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In this presentation, I provide an overview of the importance of identifying and designing SharePoint content types for organizational data.
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info@obeflow.comwww.obeflow.com(425) 522-3727
Enterprise Content Management and Business Process Automation Software as a Service
Essential SharePointContent Types
About Chris Beckett
24+10MCMMCT
MCSEMCPD
EntrepreneurSolutions ArchitectSystems EngineerTrainer and Author
chris.beckett@obeflow.com
@sharepointbits
blog.sharepointbits.com
What is a Content Type?Behavior like
Workflow, Policy,
Document Conversion
Columns of Metadata
How are they used?All Lists and
Librarieshave 1 or moreContent Types
Content Type InheritanceInherit Behavior
and Columns from Parents
Purpose of Content TypesFind Information Enforce Policy
ECM Architecture
Search
Network File Shares
Databases
Enterprise Workflow
Collaboration Sites
Data Warehouse
Archival Services
eDiscovery
Custom Applications
Audit and Compliance
Information Portals
Enterprise WorkflowSocial Networking
Enterprise Content FoundationInformation Management
( Producers )Search & Dynamic
Navigation( Consumers )
Content Types
Metadata Columns
Site Columns
Focus on “High Value” Content?
Search Customization and Refinement
Refiners for Metadata Fields
Custom Result Formatting
Information Management Policy
Policy Assignedto Content Type
or Library
Content Organizer1. Bound to a Content Type 2. Filtered by
Metadata Conditions
3. Move to TargetLocation
eDiscovery and HoldsFull Keyword
Syntax for Record Search
Importance of StrategyWithout a Strategy… With a Strategy…
Content Discovery Activities•User Surveys•Stakeholder Interviews•Workplace Observation•Group Workshops•Organization Roles•Business Process Data Flows•Database Models
Discovery Objectives
• Producers and Consumers• Lifecycle and Flow• Formats and Transformations
• Control• Classification• Identity
PROCESS DATA
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
Classification•Type•Brand•Style•Cost Range•Fabric Type•Formality
•Color•Size / Fit•Condition
Decision Making• We organize things to help us
manage them. This enables us to make better and/or faster decisions.• Making better decisions
helps us achieve our goals
I am going to a wedding. What do I want to wear today?
Color
Formality
Fabric
Condition
Identify Organizing PrinciplesBusiness
Unit
Finance
Marketing
Manufacturing
Business Function
Accounts Payable
Recruiting
Compliance
Risk Managemen
t
Business Process
Loan Origination
Lead Processing
OrderFulfillment
Audienceor Role
Job Roles
Seniority
Demographic
Topic orInterest
Benefits
Travel
Shipping
Region or Location
Sales Region
Office Location
Distribution Zones
Industry or
Market
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
Managed Metadata Term StoreTerm Store
Term Group
Term Set
Terms
Multilingual Term
Translations
DelegatedAdministratio
n
What is your Hierarchy?
Enterprise Types
Enterprise Root
SharePoint Types
SharePoint Root Item
Document Set Document
? ? ?
? ? ? ?
? ? ?
Asset
Purpose-driven Design
Purposeful PrinciplesKnowledge Situation Agreement Publication
Captures 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
Brainstorm Content Types
More InformationEnterprise Content Management in SharePoint Server 2010http://technet.microsoft.com/en-US/sharepoint/ee263905.aspxPlan Managed Metadata in SharePoint 2013http://technet.microsoft.com/en-us/library/ee530389.aspxPlan Document Management in SharePoint 2013http://technet.microsoft.com/en-us/library/cc263266.aspxPlan Records Management in SharePoint 2013http://technet.microsoft.com/en-us/library/ff363731.aspx
QuestionsThank you for attending!
Please complete your evaluations. Your feedback is appreciated
chris.beckett@obeflow.com
(425) 522-3727
@sharepointbits
blog.sharepointbits.com
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