Building a Solid Foundation for SharePoint ECMInformation Architecture

The SharePoint Solution Experts!

SharePoint SaturdaySacramento, CaliforniaMay 31st, 2014

Agenda: Information Architecture

Introductions

What is Information Architecture?

Know Your Limits

Managed Metadata

Site Columns and Content Types

Sites, Lists and Libraries

Information Management Policies

Retention and Disposition

Questions and Answers

Jim Duncan: SharePoint Master

Working with SharePoint since the beginning Published author, editor, multiple case studies Chief Architect and Principal Consultant for ShareSquared Live and work in San Jose, CA Certifications: MCM, MCITP, MCPD, MCTS

What is Information Architecture?

What ‘stuff’ do I have?

Where do I put it?

Who needs it?

How do they find it?

How long should I keep it?

Information architecture (IA) is the art and science of organizing and labeling data including: websites, intranets, online communities, software, books and other mediums of information, to support usability.

-Wikipedia

Information Architecture Elements

Web Application

Site Collection

Site

List Site Column

ContentType

Navigation

Library

Folder Item

Search

Know your limitsContent DatabaseLimit Value NotesItems 60M Documents and list items

Site Collections

5K10K

recommended (half my sites)maximum (my sites)

Size 200GB 4TB

recommendedI/O, planning requirementsarchive scenario ONLY

Site CollectionLimit Value NotesSubsites 250K

Size 100GBsame as Content DB

recommendedif single SC

Source: Software boundaries and limits for SharePoint 2013 http://bit.ly/SP2013Limits

List or LibraryLimit Value NotesFile Size 2GB default upload: 50MB

Items / Documents

30M use folders/views to limit user interface

View Threshold

5K20K

for users (configurable)for admins (configurable)

Major Versions

400K

Lookups 8 per query (configurable)

Security Scope

5K50k

recommended (per list)maximum (per list)

# of Columns

depends on data type

see documentation

Information Architecture Lifecycle

Design

ImplementationDocumentation

Review

Information Architecture Design

Keep it simple Get the point across Use familiar toolsExample...

Managed Metadata Term SetsShareSquared

Job

Business Analyst

Consultant

Designer

Content Editor

Industry

Retail

Manufacturing

Gov’t

…

Offering

Products

Composer

Maestro

…

Services

GamePlan

Mentoring

Consulting

Training

…

Solution

Internet

Intranet

Extranet

…

Technology

Workflow

BI

PowerPivot

…

Navigation

Howe We Can

Help

Where To Start

Assessments &

Planning

...

Resources For

You

Webinars

Events

...

...

Managed Metadata Term SetsShareSquared

Job

Business Analyst

Consultant

Designer

…

Industry

Retail

Manufacturing

Gov’t

…

Offering

Products

Composer

Maestro

…

Services

GamePlan

Mentoring

Consulting

Training

…

Proficiency

Beginner

Intermediate

Advanced

Solution

Internet

Intranet

Extranet

…

Technology

Workflow

BI

PowerPivot

…

Content TypesInheritance

Built-In Content TypesThe Content Types provided by SharePoint will only be used as a starting point for developing our own Content Types. Very few (if any) content items will use the built-in Content Types

Parent Content TypesParent Content Types are used to provide a layer of abstraction from the built-in Content Types while adding new common functionality (e.g. Site Columns, Policies, etc.). They will not be used for actual content items.

Child Content TypesActual content items will use the Child Content Types, adding specific functionality required for that type of item.

Content Type HierarchyItem

S2 Item

Organization

Testimonial

Event

S2 Event

Webinar

Conference

Document

Page

S2 Page

Landing Page

Content Page

Legend:

Parent Content Type

Child Content Type

Built-in Content Type

Content Type HierarchyItem

S2 Item

Organization

Testimonial

Event

S2 Event

Webinar

Conference

Document

Page

S2 Page

Landing Page

Content Page

Legend:

Parent Content Type

Child Content Type

Built-in Content Type

Global Site Columns

For All Content Types

The following Site Columns will be defined and added to all Content Types used on the site.

Name Type NotesFeatured Expert Person

Industry Managed Metadata Multivalued

Job Managed Metadata Multivalued

Offering Managed Metadata Multivalued

Proficiency Managed Metadata Multivalued

Solution Managed Metadata Multivalued

Technology Managed Metadata Multivalued

Global Site Columns

For All Content Types

The following Site Columns will be defined and added to all Content Types used on the site.

Name Type NotesFeatured Expert Person

Industry Managed Metadata Multivalued

Job Managed Metadata Multivalued

Offering Managed Metadata Multivalued

Proficiency Managed Metadata Multivalued

Solution Managed Metadata Multivalued

Technology Managed Metadata Multivalued

For Specific Content TypesThe following Site Columns will be defined and added to specific Content Types used on the site.

Misc. Site Columns

Name Type Used In NotesAttending Person Conference MultivaluedBooth Number Single Line of Text ConferenceConference Website Hyperlink ConferencePresenting Person Conference, Webinar MultivaluedSponsoring Yes/No Conference Are we sponsoring the

conference?Webinar Link Hyperlink WebinarLogo Publishing Image Organization Clickable to WebsiteOrganization Lookup Testimonials Lookup to Organizations ListOrganization Type Choice Organization Customer, Partner, Vendor,

Other, Reseller, AffiliateQuote Multiple lines of text TestimonialsNavigation Term Managed Metadata Landing Page, Content Page

For Specific Content TypesThe following Site Columns will be defined and added to specific Content Types used on the site.

Misc. Site Columns

Name Type Used In NotesAttending Person Conference Multivalued

Booth Number Single Line of Text Conference

Conference Website Hyperlink Conference

Presenting Person Conference, Webinar Multivalued

Sponsoring Yes/No Conference Are we sponsoring the conference?

Webinar Link Hyperlink Webinar

Logo Publishing Image Organization Clickable to Website

Organization Lookup Testimonials Lookup to Organizations List

Organization Type Choice Organization Customer, Partner, Vendor, Other, Reseller, Affiliate

Quote Multiple lines of text Testimonials

Content Type Details

ItemID*TitleAttachmentsContent TypeVersion*Created*Created By*Modified*Modified By*

EventLocationStart TimeEnd TimeDescriptionCategoryAll Day EventRecurrenceWorkspace

S2 EventFeatured ExpertIndustryJobOfferingProficiencySolutionTechnology

WebinarPresentingWebinar LinkConferenceAttendingPresentingSponsoringBooth NumberConference Website

Content Type Details

ItemID*TitleAttachmentsContent TypeVersion*Created*Created By*Modified*Modified By*

EventLocationStart TimeEnd TimeDescriptionCategoryAll Day EventRecurrenceWorkspace

S2 EventJobIndustryOfferingProficiencySolutionTechnologyFeatured Expert

WebinarPresentingWebinar LinkConferenceAttendingPresentingSponsoringBooth NumberConference Website

Sites, Lists and LibrariesHome

Organizations

Organization

Testimonials

Testimonial

Pages

Landing Page

Content Page

Events

Calendar

Webinar

Conference

Webinar Workspaces

Legend:

Site Collection

Subweb

List or Library

Content Type

Sites, Lists and LibrariesHome

Organizations

Organization

Testimonials

Testimonial

Pages

Landing Page

Content Page

Events

Calendar

Webinar

Conference

Webinar Workspaces

Legend:

Site Collection

Subsite

List or Library

Content Type

Information Management Policies Retention Auditing Barcodes Labels

Results

Questions + Answers