Tag Archives: Records Management

SharePoint 2013 Management, Architecture and Design Course – Register Today

How many times have you been told the solution to your SharePoint 2013 needs require custom .NET development? Unfortunately, many consultants and consulting firms resort to custom .NET development because they are unfamiliar with how to truly architect solutions in SharePoint 2013. Granted, a certain amount of custom .NET development is required for most implementations; however, having a thorough understanding of how to architect your information to support business contextual needs, is the key to dramatically reducing those custom efforts and gaining more long-term value.

The truth is, most SharePoint Intranet, Document Management, Knowledge Management, Records Management and Collaboration solutions can be implemented with less than 10% custom development efforts. Implementing SharePoint 2013 using fundamental IA principals and techniques will reduce the need for custom development efforts, the cost of maintaining those efforts and the length of time you are tied to a consulting firm because of those efforts.

Start gaining the most value from Microsoft SharePoint 2013 today!

Join 5-year Microsoft SharePoint MVP, Bob Mixon, for a virtual hands-on 5-day, in-depth course and learn how to successfully apply Information Architecture techniques to SharePoint 2013. This course is geared to provide you with a thorough understand of Information Architecture and how to solve “real world” business problems on the SharePoint 2013 platform.

Register for our August 18, 2014 Class Today!

For complete course information and registration, see:

http://collectiveknowledgesolutions.com/sharepoint-2013-intranet-management-design-and-architecture-training/

We are now accepting Early Bird registration! Use the code CKS-SPMAD-2013-ID-JULY2014 before the end of July and receive a 10% discount!

10 Key Elements of Enterprise Information Architecture (#IA) – #1 Content Categorization

This article is the first in a series of ten that will help you better understand the 10 key elements of Enterprise Information Architecture (#IA).

Information Architecture consists of many techniques and principals that are required to ultimately add value to day-to-day business operations. When we look at everything involved with Information Architecture, it can be overwhelming and complex. For these reasons, I have broken down Information Architecture in to the following 10 Key Elements. These are by no means all inclusive but what can be considered the most important.

  1. Content Categorization (this article)
    - Content Categorization – Common Categorization and Grouping Mistake
  2. Understanding
  3. Presentation
  4. Evolution
  5. Responsibility
  6. Process
  7. Metadata
  8. Search
  9. Security
  10. Governance

Content Categorization

In this first article, we will focus on Content Categorization.  It is the first of the 10 Key Elements of Enterprise Information Architecture and , surprisingly, the one that is most often overlooked.

If you currently have SharePoint installed in your environment and are encountering issues, such as little organization, users unable to find their content, low adoption rate, etc., then you have most likely implemented your solution with little to no Information Architecture.

Content Categorization and classification is the process by which we identify and group content.  One key success factor for all SharePoint implementations is to reduce, if not eliminate, the question “where do I store and manage my content”.  Content Categorization and classification aids with this by providing a specific location and manner by which users store and manage their content.

Content Categorization and classification is one of the primary ways we query content for improved search relevancy and aggregation.

Content Classification
Content Classification consists of labeling types of content using labels that precisely describe what the content is. For example instead of all documents being labeled as merely a Document type, we classify our documents with more precise labels; such as Policy Document, Client Contract Document, Vendor Contract Document, Project Plan Document, Medical Benefit Document, etc.

Content Classification in SharePoint is accomplished by using content types. A content type defines a single data type, such as Policy Document, and supports associating metadata, a template document, workflow and policies.

05.03.01 - Policy Document Content Type

Once your content has been classified, it becomes a relatively simple process to create search scopes (result sources) and points of aggregation. For example, it is quite easy to create a result source containing all documents of type Policy Document. We can then search all documents of type Policy Document and/or aggregate all Policy Documents to a policy book.

Content Grouping
Grouping consists of grouping content of similar type. For example a document library, in SharePoint, named Documents really doesn’t have much meaning and certainly doesn’t tell a user what is stored in it. However, a document library named Policy Documents or Benefit Documents clearly defines what is contained within.

05.03.01 - Policy Documents Library

Another example would be a Meeting Documents library, on a project site. The Meeting Documents library might contain meeting agenda, meeting minutes and meeting action items documents. In this example, the Meeting Documents is the document grouping principal and is a container for managing all documents related to project meetings.

Content Grouping isn’t limited to lists and libraries. Each container level in SharePoint can be used to apply grouping principals. Each of the following is a grouping container in SharePoint.

  • SharePoint Farm – The top-most grouping level in SharePoint.       A corporate solution will have 1 to many SharePoint farms.
    • Web Application – Each SharePoint farm will include 1 to many web applications.
      • Site Collection – Each web application will contain 1 to many site collections.
        • Top-level Site – Each site collection will have a single top-level site.
          • List – Each top-level site can have 0 to many lists.
          • Document Library – Each top-level site can have 0 to many document libraries.
            • Folder – Each library can have 0 to many folders. (See Note Below)
          • Sub-sites – Each top-level site can have 0 to many sub-sites.
            • List – Each sub-site will have 0 to many lists.
            • Document Library – Each sub-site can have 0 to many document libraries.
              • Folder – Each library can have 0 to many folders. (See Note Below)

 

As you can see there are many grouping levels that can be applied to your SharePoint implementation. Each of these grouping levels has a very specific purpose and is used for many different reasons.

The goal is to reduce the use of folders and expand them to document libraries instead. It is also very common to group similar information, by topic, by site. For example, you may wish to have a sub-site, below the top-level site for each department, titled Policies & Procedures. This site would contain many lists and libraries all related to human resources policies & procedures; i.e. policy documents, procedure documents, FAQ’s, glossary terms, etc.

Note About Library Folders

The regular use of folders in libraries is not considered a best practice. There are very specific cases when folders do make sense and are used; however, these cases are limited.

SharePoint 2013 Intranet Management, Design and Architecture Training

These ten elements are defined, in detail, in my SharePoint 2013 Management, Design and Architecture Training Course.  For those of you who recall my Information Architecture course for SharePoint 2010, this new course expands on all the new features of both on-premise and Office 365 environments.

If you are interested in learning more about how to implement a SharePoint 2013 Intranet solution, please register for our next class.

SMPDA - Records Management and SharePoint 2013 - Slide 1

SharePoint Saturday Sacramento 2014 – Slide Deck

The SharePoint Saturday Sacramento 2014 event was a great success this year.  I’m not sure what the final head-count was, but there were a lot of attendees, great sessions and vendors.

Thank you, again, to everyone who made this such a great event…

My session was on the topic of Records Management and SharePoint 2013.  Here is the deck I delivered.

SPMDA – Records Management and SharePoint 2013

SMPDA - Records Management and SharePoint 2013 - Slide 1

spsevents250x250

Speaking at SharePoint Saturday Sacramento – May 31, 2014

I am honored to be chosen to speak at the SharePoint Saturday Sacramento (#SPSSAC) event, on May 31 of this year; just a couple weeks away.

I will be speaking on the topic of Records Management and how to accomplish Records Management tasks using Microsoft SharePoint 2013 technologies.  I will describe what records management is, and demonstrate a number of features that can be used, in SharePoint 2013, to meet your organizations records management initiatives.

There is a great line-up of speakers at this free event.  Take a look here for a list of all the fantastic sessions that will be delivered.

I would like to thank all of those who have given their time to organize this event.  I know what it takes to do so and it is a lot of work.

I would also like to thank the sponsors; without them, this wouldn’t be possible!

If you haven’t already done so, PLEASE REGISTER!

 

SharePoint Saturday Sacramento – May 31, 2014

 

spsevents250x250SHAREPOINT SATURDAY

May 31, 2014

Sacramento

 

The Northern California SharePoint Community is proud to host the 3rd SharePoint Saturday Sacramento

Join fellow SharePoint colleagues in attending over 25 sessions presented by MVPs, MCMs and other SharePoint leaders. Topics include:

  • SharePoint 2013/2010
  • Office 365 / SPO
  • Business Intelligence
  • Case Studies
  • Search
  • Social & Mobile with SharePoint Reporting
  • And more …

This event is FREE and open to the public. Network, learn and immerse yourself in tips, tricks and ideas from leading SharePoint Experts from around the country.

WHERE & WHEN
Patrick Hayes Learning Center
2700 Gateway Oaks Drive
Sacramento, CA 95833

Saturday, May 31, 2014
8:00 AM to 5:00 PM (PST)

REGISTRATION
Registration is required to attend.
http://spssac2014.eventbrite.com

Admission: Free

Continental breakfast, snacks and lunch are included. Parking is free, but space is limited.

Register now at http://spssac2014.eventbrite.com

arma

Northern California ARMA Seminar Panel Member

On March 6, 2014, I will be a panel member at the Northern California ARMA Seminar.  I am honored the Northern California ARMA would invite me to be a panel member and am looking forward to it.

At this seminar, we will be focusing on Records Management and I have been asked to attend and share my experiences with Records Management in SharePoint.

This should be very informative and I hope to see you there!

Register for this Event Here

Who is ARMA?
ARMA International is a not-for-profit professional association and the authority on governing information as a strategic asset.

The association was established in 1955. Its approximately 27,000+ members include information managers, information governance professionals, archivists, corporate librarians, imaging specialists, legal professionals, IT managers, consultants, and educators, all of whom work in a wide variety of industries, including government, legal, healthcare, financial services, and petroleum in the United States, Canada, and more than 30 other countries around the globe.
ARMA International offers invaluable resources such as: •Legislative and regulatory updates
•Standards and best practices
•Technology trends and applications
•Live and Web-based education
•Marketplace news and analysis
•Books & videos on managing records and information
•Global network of 27,000+ information management professionals and more than 10,000 professional members

ARMA International publishes Information Management magazine, the only professional journal specifically for professionals who manage information as part of their job description. The award-winning IM magazine is published bi-monthly and features articles on the hottest topics in information governance today, as well as marketplace news and analysis.

The association also develops and publishes standards and guidelines related to records management. It was a key contributor to the international records management standard, ISO-15489.