Why we care about IAReview 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

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"

Why we do Information Architecture

Information Management Challenges

Abundance 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"

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

What is IAProcess and tools to organize and manage data

Key IA considerations

SharePoint IA Artifacts

SharePoint IA Artifacts

Process transformation with SharePoint IA

Without 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 siteILM 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

Project Implementation Approach

Phase 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

Phase II - Development and Implementation

Tasks

Validate Physical Architecture Build Logical Architecture Records Center, if required

SharePoint Infrastructure to support IA

Deliverables

Phase II - Refinement

Tasks

Test & Validate Search and Navigation

Data Governance to keep Taxonomy relevant all times

Deliverables

Business Effort

40 hours

16 hours

30 hours

8 hours

16 hours

DeliverablesPhase Description Deliverables

Project 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

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.

www.sai-innovations.com