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Brings together content, objects, size, scalability, taxonomy, metadata, navigation
High-level planning ◦ Don‟t get too detailed
Very often neglected
It‟s NEVER OVER
Risks if you don‟t◦ Decreased usability/findability◦ Performance/reliability issues◦ Lack of user adoption◦ Future enhancements can be costly
Benefits if you do◦ Consistency, usability,
reliability, security
Good architecture = Good experience
◦ IA Design◦ Planning Management◦ Infrastructure/Storage◦ Metadata◦ Content Types◦ Social◦ Navigation & View◦ Security & Auditing◦ Taxonomies (Closed or Open)◦ Search (Managed Properties, Scopes, Search Centers)◦ Identify & Create Records (Legal Requirements)◦ Retention & Holds (Litigation) ◦ Importing Information (Batch Loads)◦ Rich Media
Up front: Create at least a basic plan as soon as possible.◦ Costs increase exponentially over time.
As you progress, implement iteratively
Treat it like governance◦ Meet regularly
◦ What has changed?
◦ What works/doesn‟t work anymore.
Invite◦ Stakeholders must be involved
◦ Not too many
Listen◦ Understand requirements (audience, legal, etc.)
◦ What do you mean by that?
◦ Keep an open ear for metadata
Visualize◦ Existing environment
◦ Card sorts/whiteboard
Communicate◦ Options
◦ Pros and cons (there is always a trade-off, no „cake and eat it too‟)
Agree◦ Build a consensus
◦ Get it in writing
◦ Stick to it
Execute
•Who „owns‟ this
information?
Owners
•How is your site
organized now?
(like it or not, folks
are used to it)
Topology
•Who/how will
contribute?
Authors
•Who will be
retrieving your
information?
Customers
•Why does it need
to be stored?
Business Need
•How does it need
to be secured?
Security
•Who will maintain
the information?
Administrators
•What needs to be
stored?
•What is the
lifecycle?
Content
Control
What is the cost of not finding information?
If it isn‟t available, how important is it?
Can the audience contribute to the architecture? (Open vs. Closed)
Structure
Cost of creating content vs. finding content
Scalability◦ Limits – Number of site collections, items in a list query
limits, total items, overall database performance.
Usability/Findability◦ Two ways to get to data:
Search = Metadata
Navigate = Visualization
Manageability◦ Authoring experience
◦ Distribution
◦ Centrality
◦ Empower authors/content managers
Security◦ Granularity vs. Performance Permissions need to be checked for all objects being
rendered
Granular permissions can be a nightmare
Design Resiliency◦ Under-plan: Won‟t survive the current solution.◦ Over-plan: Won‟t survive the next solution (e.g. too many
content types)◦ Balance of priorities, volatility, and what „can be known‟◦ Future flexibility vs. current needs – Focus on building a
solution for general flexibility, rather than trying to identify every possibility.
Realize it will be wrong ◦ It has to be, because you can‟t possibly know
everything
◦ Communicate that expectation
Get it as good as you can for today, with flexibility for tomorrow.
Plan to fix it over time
Hierarchy◦ formally ranked group: an organization or group
whose members are arranged in ranks, e.g. in ranks of power and seniority
◦ Hierarchy Approches
Business Unit – Easiest, but dangerous
Functional – Domain (Role) e.g. HR - Employee forms vs. Manager forms
Hybrid – Business may be needed, but structure the architecture so that it can „flex‟ to a different model.
Taxonomy
◦ grouping of organisms: the science of classifying plants, animals, and microorganisms into increasingly broader categories based on shared features.
◦ Taxonomy Approaches Departmental = Easy to store (creators) Functional = Easy to retrieve (consumers) A natural, healthy, conflict between the two
◦ At what level is it useful? Think of our buddies up there: Do we need to classify them
as “Rabbit”? It depends! Hierarchy/content determines taxonomy…
Taxonomy vs. “Folksonomy”◦ Taxonomy = Scientist
◦ Folksonomy = Layman
Benefits◦ Improved usability
◦ Relevant searches
◦ Faster navigation
Consistency, consistency, consistency
Content Types◦ Syndication – Create content type „hub‟ that entire
organization can use.
Publish/Subscription model.
◦ Document Sets – “Super-Folders” that behave like a content type
Groups documents as a single unit
Versioning as a whole
Property Promotion – Pulls properties from documents and promotes them into SharePoint for filtering, workflow actions, etc.
External Content Types - Multiple content types that come from an external system (as if it is inside SharePoint)
Folders vs. Metadata◦ You can set metadata based on folder structure
◦ You can use content organizer to create a folder structure based on metadata
Navigation◦ Visualization of the IA, Taxonomy, Hierarchy
◦ Should be highly controlled at the top level, and flexible/allowed to change at the „leaf level‟
◦ Determines your initial design – OOB navigation is site-collection specific
Will it scale? (Depth of navigation)
Need to monitor throughout to adapt to changing requirements. (Nav = Performance)
Plan on improvements through end-user feedback
Intuitive = Success
Folders are fine if you expect all users to navigate in the same way File explorer
Other applications can interact.
If you use folders, keep it shallow (cognative memory)
Still have the 256 URL limit.
If you want to allow for multiple navigation schemes, you need metadata
Term Store◦ Database that contains taxonomy information
◦ Each Includes:
Groups – Containers for Term Sets (security controlled)
Term Sets – Containers for terms (can determine whether open/closed) – Pushed like content types
Terms – Predefined values that contain taxonomy objects
Structured ◦ Specific, managed data, but less flexible
◦ Ensures proper use/compliance, familiarity
Unstructured („Folksonomy‟)◦ Allows users to participate (add, tag)
◦ Builds/exposes relationships that were not previously envisioned
Can be used for Metadata-based navigation
Metadata Validation (Based on your rules)
Content Organizer◦ Allows for automatic routing rules for submitted
documents
◦ Drop-Library: Customers have a single „drop-location‟ in which document is routed to the correct location based on metadata.
◦ Implemented as a feature, must be activated
◦ Auto-enforces 5,000 items per folder rule
Social Features◦ Stream of social networking activities
◦ Community-driven
◦ Follow what colleagues find useful/interesting
◦ Comments – Improves content. Communicates to the author about usefulness.
◦ Tags – Improves searchability
◦ Ratings – Assess value of content.
Rich Media◦ Automatic Image Upload (Automatically uploads
images referenced by a document during upload)
◦ EXIF Data Promotion – Data that accompanies images can be promoted into SharePoint
◦ File Dialog – Open and close documents, insert into SharePoint directly from the file dialog
◦ Previews (view/play in place
Image Preview
Thumbnail Previews
Video Preview
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