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Implementing Information Architecture for SharePoint Solutions Why we need a Governance model and how do we approach to understand Information Architecture based on business drivers. What are the practical ways for business to manage IA in SharePoint context as business needs changes http://www.sai-innovations.com/sharepoint-information-architecture-governance.aspx
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Information Architecture and SharePoint
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Why we care about IA
?Review of Information Management statistics published by Gartner shows
Information is doubling every 2 years
Information Worker spends 2 hrs. every week looking for data and not finding it
2 hours spent on recreating information which already exists
Problem: Business good in creating contents and not effective in managing it
Solution: The process which can help Business manage data is called Information Architecture
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What is Information Architecture
IA is about defining user experience in context to data and business process
IA defines how we create, organize, search, use and manage data
"It is all about making data more efficient and useful"
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Why we do Information Architecture
Information Management ChallengesAbundance of content leads to information overload
Poor Navigation and Data presentation results in increased time consumption for users to navigate the SharePoint environment
Poor search experience as no data governance is defined
Non practical Metadata structure makes it very difficult to use it
"Before you put SharePoint to any use, IA exercise must be done"
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What will SharePoint get out of IA experience
1. Site structure based on business and functional requirements2. Guidelines on how to manage and present data3. Common user navigation across the sites4. Identify contents using Search effectively
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What is IAProcess and tools to organize and manage data
Key IA considerations
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SharePoint IA Artifacts
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SharePoint IA Artifacts
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Process transformation with SharePoint IAWithout IA With IA
Challenge Effect Transformation
Content duplication in multiple locations
Users might access incorrect information
Data governance will enforce content tagging avoiding content duplication
Inefficient search as contents are not tagged
Search takes too much time and people lose trust in SharePoint
Content types, Managed Meta Data will provide confident search results
Department Sites without IA creates data silos
Multiple URLs to access different site ILM policies not managed. Risks of regulatory governance not enforced
IA enforces ILM resulting in proper document disposition.All SharePoint sites to have common navigation scheme and data duplication can be avoided by Taxonomy and Managed Metadata
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Project Implementation ApproachPhase I - Assessment
Tasks End User Survey ILM Workshops Content Audit Metadata Extraction Content Migration Approach
Logical Architecture, Site map, Content Types, Taxonomy, Managed Metadata, Security Model
Deliverables
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Phase II - Development and Implementation
Tasks
Validate Physical Architecture Build Logical Architecture Records Center, if required
SharePoint Infrastructure to support IA
Deliverables
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Phase II - Refinement
Tasks
Test & Validate Search and Navigation
Data Governance to keep Taxonomy relevant all times
Deliverables
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Business Effort40 hours
16 hours
30 hours
8 hours
16 hours
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DeliverablesPhase Description DeliverablesProject Initiation • Conduct project kickoff meeting
• Review project scope and objectives• Identify project participants and resources• schedule meetings and other activities• Develop detailed project plan
Kickoff meeting materials
Project Plan Meeting Schedule
Fundamental system requirements/ Information Governance Framework
Identify the information and records management needs of the entire organization at a high level and to develop an initial Information governance framework
Enterprise Information Lifecycle Model
Information Governance Policy
SharePoint Information Architecture and Governance Plan
Definition of environment controls that ensure specific information management policies
SharePoint Information Governance Plan
SharePoint Information Architecture Framework
Standard SharePoint Site Model
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About SAI Innovations
SAI Innovations provides business technology services for Enterprise Content Management and CRM consulting. SAI specializes in Microsoft SharePoint and Dynamics CRM technologies to develop Cloud or On-premises solutions. Companies can achieve regulatory compliance and reduce risk with use of PageLight, our award winning Document Management solution for SharePoint.
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