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: nick.inglis@optismo.comwww.NickInglis.com | www.Optismo.com | www.InfoGovCon.com

What Is Infrastructure?• Collins English Dictionary:

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

SharePoint Infrastructure

SharePoint Infrastructure• Farm

SharePoint Infrastructure• Farm• Web Applications

Web Applications

SharePoint Infrastructure• Farm• Web Applications• Site Collections

Web Applications

Site Collections

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

Web Applications

Site Collections

SharePoint Infrastructure

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

Databases Solutions Service Applications Alternate Access Monitoring Security Timer Jobs

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.”

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

Building IA & Sustaining It

Plan Deploy Sustain

Planning Information Architecture

• Goals of IA

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

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

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

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

Containers

Containers• Containers are structured hierarchically

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

through the hierarchical structure

through the hierarchical structure• Site Collections > Sites > Libraries

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

Content Types

Content Types• Content Types are selected upon upload of a

piece of content into SharePoint

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

associated

associated• Content types are hierarchical

Taxonomy

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

Metadata

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

Structure of SharePoint IA

Types Metadata

Content Organizer Workflow Records

Centers

In Place Records

Management

Multi-stage retention

Automated Disposition

eDiscovery & Litigation

Underlying Processes To Align With Business Requirements

Example

Types Metadata

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;

Planning SharePoint IA

Planning SharePoint IA• Plan Your Site Collections & Site Hierarchy

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

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

Plan Your Site Collections & Sites

• Should support Navigation

• Should support Navigation• Should be logical to Users

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

Provisioning

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

Plan Your Content Types

Plan Your Content Types• Should be used to Categorize content

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

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

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

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

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

Manufacturing

Extensible

Operations Manual

Extensible

Marketing

Collateral

White Papers

Extensible

Brochures

Extensible

Contracts

Reseller Contracts

Extensible

Conference Contracts

Extensible

Accounting Reports

Extensible

Manufacturing

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”.

Associated Properties:•Metadata•Name•Created By

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

Manufacturing

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

•Content MAY Be Added

Manufacturing

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

Extensible

Farm Level

Enterprise Content TypeManufacturing

Farm Level

Enterprise Content Type

Site Collection Level

Division Level Content Type

Manufacturing

Specs Operations Manuals

Farm Level

Enterprise Content Type

Site Collection Level

Division Level Content Type

Site Level

Business Unit Content Type

Manufacturing

Extensible Facility Specs

Extensible

Product Specs

Extensible

Operations Manuals

Extensible

Plan Your Metadata

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

of Findability

of Findability• Can be used to apply Workflow

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

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

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

Plan Your Metadata

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

• Identify common information types and required properties.

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).

Plan Your Metadata

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

application needs.

Plan Your Metadata

application needs.• Define term store roles and memberships.

Plan Your Metadata

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

Plan Your Metadata

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

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.

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

Deploying Information Architecture

• Site Structure Is Deployed Through Creation Of Individual Sites

• Should be iterations of Site Templates

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

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

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

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

Sustaining Information Architecture

• Prepare for change

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

user feedback to modify IA over time

user feedback to modify IA over time• Establish IA ownership

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

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

Information Gathering

Foundational Information Guide Strategy Implementation

Planning

What We’ll Cover

Foundational Activities

Planning

What We’ll Cover

Content Design & Structure

Development

People/Roles Security Classificatio

Governance Areas

ISSharePoint

Governance?

Ask 10 experts…ISSharePoint

Governance?get 20 answers.

Why Is That?

Governance is expansive.

Why Is That?

It reaches all parts of an organization.

Why Is That?

It reaches all parts of an organization.

It is approached differently by the many stakeholders.

Why Is That?

Driven by business

requirements

Driven by business

requirements

Content

Design & Structure

Development

People/Roles

Security

Classification

Foundational Information

Guide Strategy

Implementation Planning

Starting Off Right

Foundational Activities Information

Gathering

Guide Strategy

rends Develop

representative user profiles

Align questions to gap analysis

mapping

Gather

1 on 1 interviewing

Surveys

Workshops

rends Develop

mapping

Gather

1 on 1 interviewing

Surveys

Workshops

rends Develop

mapping

Gather

1 on 1 interviewing

Surveys

Workshops

rends Develop

mapping

Gather

1 on 1 interviewing

Surveys

Workshops

rends Develop

mapping

Gather

1 on 1 interviewing

Surveys

Workshops

Gathering

Guide Strategy

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

Assess Maturity

Foundational

Overview Document

Assess Maturity

Foundational

Overview Document

Assess Maturity

Foundational

Overview Document

Assess Maturity

Foundational

Overview Document

Assess Maturity

Foundational

Overview Document

Gathering

Guide Strategy

Foundational ActivitiesTechnology Roadmap

Gap Analysis

Reference Architecture

Guiding Principles

Guide Strategy

Gap Analysis

Guiding Principles

Guiding Principles:Statement(s) Encompassing-

Overall Program GoalsBeliefs & DesiresDesired OutcomesOverarching Theme

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

Guide Strategy

Gap Analysis

Guiding Principles

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

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.

Gathering

Guide Strategy

Document Requiremen

Develop A Business

Case & Gain Approval

Document Requiremen

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

Document Requiremen

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

Document Requiremen

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

Document Requiremen

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

Document Requiremen

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

Document Requiremen

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

Document Requiremen

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

Foundational ActivitiesDevelop

A Business Case & Gain

Approval

Rationale

Productivity

Knowledge Management

Compliance

Risk Management

Legal / Regulatory

Reducing eDiscovery Costs

Improving Findability

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

Approval

Rationale

Productivity

Compliance

Risk Management

Legal / Regulatory

Purpose

Outline Cost Areas

Hardware

Software

Program Execution

Training

Operations

Ongoing Maintenance

Outline Benefits

Dollars saved

Time saved

Cost avoidance

Approval

Rationale

Productivity

Compliance

Risk Management

Legal / Regulatory

Purpose

Outline Cost Areas

Hardware

Software

Program Execution

Training

Operations

Ongoing Maintenance

Outline Benefits

Dollars saved

Time saved

Cost avoidance

Approval

Rationale

Productivity

Compliance

Risk Management

Legal / Regulatory

Purpose

Outline Cost Areas

Hardware

Software

Program Execution

Training

Operations

Ongoing Maintenance

Outline Benefits

Dollars saved

Time saved

Cost avoidance

Governance Areas Content

Design & User

Experience

Development

People/Roles

Security Classification

Content Governance

Develop & Implement Retention

Policies Across All Information

Establish Content Type Structure &

Standardize Metadata (Columns)

Library & List Standards

Site Provisioning

Content

Develop & Implement

Retention Policies Across All

InformationEstablish Content Type Structure &

Library & List Standards

Site Provisioning

Content GovernanceContent

Develop & Implement

Information

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

Content

Develop & Implement

Information

Content Governance

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

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

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

Location•Site

Content Types

Columns / Metadata

Fields

For example:

Content

Develop & Implement

Information

Content Governance

Location•Site

Content Types

Columns / Metadata

Fields

For example:Content uploaded to –Marketing Site

Content

Develop & Implement

Information

Content Governance

Location•Site

Content Types

Columns / Metadata

Fields

For example:Content uploaded to –Marketing SiteOperations Library

Content

Develop & Implement

Information

Content Governance

Location•Site

Content Types

Columns / Metadata

Fields

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

Content

Develop & Implement

Information

Content Governance

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

Content Type Hub

Content Type A

Child Content Type A

Sub Child Content Type A1

EXTENDABLE

Content Type B

Child Content Type B

Content Type C

Content Type D

Content

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

Content Types

Enterprise Site Collection Site

Columns

Term Sets

Global Local

Workflow

OOB Custom

Forms & Document Templates

Information Management

Policies

Auditing Retention

Labeling Print Restrictions

Content

Content Governance

Include your Metadata (Column) Plan

Content

Content Governance

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

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

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

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

Request Evaluated

By Fulfillment

Site Created Based On

Site Template (or

Denied)

Message Sent To

Requestor

Content

Establish Site Provisioning

Content Governance

Design & User

Experience

Development

People/Roles

Design & User Experience

Establish Site Organization

Establish Branding

Establish Site Templates To

Carry Common

Permissions & Functionality

Establish Navigation

Establish Search

Configuration Rules

Establish Branding

Establish Site Templates To Carry Common

Establish Navigation Rules

Establish Search Configuration Rules

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

Project Sites

Marketing

Project Sites

Division B

Sales Initiative

Product Manageme

Additional Sites

HR Site Collection

Executive Site

Collection

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

Establish Branding

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

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

Establish Navigation Rules

Design & User Experience• List appropriate crawl schedule info in Governance

Plan.• Include pre-defined crawl schedule info (based on

Site Provisioning process & Site Templates)

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

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

• What is your policy on when “Best Bets” may be used?

• What external sources of data will be connected with Search?

• Establish a schedule for continuous Search improvement

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

Design & User

Experience

Development

People/Roles

Development Governance

Establish Your

SharePoint Environment

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

Establish Your

SharePoint Environment

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…

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

Development

Environment Rules

Establish your code deployment process(es).

Development

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

Development

Establish (or list) your primary server topology.

Development

Management Plan

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

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

Design & User

Experience

Development

People/Roles

People / Roles

Establish permissions

groups

Establish support channels and roles

Establish group-based

training requiremen

Establish roles in

SharePoint maintenanc

People / Roles

Establish permissions groups

Establish support channels and roles

Establish group-based training requirements

Establish roles in SharePoint

maintenance

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

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

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

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

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

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

People / RolesEstablish Training Requirements by User Group.

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

People / Roles

Establish Group-Based Training Requirements

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

Design & User

Experience

Development

People/Roles

Security

Permissions

Inheritance &

Divergence

Roles For Administration

Hierarchy

Permissions Group Creation Rules

Security

Permissions Inheritance & Divergence

Hierarchy

Permissions Group Creation

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

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

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

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

Security

Hierarchy

Security

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

Security

Hierarchy

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

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

Design & User

Experience

Development

People/Roles

Classification Governance

Establish Consistent

Classification

Establish Content

Type Groups

Managed Metadata Service Rules &

Content Type Hub Rules &

Leveraging The Content

Organizer

Classification

Establish Content Type Groups

Content Type Hub Rules & Use

Leveraging The Content Organizer

Establish classification or naming standards.

Classification

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

Classification

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

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

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

Classification

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

Classification

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

Classification

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

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

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

Classification

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

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

Planning

Content Design & Structure

Development

People/Roles Security Classificatio

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: nick.inglis@optismo.comwww.NickInglis.com | www.Optismo.com | www.InfoGovCon.com

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