucial stage of the implementation as it will mitigate time consuming future revisions. At this juncture the goal is to glean a bird’s eye view of the information environment in order to uncover needs, constraints, and commonalities that will inform what metadata must be captured. An iterative design process will test assumptions and assist in evaluating what works and what does not.

Information Management Policies40 %

20 %

5 %

25 %

10 %

1

2

3

4

5

6

All Site Content

Audit Log Reports provide a breakdown of who has

viewed, edited, moved, or deleted content. These reports can be run periodically to verify authenticity. Retention is assigned at the content type or library level and helps keep the site tidy by either deleting or moving content to another site.

Permissions

Discussion

This poster is derived from developing a SharePoint site for the Radiation Oncology Physics division at the University of Michigan. Their move to SharePoint was born out of the need to improve collaboration and access for their affiliate clinics.

Browse

SharePoint is a highly customizable content management platform that combines the purpose of a shared drive with the flexibility of a website. Its built in features can resolve document issues surrounding authenticity, structure, and control. However, assiduous planning is necessary to determine what features to configure and to prevent SharePoint from devolving into a web-based shared drive.

Dubious document veracity with no audit trails to monitor.

Poor version history and collaboration functionality.

Limited control of who modifies content and structure.

Time consuming to remove unnecessary or duplicated information.

Limited metadata options with no control over tagging.

Weak search engine that is difficult to refine.

Interviews Meet with subject matter experts to understand what drives their behavior and intentions when seeking information. Pinpoint differences and commonalities and outline current workflows surrounding document management.

Questionnaires Based off interview findings, poll users on what areas they are most concerned with and prioritize these during the Prototyping stage.

Meetings An arena for metadata refinement and the continued mapping of information needs to the growing SharePoint infrastructure.

Prototyping Working mockups that enrich discussion by providing context for how needs and workflows can be adaptedto SharePoint.

User Testing Transfer of relevant shared drive content to site with testing performed by subject matter experts in order to uncover problem areas.

Access can be fine-tuned to specify who can see versus

who can modify information, making content accessible but secure. Limiting the number of individuals who can save also assists in enforcing a file plan structure.

Metadata

1 4

Search this site . . .

1 3

5 6

Automation

63

Document ControlsContent Types are used for the consistent application of

metadata, templates, and retention policies site-wide. Versioning keeps all document revisions under one wrapper, reducing the “save as version 2” syndrome. Check In/Check Out feature prevents simultaneous edits by multiple users.

2 4

Target Audience and Content Query Web Parts

can be used to display a certain document type in one place, even though the actual documents themselves reside throughout the site as dictated by a file plan. Content Organizer also enforces the file plan by using content type metadata to route uploaded documents to the correct location.

During the Planning PhaseIn setting the scope for a pilot run, choose a sample set that reflects the variety of information needs. Aim to get users to elaborate on what their information needs actually are, not just how they currently do things. Prioritizing highly rated areas uncovered in the questionnaire drives enthusiasm and participation during the Testing phase. If it is clear how metadata assists them they are more likely to participate, rather than consider it an additional burden.

During the Prototyping PhaseAutomation removes the need to duplicate content for different users by making information easier to find. Push content toward the user, rather than requiring them to dig for it themselves. Easier to find content means users are less likely to create their “own” versions. This allows for a layered information architecture, one that meets the need of records managers and end users.

Miriely Guerrero ● mirielyg@umich.eduSpecial thanks to ARMA and AIEF for their generous support toward this research.

Help

Query

Show items from the following site and all subsites:

Show items of this content type group:

Include child content types

Show items from the following list:

Content Query Tool Part

Show items from all sites in this site collectionSource:

Show items from this list type:

Content Type:

List Type:

Show items of this content type:

<All Content Types>

Audience Targeting:

Browse . . .

Browse . . .

Content Activity Reports

Content modificationsThis report shows all events that modified content in this site.

Content types and list modificationsThis report shows all events that modified content types and lists in this site.

Content viewingThis report shows all events where a user viewed content in this site.

DeletionThis report shows all events that caused content in this site to be deleted or restored from Recycle Bin.

Audit Log Report

Custom Reports

Features