organizing information: things to consider amber roberts sr. legal analyst gavilon june 13, 2015
TRANSCRIPT
Organizing Information:
Things to Consider
Amber RobertsSr. Legal Analyst
GavilonJune 13, 2015
Background SharePoint since 2008 Power User Business User Evangelist Self-proclaimed Geek
Does This Sound Familiar? “I refuse to use SP because it eats my
documents and I can never get them back out.”
“SP is too difficult to navigate” “Search doesn’t work.” “I like my spreadsheets!” “I spend half of my day responding to
requests for the same information.”
SP is a Platform You get the most out of it when
combining building blocks to automate processes, collaborate and share information
Information is Key The point is to find information quickly
after putting it in the system Use the system to surface information in
new and relevant ways (charts, graphs, statistics, filtered views, content rollup)
You can’t find information if you don’t:
Have a consistent method for entering information into SharePoint
Tag documents and items with metadata Use versioning to eliminate duplicates Delete information when outdated Archive information and remove particular
sites from search until you can delete them (inactive records)
Building Blocks Items Documents Document Sets -
no folders! Columns Content Types Lists Libraries Webparts
Pages Workflows Sites Site Collections Term Store Content Type Hub
Tips and Tricks Use a Content Type Hub Use Managed Metadata (Term Store) Use Site Columns Use Site Content Types Use Consistent Navigation Default values when you can
Tips and Tricks Continued Consider how you (and your users) plan to
retrieve information prior to building the system (people fit into different groups of behavior) Search Navigation/Browse Push Pull
Turn on versioning AND USE IT!
Tips and Tricks Continued Build retention into all sites, lists and
libraries Review your retention policy/schedule to
see what period applies After files go inactive, consider moving
them to a record center and removing that site from search
You can go directly to the site to search, but it won't clog up results from the Search Center
Real World Examples List
Officer and Director List Entity Summary Information Officer Information
Library Active Draft Archive
Term Store Gavilon Entity Gavilon Location Commercial Segments
Real World Examples Continued Content Type Hub
Contracts Invoices Policies/Procedures
Forms Contract Request New Vendor Request Check Request
Workflows Create Item in New Site Change Field - Mark Inactive Calculate a Date
Real World Examples Continued Webparts
Content Search Query Views [ME] Target Audiencing
Dashboards Contract Admin File Clerk Tasks
