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This is the presentation I delivered at the SharePoint Saturday Silicon Valley 2013 event.
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SharePoint Information Architecture AppliedBy Bob MixonCollectiveKnowledge Solutions, Inc.
Thank You to Our Sponsors
About Bob Mixon
Delivering business solutions for more than 30 yearsFocusing on business process improvement, document management, knowledge management, collaboration and portals
Microsoft SharePoint MVP
2006, 2007, 2008, 2009, 2010
Specializing In Strategic Content Management Knowledge Management Document Management Content Choreography Records Management Business Social Collaboration
Governance Business Process Management
and Automation Intranet IMS, DMS, DAM, KMS
and Collaboration Portal Implementation
Training Speaking
CollectiveKnowledge Solutions, Inc.
Founder of CollectiveKnowledge Solutions, Inc.Senior SharePoint Information Architect
Agenda
• High-level Process Overview• Site Structure Taxonomy• Content Types (Data Taxonomy)• Content Type Hub (Enterprise Data Taxonomy)
CollectiveKnowledge Solutions, Inc.
High-level IA Process Overview
Educate•Educate team on Process
Assessment•Audit Content•Requirements
Design•Primary Destinations
•Site Structure•Navigation Structure
•Data Taxonomy•Metadata
Implement•Web Apps•Site Collections•Content Type Hub
•Local Site Collection Content Types
•Metadata
Migrate•Content migration efforts
Educate•Educate team on new solution
Our Focus Today
Site Structure Taxonomy
• IA plays a significant part when designing a Site Structure Taxonomy– Reduce the question “where do I store and
manage this content?”• Store and manage content, of similar topic, in
a central location (use grouping principals)– Example: All HR content in the HR site collection,
all IT content in the IT site collection, etc.
CollectiveKnowledge Solutions, Inc.
Site Structure TaxonomyExample Logical Design Model
Primary Destinations
CollectiveKnowledge Solutions, Inc.
Site Structure TaxonomyExample Logical Design Model
Business Operations Web Application
CollectiveKnowledge Solutions, Inc.
SharePoint Site TaxonomyIntranet Example
• A common mistake is to store and manage content to support consumers
CollectiveKnowledge Solutions, Inc.
Intranet
Departments
Human Resources Operations
Resources
Corporate Policies
Corporate Forms
Storing all corporate policy documents in this site is problematic!1. Requires content owners to mark another sites to
manage their content.2. Promotes use of item-level security.
SharePoint Site TaxonomyIntranet Example
• Store and manage content as close to the point of topic/ownership as possible– Group content based on topic/ownership; not
consumption• Once you architect your information (through
categorizing and metadata principals) you can:– Consumer content grouping and views can be produced
through querying– Highly relevant results can be produced by search using
scopes and faceted filtering
CollectiveKnowledge Solutions, Inc.
SharePoint Site TaxonomyIntranet Example
• Consider a different approach
CollectiveKnowledge Solutions, Inc.
Intranet
Departments
Human Resources
Human Resources
Policies
Operations
Operations Policies
Resources
Corporate Policies
Corporate Forms
Corporate Policies site is simply a point of aggregation.
Corporate Policy documents are queried based on content type; Corporate Policy Document.
Human Resource Policies are stored and managed in the Human Resources destination.
Operations Policies are stored and managed in the Operations destination.
Query policy documents based on Corporate Policy Document content type.
Content TypesA Quick Refresher
• Provide a means of central management
• Will enforce the types of content that can be managed in a list or library
• Will consistently enforce the metadata associated with specific content
• Document content types can refer to a specific document template
• Associate workflow• Associate policies• Content types are hierarchical
CollectiveKnowledge Solutions, Inc.
Content Types are a schema used to define the types of content you wish to manage in your solution!
All content stored in SharePoint is associated with a Content Type
Content Type Taxonomy
• Content Types are used to categorize the type of content to be stored in SharePoint– Some confuse this with the use of metadata• Metadata is instance specific!
• Don’t fear creating deep Content Type taxonomies (hierarchy)– Each level can be used for aggregate scoping• Can improve aggregate relevancy to support various
business contextual needs
CollectiveKnowledge Solutions, Inc.
Content TypeExample
CollectiveKnowledge Solutions, Inc.
Content Type TaxonomyExample
CollectiveKnowledge Solutions, Inc.
Content TypesBest Practices
• Never modify a SharePoint out-of-box content type
• Avoid organizational taxonomy– Difficult and time consuming to re-base a content type
• Use a consistent naming convention– Consider “Document” suffix for all document content
types• Govern design, implementation and use• Educate users as to the value
CollectiveKnowledge Solutions, Inc.
Content TypesWhen to Create Content Types?
• When you wish to govern specific types of content– Specify what types of content can be stored in specific
lists and libraries• When you need to include specific metadata• When you wish to associate a specific document
template• When you wish to associate specific workflow• When you wish to specify policies– Such as for records management
CollectiveKnowledge Solutions, Inc.
Content Type HubEnterprise Content Types
• Centrally manage content types and publish them to subscribed site collections
• Consider a dedicated site collection for Enterprise CTH
CollectiveKnowledge Solutions, Inc.
Content Type HubThings to Remember
• Republish after all changes• Cannot publish a content type that has
managed metadata column associated with a term set defined in the hub
• Govern the implementation, maintenance and use of content types derived from the hub
CollectiveKnowledge Solutions, Inc.
Advantages of Doing All This IA Work?
• Reduce the question “where do I store and manage my content”
• Product highly relevant aggregate content• Product highly relevant search results• Provide aggregate and search refinement
(scopes)• Provide further refinement through faceted
filtering
Join us right after the event at the Firehouse Grill! Socialize and unwind after our day of learning.
1765 E. Bayshore RoadEast Palo Alto, CA
Don’t Forget SharePint
Thank you for joining us Today!