establishing content structure & information governance in sharepoint

Establishing Content Structure & Information Governance In SharePoint

Nick InglisECMm, SharePointM, E20m, IMCPFounding Partner, OptismoCo-Founder, The Information Governance ConferenceAuthor, AIIM SharePoint Governance Toolkit

Twitter: @NickInglis | @Optismo | @InfoGovConEmail: [email protected] | www.Optismo.com | www.InfoGovCon.com

What Is Infrastructure?• Collins English Dictionary:

– “The basic structure of an organization, system, etc.”

©2014 Optismo Image Source: http://www.theworks.co.uk/p/dictionaries-thesauri/collins-concise-english-dictionary/9780007365494

SharePoint Infrastructure

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SharePoint Infrastructure• Farm

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Farm

SharePoint Infrastructure• Farm• Web Applications

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Farm

Web Applications

SharePoint Infrastructure• Farm• Web Applications• Site Collections

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Farm

Web Applications

Site Collections

SharePoint Infrastructure• Farm• Web Applications• Site Collections• Sites

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Farm

Web Applications

Site Collections

Sites

SharePoint Infrastructure

Sites

Features Lists Views Workflows Themes Layouts Alerts

Site Collection

Web Parts Features Content Types Site Columns User Solutions Usage Analytics Auditing

Web Applications

Authentication Provider Content Database Throttling Managed Paths Service Connections Features Permissions

Farm

Databases Solutions Service Applications Alternate Access Monitoring Security Timer Jobs

Original Source: http://technet.microsoft.com/en-us/sharepoint/hh126808©2014 Optismo

What Is Information Architecture?

©2014 Optismo

What Is Information Architecture?

• Earl Morrogh, Information Architecture, An Emerging 21st Century Profession:– “Information architecture (IA) is a

professional practice and field of studies focused on solving the basic problems of accessing, and using, the vast amounts of information available today.”

©2014 OptismoSource:

http://books.google.com/books/about/Information_Architecture.html?id=JzlmQgAACAAJ

Building IA & Sustaining It

Plan Deploy Sustain

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Planning Information Architecture

• Goals of IA

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• Goals of IA– Support User’s Ability To Find Content

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• Goals of IA– Support User’s Ability To Find Content– Applied Consistently

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• Goals of IA– Support User’s Ability To Find Content– Applied Consistently– Leveraging SharePoint Functionality

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• Goals of IA– Support User’s Ability To Find Content– Applied Consistently– Leveraging SharePoint Functionality– Sustainable

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Containers

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Containers• Containers are structured hierarchically

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Containers• Containers are structured hierarchically• Allows us to establish policies once and ‘push’

through the hierarchical structure

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through the hierarchical structure• Site Collections > Sites > Libraries

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through the hierarchical structure• Site Collections > Sites > Libraries• Content Types > Metadata

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Content Types

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Content Types• Content Types are selected upon upload of a

piece of content into SharePoint

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piece of content into SharePoint• Content types define the metadata schema

associated

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associated• Content types are hierarchical

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Taxonomy

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Taxonomy• Taxonomy is the practice and science of

classification. The word is also used as a count noun: a taxonomy, or taxonomic scheme, is a particular classification. -Wikipedia

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Metadata

Source: http://en.wikipedia.org/wiki/Metadata©2014 Optismo

MetadataMetadata is “data about data”. The term is ambiguous, as it is used for two fundamentally different concepts (types).


MetadataMetadata is “data about data”. The term is ambiguous, as it is used for two fundamentally different concepts (types). Structural metadata is about the design and specification of data structures and is more properly called “data about the containers of data”;


MetadataMetadata is “data about data”. The term is ambiguous, as it is used for two fundamentally different concepts (types). Structural metadata is about the design and specification of data structures and is more properly called “data about the containers of data”; descriptive metadata, on the other hand, is about individual instances of application data, the data content.


Structure of SharePoint IA

Site Collections Sites Libraries Content

Types Metadata

Elements of IA Structure

Physical Containers Taxonomic Elements

©2014 Optismo

Structure of SharePoint IA


Types Metadata

Content Organizer Workflow Records

Centers

In Place Records

Management

Multi-stage retention

Automated Disposition

eDiscovery & Litigation

Holds



Underlying Processes To Align With Business Requirements

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Example

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Example


Types Metadata



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Example


Types Metadata



Content Uploaded to:Site Collection – ABC CompanySite – MarketingLibrary – Marketing AssetsContent Type – ContractMetadata –

Vendor: XY Consulting; Contract Size: $150,000; Signer: Jane Smith;

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Planning SharePoint IA

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Planning SharePoint IA• Plan Your Site Collections & Site Hierarchy

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Planning SharePoint IA• Plan Your Site Collections & Site Hierarchy• Plan Your Content Types

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Planning SharePoint IA• Plan Your Site Collections & Site Hierarchy• Plan Your Content Types• Plan Your Metadata

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Plan Your Site Collections & Sites

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• Should support Navigation

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• Should support Navigation• Should be logical to Users

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• Should support Navigation• Should be logical to Users• New Sites can be requesting through Site

Provisioning

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Site Collection A

Site A

Sub-Site A

Provisioned Sites Added

Sub-Site A1


Site B

Sub-Site B


Site C


Site Collection B

Site D



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Plan Your Content Types

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Plan Your Content Types• Should be used to Categorize content

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Plan Your Content Types• Should be used to Categorize content• Can be used to apply Workflow

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Plan Your Content Types• Should be used to Categorize content• Can be used to apply Workflow• Can be used to apply Retention Rules

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Plan Your Content Types• Should be used to Categorize content• Can be used to apply Workflow• Can be used to apply Retention Rules• Can be used to apply Disposition Rules

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Plan Your Content Types• Should be used to Categorize content• Can be used to apply Workflow• Can be used to apply Retention Rules• Can be used to apply Disposition Rules• Can be used to leverage the Content Organizer

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Content Type A

Content Type A1

Extensible

Content Type A2

Extensible

Content Type B

Content Type B1

Content Type B1A

Extensible

Content Type B1B

Extensible

Content Type B2

Content Type B2A

Extensible

Content Type B2B

Extensible

Content Type C

Content Type C1

Extensible

Content Type C2

Extensible

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Manufacturing

Specs

Extensible

Operations Manual

Extensible

Marketing

Collateral

White Papers

Extensible

Brochures

Extensible

Contracts

Reseller Contracts

Extensible

Conference Contracts

Extensible

HR

W-2s

Extensible

Accounting Reports

Extensible


Manufacturing

Specs

Extensible

Operations Manuals

Extensible

• Manufacturing wants to have specs for facilities separate from product specs

• Site Admin can EXTEND the Content Type “Spec” to add “Facility Specs” and “Product Specs”

• “Facility Spec” and “Product Spec” will have all of the Metadata and Information Policies of both “Manufacturing” and “Specs”.

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Associated Properties:•Metadata•Name•Created By

•Retention Rules•Disposition Rules•Content MAY NOT Be Added

Manufacturing


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Associated Properties:•All Properties Associated with Manufacturing•Metadata:•Spec Number

•Content MAY Be Added



Manufacturing

Specs


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Associated Properties:•All Properties Associated With Manufacturing & Specs•New Content Types May Be Extended (NOT CREATED FROM SCRATCH)•Additional Metadata Fields May Be Added (But Not Created From Scratch, Must Already Be In The System)

Associated Properties:•All Properties Associated with Manufacturing•Metadata:•Spec Number

•Content MAY Be Added



Manufacturing

Specs

Extensible


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Farm Level

Enterprise Content TypeManufacturing


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Farm Level

Enterprise Content Type

Site Collection Level

Division Level Content Type

Manufacturing

Specs Operations Manuals


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Farm Level

Enterprise Content Type

Site Collection Level

Division Level Content Type

Site Level

Business Unit Content Type

Manufacturing

Specs

Extensible Facility Specs

Extensible

Product Specs

Extensible

Operations Manuals

Extensible

Plan Your Metadata

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Plan Your Metadata• Should be used to identify content for purposes

of Findability

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of Findability• Can be used to apply Workflow

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of Findability• Can be used to apply Workflow• Can be used to apply Retention Rules

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of Findability• Can be used to apply Workflow• Can be used to apply Retention Rules• Can be used to apply Disposition Rules

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of Findability• Can be used to apply Workflow• Can be used to apply Retention Rules• Can be used to apply Disposition Rules• Can be used to leverage the Content Organizer

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Plan Your Metadata

Source: Microsoft - http://technet.microsoft.com/en-us/sharepoint/hh126808

• Identify common information types and required properties.

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Plan Your Metadata


• Identify common information types and required properties.• Determine which data elements should be immutable (closed) and

which can be left to the user’s discretion (open).

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Plan Your Metadata



which can be left to the user’s discretion (open).• Identify syndication requirements and managed metadata service

application needs.

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Plan Your Metadata




application needs.• Define term store roles and memberships.

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Plan Your Metadata




application needs.• Define term store roles and memberships.• Specify language requirements.

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Plan Your Metadata




application needs.• Define term store roles and memberships.• Specify language requirements.• Group terms into a logical hierarchy.

©2014 Optismo

Plan Your Metadata




application needs.• Define term store roles and memberships.• Specify language requirements.• Group terms into a logical hierarchy.• Create term sets and terms.

©2014 Optismo

Plan Your MetadataField Name Associated Content

Type(s)Field Type Applied At Managed Term Set Group

File Name All Derived (Text) Farm N/A Standard Field

Created By All Derived (AD) Farm List (managed by AD) Standard Field

Modified By All Derived (AD) Farm List (managed by AD) Standard Field

Modified Date All Derived (Date) Farm N/A Standard Field

File Size All Intrinsic (Number) Farm N/A Standard Field

Item Type All Intrinsic (Text) Farm List (managed by SharePoint)

Standard Field

Spec Number Manufacturing > Spec

Number (Managed)

Site Collection

Calculated Spec

Facility Type Manufacturing > Spec > Facility Spec

Text Site N/A Facilities

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Deploying Information Architecture

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• Site Structure Is Deployed Through Creation Of Individual Sites

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• Site Structure Is Deployed Through Creation Of Individual Sites

• Should be iterations of Site Templates

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• Enterprise Content Types should be created through the Content Type Hub

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• Enterprise Content Types should be created through the Content Type Hub

• May Use Multiple Hubs for Alternate Syndication (Example: HR, Security, etc.)

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• Enterprise Metadata Fields should be deployed through the Managed Metadata Service

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• Managed Term Sets and Terms should be deployed through the Term Store

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Sustaining Information Architecture

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• Prepare for change

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• Prepare for change• Leverage tagging information, search data,

user feedback to modify IA over time

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user feedback to modify IA over time• Establish IA ownership

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user feedback to modify IA over time• Establish IA ownership• Establish schedule for ongoing IA review

©2014 Optismo

The Optismo Model of SharePoint GovernanceNick InglisFounding Partner, Optismo; Co-Founder, The Information Governance Conference; Author, AIIM SharePoint Governance Toolkit.

©2014 Optismo

Information Gathering

Foundational Information Guide Strategy Implementation

Planning

What We’ll Cover

Foundational Activities

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Planning

What We’ll Cover

Content Design & Structure

Development

People/Roles Security Classificatio

n


Governance Areas

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What

ISSharePoint

Governance?

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What

Ask 10 experts…ISSharePoint

Governance?get 20 answers.

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Why Is That?

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Governance is expansive.

Why Is That?

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It reaches all parts of an organization.

Why Is That?

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It reaches all parts of an organization.

It is approached differently by the many stakeholders.

Why Is That?

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Driven by business

requirements

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Driven by business

requirements

Content

Design & Structure

Development

People/Roles

Security

Classification

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Foundational Information

Guide Strategy

Implementation Planning

Starting Off Right

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Foundational Activities Information

Gathering


Guide Strategy


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Gath

er

Data

&Id

enti

fy T

rends Develop

representative user profiles

Align questions to gap analysis

mapping

Gather

1 on 1 interviewing

Surveys

Workshops


©2014 Optismo


Gathering


Guide Strategy


©2014 Optismo


Foundational ActivitiesEstablish The Role of SharePoint

SharePoint as:Development PlatformContent ManagementSocial PlatformEtc.

Establish Role of Cooperating Systems

What Connects?Data ConnectionsUI ConnectionsProcess Connections

Assess Maturity

Establish maturity assessment for:Systems/TechnologyCultureComplianceEtc.

Identify External Factors

BudgetPolicyM&A ActivitySystems ReplacementsEtc.

Foundational

Overview Document

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Gathering


Guide Strategy


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Guide Strategy

Foundational ActivitiesTechnology Roadmap

Gap Analysis

Reference Architecture

Guiding Principles

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Guide Strategy


Gap Analysis


Guiding Principles

Guiding Principles:Statement(s) Encompassing-

Overall Program GoalsBeliefs & DesiresDesired OutcomesOverarching Theme

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Guide Strategy


Gap Analysis


Guiding Principles

Reference Architecture-Maps Functionality to Enterprise Systems To Help:• Identify Functionality Gaps• Identify Systems For

Standardization• Identify Systems For

Retirement

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Guide Strategy


Gap Analysis


Guiding Principles

Gap Analysis-Through surveying, interviewing, workshops.Identify areas for improvement in Culture, Functionality, Systems, etc.

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Guide Strategy


Gap Analysis


Guiding Principles

Technology Roadmap-Identifies an overall continuum of systems over the next 3-5 years to which functionality may be aligned.

©2014 Optismo


Gathering


Guide Strategy


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Document Requiremen

ts

Develop A Business

Case & Gain Approval

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Document Requiremen

ts

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Document Requiremen

ts

Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP)

©2014 Optismo



Document Requiremen

ts

Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracing

©2014 Optismo



Document Requiremen

ts

Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles

©2014 Optismo



Document Requiremen

ts

Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles Document assumptions

©2014 Optismo



Document Requiremen

ts

Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles Document assumptionsList policy, process, technical legal, and regulatory constraints

©2014 Optismo



Document Requiremen

ts

Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles Document assumptionsList policy, process, technical legal, and regulatory constraints Describe functionality, not how functionality should be developed

©2014 Optismo



Document Requiremen

ts

Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles Document assumptionsList policy, process, technical legal, and regulatory constraints Describe functionality, not how functionality should be developed Prioritize and/or Categorize

©2014 Optismo


Foundational ActivitiesDevelop

A Business Case & Gain

Approval

©2014 Optismo


Foundational ActivitiesDevelop

A Business Case & Gain

Approval

Rationale

Productivity

Knowledge Management

Compliance

Risk Management

Legal / Regulatory

Reducing eDiscovery Costs

Improving Findability

Etc.

Purpose

Justification of action

Evaluation of options

Costs / Benefit analysis

Outline of commitments

Obtaining executive commitment

Obtaining executive approval

Outline Cost Areas

Hardware

Software

Program Execution

Training

Operations

Ongoing Maintenance

Outline Benefits

Dollars saved

Time saved

Cost avoidance

Etc.

©2014 Optismo

Governance Areas Content

Design & User

Experience

Development

People/Roles

Security Classification

©2014 Optismo

Content Governance

Develop & Implement Retention

Policies Across All Information

Establish Content Type Structure &

Rules

Standardize Metadata (Columns)

Library & List Standards

Site Provisioning

Content

Develop & Implement

Retention Policies Across All

InformationEstablish Content Type Structure &

Rules


Library & List Standards

Site Provisioning

©2014 Optismo

Content GovernanceContent

Develop & Implement


Information

©2014 Optismo

Establish Retention & Disposition rules at the outset across ALL organizational information.

Content

Develop & Implement


Information

Content Governance

©2014 Optismo

Establish Retention & Disposition rules at the outset across ALL organizational information.Develop categories and length of time to keep.

Content

Develop & Implement


Information

Content Governance

©2014 Optismo

Establish Retention & Disposition rules at the outset across ALL organizational information.Develop categories and length of time to keep.Automatically identify and categorize based on…

Content

Develop & Implement


Information

Content Governance

©2014 Optismo

Location•Site

Collection•Site•Library

Content Types

Columns / Metadata

Fields

Establish Retention & Disposition rules at the outset across ALL organizational information.Develop categories and length of time to keep.Automatically identify and categorize based on…

Content

Develop & Implement


Information

Content Governance

©2014 Optismo

Location•Site


Content Types

Columns / Metadata

Fields

For example:

Content

Develop & Implement


Information

Content Governance

©2014 Optismo

Location•Site


Content Types

Columns / Metadata

Fields

For example:Content uploaded to –Marketing Site

Content

Develop & Implement


Information

Content Governance

©2014 Optismo

Location•Site


Content Types

Columns / Metadata

Fields

For example:Content uploaded to –Marketing SiteOperations Library

Content

Develop & Implement


Information

Content Governance

©2014 Optismo

Location•Site


Content Types

Columns / Metadata

Fields

For example:Content uploaded to –Marketing SiteOperations LibraryContent Type: Contract

Content

Develop & Implement


Information

Content Governance

©2014 Optismo

Location•Site


Content Types

Columns / Metadata

Fields

For example:Content uploaded to –Marketing SiteOperations LibraryContent Type: Contract

We know this is a marketing contract.

Content

Develop & Implement


Information

Content Governance

©2014 Optismo

Content Type Hub

Content Type A

Child Content Type A

Sub Child Content Type A1

EXTENDABLE


EXTENDABLE


EXTENDABLE


EXTENDABLE

Content Type B

Child Content Type B

Content Type C

Content Type D

Content


Rules

Content Governance

•Columns Can Be Added By Enterprise

Content Cannot Be Added

•Metadata Can Be Added By Users

Content Can Be Added

•May Add Add’l Existing Metadata Fields

Admins Can Extend

©2014 Optismo

Content Types

Scope

Enterprise Site Collection Site

Columns

Term Sets

Global Local

Workflow

OOB Custom

Forms & Document Templates

Information Management

Policies

Auditing Retention

Labeling Print Restrictions

Content


Rules

Content Governance

©2014 Optismo

Include your Metadata (Column) Plan

Content


Content Governance

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Include your Metadata (Column) Plan Categorize your Columns as Enterprise, Site Collection, or Site. Include which Site Collection or Site you are referring to with each set.

Content


Content Governance

©2014 Optismo

Include your Metadata (Column) Plan Categorize your Columns as Enterprise, Site Collection, or Site. Include which Site Collection or Site you are referring to with each set. Include your predefined Term Sets and Terms (Microsoft has a “Term Set Worksheet” that can be utilized.

Content


Content Governance

©2014 Optismo

Include your Metadata (Column) Plan Categorize your Columns as Enterprise, Site Collection, or Site. Include which Site Collection or Site you are referring to with each set. Include your predefined Term Sets and Terms (Microsoft has a “Term Set Worksheet” that can be utilized. Show the relationship between various Term Sets and Site Columns.

Content


Content Governance

©2014 Optismo

For those with SharePoint 2013, ensure that the built in Site Provisioning process aligns with your organizational requirements for Site Provisioning.

For those with SharePoint 2010 or older, develop the related forms, workflows and functions needed for Site Provisioning based on your business requirements. As an example:

Authorized User

Requests New Site

Form Filled Out

Providing Details of

Use

Request Evaluated

By Fulfillment

Site Created Based On

Site Template (or

Denied)

Message Sent To

Requestor

Content

Establish Site Provisioning

Content Governance

©2014 Optismo

Design & User Experience

Establish Site Organization

Establish Branding

Establish Site Templates To

Carry Common

Permissions & Functionality

Establish Navigation

Rules

Establish Search

Configuration Rules



Establish Branding

Establish Site Templates To Carry Common


Establish Navigation Rules

Establish Search Configuration Rules

©2014 Optismo

Design & User ExperienceDevelop primary Site Collection and Site

Organization, establish where new sites will be created in the organizational hierarchy. Primary

Intranet Site

Collection

Division A

R&D

Project Sites

Marketing

Project Sites

Division B

Sales

Sales Initiative

Sites

Product Manageme

nt

Additional Sites

HR Site Collection

Executive Site

Collection



©2014 Optismo


Establish (leveraging Corporate Branding Guidelines) Branding Guidelines for SharePoint. Leverage Site Templates to carry these guidelines to all Sites automatically.


Establish Branding

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Establish Common Permissions & Functionality to be automatically carried on all new sites created as a part of your Site Provisioning process by leveraging Site Templates for all new sites.


Establish Site Templates To Carry Common


©2014 Optismo


Establish Navigation Rules for primary menus and how those menus are inheritable through newly provisioned Sites.


Establish Navigation Rules

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Site Provisioning process & Site Templates)• What is your process & schedule for mining

“tagged” information to add information to your term store and thesaurus?



©2014 Optismo







• Establish a schedule for continuous Search improvement

• Who is responsible for managing search and following your search improvement schedule?



©2014 Optismo

Development Governance

Establish Your

SharePoint Environment

Rules

Establish Your Code Deployment

Process

Establish Your

Ongoing Server

Management Plan

Development

Establish Your SharePoint

Environment Rules

Establish Your Code Deployment Process

Establish Your Ongoing Server

Management Plan

©2014 Optismo


Establish Your

SharePoint Environment

Rules

Establish Your Code Deployment

Process

Establish Your

Ongoing Server

Management Plan

Development


Environment Rules



Management Plan

I am not a developer. Work with your

development team to understand your

business requirements. I’ll give

you the broad strokes…

©2014 Optismo


Establish your rules around SharePoint environments for development, testing, and production.

Development


Environment Rules

©2014 Optismo


Establish your code deployment process(es).You may have different processes for coded solutions, purchased (third party) solutions, and codeless solutions.

Development


©2014 Optismo


Establish (or list) your primary server topology.Establish (or list) your applications and application pools, align with where they will be utilized within your Site hierarchy.

Development


Management Plan

©2014 Optismo


Establish (or list) your primary server topology.Establish (or list) your applications and application pools, align with where they will be utilized within your Site hierarchy.Establish (or list) your storage architecture.

Development


Management Plan

©2014 Optismo

People / Roles

Establish permissions

groups

Establish support channels and roles

Establish group-based

training requiremen

ts

Establish roles in

SharePoint maintenanc

e

People / Roles

Establish permissions groups

Establish support channels and roles

Establish group-based training requirements

Establish roles in SharePoint

maintenance

©2014 Optismo

People / Roles

Establish your primary permissions groups (some organizations provide room in their hierarchy for extending specific permissions as to not create brand new groups).

People / Roles

Establish permissions groups

©2014 Optismo

People / RolesLeverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.

People / Roles

Establish Support Channels & Roles

©2014 Optismo

People / RolesLeverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.Establish groups to provide support.

People / Roles


©2014 Optismo

People / RolesLeverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.Establish groups to provide support.Establish modes of support.

People / Roles


©2014 Optismo

People / RolesLeverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.Establish groups to provide support.Establish modes of support.Establish support metrics.

People / Roles


©2014 Optismo

People / RolesLeverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.Establish groups to provide support.Establish modes of support.Establish support metrics.

Example:

Tier 3: Email

Tier 2: Chat

Tier 1: Phone

•Available for Site Templates A, B, C

•Available for Site Templates A & B

•Available by Support Tech invitation only

People / Roles


©2014 Optismo

People / RolesEstablish Training Requirements by User Group.

Example Groups:• Farm Administrators• Developers• End Users• Site Admins• Etc.

People / Roles

Establish Group-Based Training Requirements

©2014 Optismo

People / RolesEstablish roles in SharePoint’s ongoing maintenance:• Search configuration• Site Provisioning• Support• User Onboarding• User Decommissioning• Records Management• Etc.

People / Roles

Establish Roles In SharePoint

Maintenance

©2014 Optismo

Security

Permissions

Inheritance &

Divergence

Roles For Administration

Hierarchy

Permissions Group Creation Rules

Security

Permissions Inheritance & Divergence


Hierarchy

Permissions Group Creation

©2014 Optismo

SecurityFor permissions, you’re defining who has access to what. I am a visual person, so I take my site structure chart and start to draw circles creating groups of permissions.

Security


©2014 Optismo

SecurityFor permissions, you’re defining who has access to what. I am a visual person, so I take my site structure chart and start to draw circles creating groups of permissions.I then use points of divergence to get more granular asking myself the questions “Does a person in Dept. A have access to Dept. B?”, etc.

Security


©2014 Optismo

SecurityFor permissions, you’re defining who has access to what. I am a visual person, so I take my site structure chart and start to draw circles creating groups of permissions.I then use points of divergence to get more granular asking myself the questions “Does a person in Dept. A have access to Dept. B?”, etc.List your groups by their permissions access to inform your user groups.

Security


©2014 Optismo

Security

Administration, likewise, should have a specific hierarchy and access roles.

Security


Hierarchy

©2014 Optismo

Security

Administration, likewise, should have a specific hierarchy and access roles.Utilize inheritance to establish your administrator roles and sets of permissions.

Security


Hierarchy

©2014 Optismo

Security

Administration, likewise, should have a specific hierarchy and access roles.Utilize inheritance to establish your administrator roles and sets of permissions. Microsoft has a useful “Administrators & Owners Worksheet” which can be utilized.

Security


Hierarchy

©2014 Optismo

Security

Establish a set of rules around the creation or modification of user permissions groups to be followed by your administrative team.

Security

Permissions Group Creation Rules

©2014 Optismo

Classification Governance

Establish Consistent

Classification

Establish Content

Type Groups

Managed Metadata Service Rules &

Use

Content Type Hub Rules &

Use

Leveraging The Content

Organizer

Classification


Classification

Establish Content Type Groups


Use

Content Type Hub Rules & Use

Leveraging The Content Organizer

©2014 Optismo


Establish classification or naming standards. These rules may come from your Records Management team or from a specific regulation that is required.

Classification


Classification

©2014 Optismo


Establish classification or naming standards. These rules may come from your Records Management team or from a specific regulation that is required. Organizations that are in highly regulated sectors generally have these rules, you may or may not have any classification or naming standards that are required.

Classification


Classification

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Content Type grouping is something that I generally utilize to ensure compliance with Retention & Disposition standards. I generally base my overall groups by the length of time for which the information must be retained.

Classification

Establish Content Type Grouping

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Define processes and usage restrictions for adding or changing classification terms in the managed metadata service and term store.

Classification


Use

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Define processes and usage restrictions for adding or changing enterprise content types.Define the process and usage restrictions for extending enterprise content types.

Classification


©2014 Optismo


Define processes and usage restrictions for adding or changing enterprise content types.Define the process and usage restrictions for extending enterprise content types.It may be helpful to list some example scenarios for which adds/edits may be made.

Classification


©2014 Optismo


Define processes and usage restrictions for adding or changing enterprise content types.Define the process and usage restrictions for extending enterprise content types.It may be helpful to list some example scenarios for which adds/edits may be made. Establish approval or workflow required to make changes.

Classification


©2014 Optismo


Establishing automation through the use of the Content Organizer is can be useful for Records Management, workflow fulfillment, publishing processes, etc.

Classification


©2014 Optismo


Establishing automation through the use of the Content Organizer is can be useful for Records Management, workflow fulfillment, publishing processes, etc.Establish rules and roles for the usage of the Content Organizer.

Classification


©2014 Optismo


Establishing automation through the use of the Content Organizer is can be useful for Records Management, workflow fulfillment, publishing processes, etc.Establish rules and roles for the usage of the Content Organizer. Define Content Organizer criteria for primary enterprise processes and any usage in conjunction with Workflow and/or Forms.

Classification


©2014 Optismo



Planning

Recap

Content Design & Structure

Development

People/Roles Security Classificatio

n


Governance Areas

Questions?

Thank you.Nick Inglis, ECMm, SharePointM, E20m, IMCPFounding Partner, OptismoCo-Founder, The Information Governance ConferenceAuthor, AIIM SharePoint Governance Toolkit

Twitter: @NickInglis | @Optismo | @InfoGovConEmail: [email protected] | www.Optismo.com | www.InfoGovCon.com

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