Embed Size (px)
Citation preview
Organizing
Information:
Things to Consider
Amber RobertsSr. Legal Analyst
GavilonJune 13, 2015
Background
SharePoint since 2008
Power User
Business User
Evangelist
Self-proclaimed Geek
Does This Sound Familiar?
“I refuse to use SP because it eats my
documents and I can never get them
back out.”
“SP is too difficult to navigate”
“Search doesn’t work.”
“I like my spreadsheets!”
“I spend half of my day responding to
requests for the same information.”
SP is a Platform
You get the most out of it when
combining building blocks to automate
processes, collaborate and share
information
Information is Key The point is to find information quickly after
putting it in the system
Use the system to surface information in
new and relevant ways (charts, graphs,
statistics, filtered views, content rollup)
You can’t find information if
you don’t:
Have a consistent method for entering
information into SharePoint
Tag documents and items with metadata
Use versioning to eliminate duplicates
Delete information when outdated
Archive information and remove particular
sites from search until you can delete them
(inactive records)
Building Blocks Items
Documents
Document Sets - no
folders!
Columns
Content Types
Lists
Libraries
Webparts
Pages
Workflows
Sites
Site Collections
Term Store
Content Type Hub
Tips and Tricks Use a Content Type Hub
Use Managed Metadata (Term Store)
Use Site Columns
Use Site Content Types
Use Consistent Navigation
Default values when you can
Tips and Tricks Continued Consider how you (and your users) plan to
retrieve information prior to building the
system (people fit into different groups of
behavior)
Search
Navigation/Browse
Push
Pull
Turn on versioning AND USE IT!
Tips and Tricks Continued Build retention into all sites, lists and libraries
Review your retention policy/schedule to see
what period applies
After files go inactive, consider moving them
to a record center and removing that site
from search
You can go directly to the site to search, but it
won't clog up results from the Search Center
Real World Examples List
Officer and Director List Entity Summary Information Officer Information
Library Active Draft Archive
Term Store Gavilon Entity Gavilon Location Commercial Segments
Real World Examples
Continued Content Type Hub
Contracts Invoices Policies/Procedures
Forms Contract Request New Vendor Request Check Request
Workflows Create Item in New Site Change Field - Mark Inactive Calculate a Date
Real World Examples
Continued
Webparts
Content Search Query
Views [ME]
Target Audiencing
Dashboards
Contract Admin
File Clerk
Tasks
