a pragmatist's guide to designing enterprise content types by chris beckett - sptechcon

info@newsteplearning.comwww.newsteplearning.com(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

chris@newsteplearning.com

@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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Questions

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chris@newsteplearning.

com

(425) 522-3727

@sharepointbits

blog.sharepointbits.co

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