76
1
1
Welcome to the
bull Web BostonO365UserGoupcombull Twitter Bos365 or Bos365bull Yammer YammercomBos365bull Meetup MeetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-
7486768
Meet the Organizers
3
Mike DixonBostonO365
Sr ConsultantWSC
David LozziDavidLozziSolution ArchitectSlalom Consulting
Dimitri Ayrapetovdayrapetov
SP Competency Lead
Cognizant
Enforcing Office 365 identity in Yammer now availableBy enforcing Office 365 identity in Yammer and configuring federated identity in Office 365 admins can achieve single sign-on (SSO) capabilities for all services in Office 365 which includes Yammer This further enables administrators to seamlessly manage Yammer from Office 365As Yammer becomes more tightly integrated within Office 365 we are eliminating the need for administrators to learn and maintain separate tools for YammerWe are removing the Yammer SSO and directory synchronization (DSync) tools starting December 1 2016
httpsblogsofficecom20151118enforcing-office-365-identity-in-yammer-now-available
Archiving third-party data in Office 365 now available in PreviewOffice 365 has released a new Preview feature that lets you import and archive third-party data from social media platforms instant messaging platforms and document collaboration platforms to mailboxes in your Office 365 organization Examples of third-party data sources that you can import to Office 365 include the followingbull Social Twitter Facebook Yammer and LinkedInbull Instant messaging Yahoo Messenger GoogleTalk and Cisco Jabberbull Document collaboration Box and DropBoxbull Vertical industries Customer Relationship Management (such as Salesforce
Chatter) and Financials (such as Thomson Reuters and Bloomberg)bull SMStext messaging BlackBerry
httpsblogsofficecom20151118archiving-third-party-data-in-office-365-now-available-in-previewhttpstechnetmicrosoftcomEN-USlibrarymt621583aspx
O365 innovations in security and complianceCustomer Lockbox and Advanced eDiscovery will be available for customers to purchase starting December 1 2015
Advanced eDiscovery integrates Equivio machine learning predictive coding and text analytics capabilities to reduce the costs and challenges that come along with sorting through large quantities of data for eDiscovery purposes
Customer Lockbox Offers customers full control over access to their data in Office 365 by giving them ultimate approval rights in the very rare instances when a Microsoft engineer must request access to the service such as when troubleshooting a customer issue with mailbox or document contents
Video httpsyoutuberpznIuTGrSAhttpsblogsofficecom20151117office-365-innovations-in-enterprise-security-and-compliance
httpPowerShellOfficecomGet Started Central location for downloading all o365 related PowerShell related modules Tips and videos for people new to PowerShell
Script Samples a collection of PowerShell scripts that including ones that help you establish a connection to your Office 365 environment automate repetitive tasks such as adding multiple users and exporting a list of users
Video httpsyoutubeZVZolY7VIEAhttpsblogsofficecom20151104office-365-admin-updates-from-portal-enhancements-to-powershell
New admin portal
bull The Office 365 Admin Center Preview will start rolling out today to customers who have opted into First Release as well as some of our small business customers
bull Q How do I access the new Office 365 Admin Center Previewbull A If your Office 365 subscription has the new Office 365 Admin Center enabled
you would need to sign in to the Office 365 Admin Center with your Office 365 administrator credentials The preview to the new Office 365 Admin Center can be accessed in the banner at the top of the Office 365 Admin Center dashboard
httpblogsofficecom20150917the-new-office-365-admin-center-preview
Taxonomy
The Main Event
12
Copyright copy 2015 Earley Information Science13 Copyright copy 2015 Earley Information Science
Content Types That Fit Your Content
Thursday November 19 2015
Presented bySeth Maislin Principal ConsultantDigital Transformation amp Information Architecture
sethmaislin
Copyright copy 2015 Earley Information Science14
Object amp Object Attributes
SWITCH PLATEbull heightbull widthbull color palettebull patternbull materialbull design stylebull switchesbull switch typebull ratingbull surge protectionbull screwsbull screw typebull customizablebull price per eabull per packagebull availabilitybull shipping weightbull est arrival datebull max delivery distancebull manufacturerbull country of manufacturebull operational statusbull install statusbull approx installation timebull requires electricianbull US compatibilitybull EU compatibilitybull code compliances
switch plate
switch
gang(the hole in the switch plate)
Copyright copy 2015 Earley Information Science15
Controlled Vocabulary (term store)
ON OFF
OPEN CLOSED
UP DOWN
switch
Copyright copy 2015 Earley Information Science16
Taxonomy Across Multiple Contexts
ON OFF
OPEN CLOSED
UP DOWN
LIGHTED DARK
Copyright copy 2015 Earley Information Science17
Object Attributes in Complex Contexts
Hurray for the Internet of Things
LIGHTED (confirmed)AWAITING INSTRUCTION
SIGNAL RECEIVEDPENDING CONFIRMATION
SCHEDULEDPAIRED UNPAIRED
ACTIVATED BY SENSORNETWORK ERROR
BULB ERRORPASSWORD REQUIRED
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Welcome to the
bull Web BostonO365UserGoupcombull Twitter Bos365 or Bos365bull Yammer YammercomBos365bull Meetup MeetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-
7486768
Meet the Organizers
3
Mike DixonBostonO365
Sr ConsultantWSC
David LozziDavidLozziSolution ArchitectSlalom Consulting
Dimitri Ayrapetovdayrapetov
SP Competency Lead
Cognizant
Enforcing Office 365 identity in Yammer now availableBy enforcing Office 365 identity in Yammer and configuring federated identity in Office 365 admins can achieve single sign-on (SSO) capabilities for all services in Office 365 which includes Yammer This further enables administrators to seamlessly manage Yammer from Office 365As Yammer becomes more tightly integrated within Office 365 we are eliminating the need for administrators to learn and maintain separate tools for YammerWe are removing the Yammer SSO and directory synchronization (DSync) tools starting December 1 2016
httpsblogsofficecom20151118enforcing-office-365-identity-in-yammer-now-available
Archiving third-party data in Office 365 now available in PreviewOffice 365 has released a new Preview feature that lets you import and archive third-party data from social media platforms instant messaging platforms and document collaboration platforms to mailboxes in your Office 365 organization Examples of third-party data sources that you can import to Office 365 include the followingbull Social Twitter Facebook Yammer and LinkedInbull Instant messaging Yahoo Messenger GoogleTalk and Cisco Jabberbull Document collaboration Box and DropBoxbull Vertical industries Customer Relationship Management (such as Salesforce
Chatter) and Financials (such as Thomson Reuters and Bloomberg)bull SMStext messaging BlackBerry
httpsblogsofficecom20151118archiving-third-party-data-in-office-365-now-available-in-previewhttpstechnetmicrosoftcomEN-USlibrarymt621583aspx
O365 innovations in security and complianceCustomer Lockbox and Advanced eDiscovery will be available for customers to purchase starting December 1 2015
Advanced eDiscovery integrates Equivio machine learning predictive coding and text analytics capabilities to reduce the costs and challenges that come along with sorting through large quantities of data for eDiscovery purposes
Customer Lockbox Offers customers full control over access to their data in Office 365 by giving them ultimate approval rights in the very rare instances when a Microsoft engineer must request access to the service such as when troubleshooting a customer issue with mailbox or document contents
Video httpsyoutuberpznIuTGrSAhttpsblogsofficecom20151117office-365-innovations-in-enterprise-security-and-compliance
httpPowerShellOfficecomGet Started Central location for downloading all o365 related PowerShell related modules Tips and videos for people new to PowerShell
Script Samples a collection of PowerShell scripts that including ones that help you establish a connection to your Office 365 environment automate repetitive tasks such as adding multiple users and exporting a list of users
Video httpsyoutubeZVZolY7VIEAhttpsblogsofficecom20151104office-365-admin-updates-from-portal-enhancements-to-powershell
New admin portal
bull The Office 365 Admin Center Preview will start rolling out today to customers who have opted into First Release as well as some of our small business customers
bull Q How do I access the new Office 365 Admin Center Previewbull A If your Office 365 subscription has the new Office 365 Admin Center enabled
you would need to sign in to the Office 365 Admin Center with your Office 365 administrator credentials The preview to the new Office 365 Admin Center can be accessed in the banner at the top of the Office 365 Admin Center dashboard
httpblogsofficecom20150917the-new-office-365-admin-center-preview
Taxonomy
The Main Event
12
Copyright copy 2015 Earley Information Science13 Copyright copy 2015 Earley Information Science
Content Types That Fit Your Content
Thursday November 19 2015
Presented bySeth Maislin Principal ConsultantDigital Transformation amp Information Architecture
sethmaislin
Copyright copy 2015 Earley Information Science14
Object amp Object Attributes
SWITCH PLATEbull heightbull widthbull color palettebull patternbull materialbull design stylebull switchesbull switch typebull ratingbull surge protectionbull screwsbull screw typebull customizablebull price per eabull per packagebull availabilitybull shipping weightbull est arrival datebull max delivery distancebull manufacturerbull country of manufacturebull operational statusbull install statusbull approx installation timebull requires electricianbull US compatibilitybull EU compatibilitybull code compliances
switch plate
switch
gang(the hole in the switch plate)
Copyright copy 2015 Earley Information Science15
Controlled Vocabulary (term store)
ON OFF
OPEN CLOSED
UP DOWN
switch
Copyright copy 2015 Earley Information Science16
Taxonomy Across Multiple Contexts
ON OFF
OPEN CLOSED
UP DOWN
LIGHTED DARK
Copyright copy 2015 Earley Information Science17
Object Attributes in Complex Contexts
Hurray for the Internet of Things
LIGHTED (confirmed)AWAITING INSTRUCTION
SIGNAL RECEIVEDPENDING CONFIRMATION
SCHEDULEDPAIRED UNPAIRED
ACTIVATED BY SENSORNETWORK ERROR
BULB ERRORPASSWORD REQUIRED
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Meet the Organizers
3
Mike DixonBostonO365
Sr ConsultantWSC
David LozziDavidLozziSolution ArchitectSlalom Consulting
Dimitri Ayrapetovdayrapetov
SP Competency Lead
Cognizant
Enforcing Office 365 identity in Yammer now availableBy enforcing Office 365 identity in Yammer and configuring federated identity in Office 365 admins can achieve single sign-on (SSO) capabilities for all services in Office 365 which includes Yammer This further enables administrators to seamlessly manage Yammer from Office 365As Yammer becomes more tightly integrated within Office 365 we are eliminating the need for administrators to learn and maintain separate tools for YammerWe are removing the Yammer SSO and directory synchronization (DSync) tools starting December 1 2016
httpsblogsofficecom20151118enforcing-office-365-identity-in-yammer-now-available
Archiving third-party data in Office 365 now available in PreviewOffice 365 has released a new Preview feature that lets you import and archive third-party data from social media platforms instant messaging platforms and document collaboration platforms to mailboxes in your Office 365 organization Examples of third-party data sources that you can import to Office 365 include the followingbull Social Twitter Facebook Yammer and LinkedInbull Instant messaging Yahoo Messenger GoogleTalk and Cisco Jabberbull Document collaboration Box and DropBoxbull Vertical industries Customer Relationship Management (such as Salesforce
Chatter) and Financials (such as Thomson Reuters and Bloomberg)bull SMStext messaging BlackBerry
httpsblogsofficecom20151118archiving-third-party-data-in-office-365-now-available-in-previewhttpstechnetmicrosoftcomEN-USlibrarymt621583aspx
O365 innovations in security and complianceCustomer Lockbox and Advanced eDiscovery will be available for customers to purchase starting December 1 2015
Advanced eDiscovery integrates Equivio machine learning predictive coding and text analytics capabilities to reduce the costs and challenges that come along with sorting through large quantities of data for eDiscovery purposes
Customer Lockbox Offers customers full control over access to their data in Office 365 by giving them ultimate approval rights in the very rare instances when a Microsoft engineer must request access to the service such as when troubleshooting a customer issue with mailbox or document contents
Video httpsyoutuberpznIuTGrSAhttpsblogsofficecom20151117office-365-innovations-in-enterprise-security-and-compliance
httpPowerShellOfficecomGet Started Central location for downloading all o365 related PowerShell related modules Tips and videos for people new to PowerShell
Script Samples a collection of PowerShell scripts that including ones that help you establish a connection to your Office 365 environment automate repetitive tasks such as adding multiple users and exporting a list of users
Video httpsyoutubeZVZolY7VIEAhttpsblogsofficecom20151104office-365-admin-updates-from-portal-enhancements-to-powershell
New admin portal
bull The Office 365 Admin Center Preview will start rolling out today to customers who have opted into First Release as well as some of our small business customers
bull Q How do I access the new Office 365 Admin Center Previewbull A If your Office 365 subscription has the new Office 365 Admin Center enabled
you would need to sign in to the Office 365 Admin Center with your Office 365 administrator credentials The preview to the new Office 365 Admin Center can be accessed in the banner at the top of the Office 365 Admin Center dashboard
httpblogsofficecom20150917the-new-office-365-admin-center-preview
Taxonomy
The Main Event
12
Copyright copy 2015 Earley Information Science13 Copyright copy 2015 Earley Information Science
Content Types That Fit Your Content
Thursday November 19 2015
Presented bySeth Maislin Principal ConsultantDigital Transformation amp Information Architecture
sethmaislin
Copyright copy 2015 Earley Information Science14
Object amp Object Attributes
SWITCH PLATEbull heightbull widthbull color palettebull patternbull materialbull design stylebull switchesbull switch typebull ratingbull surge protectionbull screwsbull screw typebull customizablebull price per eabull per packagebull availabilitybull shipping weightbull est arrival datebull max delivery distancebull manufacturerbull country of manufacturebull operational statusbull install statusbull approx installation timebull requires electricianbull US compatibilitybull EU compatibilitybull code compliances
switch plate
switch
gang(the hole in the switch plate)
Copyright copy 2015 Earley Information Science15
Controlled Vocabulary (term store)
ON OFF
OPEN CLOSED
UP DOWN
switch
Copyright copy 2015 Earley Information Science16
Taxonomy Across Multiple Contexts
ON OFF
OPEN CLOSED
UP DOWN
LIGHTED DARK
Copyright copy 2015 Earley Information Science17
Object Attributes in Complex Contexts
Hurray for the Internet of Things
LIGHTED (confirmed)AWAITING INSTRUCTION
SIGNAL RECEIVEDPENDING CONFIRMATION
SCHEDULEDPAIRED UNPAIRED
ACTIVATED BY SENSORNETWORK ERROR
BULB ERRORPASSWORD REQUIRED
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Enforcing Office 365 identity in Yammer now availableBy enforcing Office 365 identity in Yammer and configuring federated identity in Office 365 admins can achieve single sign-on (SSO) capabilities for all services in Office 365 which includes Yammer This further enables administrators to seamlessly manage Yammer from Office 365As Yammer becomes more tightly integrated within Office 365 we are eliminating the need for administrators to learn and maintain separate tools for YammerWe are removing the Yammer SSO and directory synchronization (DSync) tools starting December 1 2016
httpsblogsofficecom20151118enforcing-office-365-identity-in-yammer-now-available
Archiving third-party data in Office 365 now available in PreviewOffice 365 has released a new Preview feature that lets you import and archive third-party data from social media platforms instant messaging platforms and document collaboration platforms to mailboxes in your Office 365 organization Examples of third-party data sources that you can import to Office 365 include the followingbull Social Twitter Facebook Yammer and LinkedInbull Instant messaging Yahoo Messenger GoogleTalk and Cisco Jabberbull Document collaboration Box and DropBoxbull Vertical industries Customer Relationship Management (such as Salesforce
Chatter) and Financials (such as Thomson Reuters and Bloomberg)bull SMStext messaging BlackBerry
httpsblogsofficecom20151118archiving-third-party-data-in-office-365-now-available-in-previewhttpstechnetmicrosoftcomEN-USlibrarymt621583aspx
O365 innovations in security and complianceCustomer Lockbox and Advanced eDiscovery will be available for customers to purchase starting December 1 2015
Advanced eDiscovery integrates Equivio machine learning predictive coding and text analytics capabilities to reduce the costs and challenges that come along with sorting through large quantities of data for eDiscovery purposes
Customer Lockbox Offers customers full control over access to their data in Office 365 by giving them ultimate approval rights in the very rare instances when a Microsoft engineer must request access to the service such as when troubleshooting a customer issue with mailbox or document contents
Video httpsyoutuberpznIuTGrSAhttpsblogsofficecom20151117office-365-innovations-in-enterprise-security-and-compliance
httpPowerShellOfficecomGet Started Central location for downloading all o365 related PowerShell related modules Tips and videos for people new to PowerShell
Script Samples a collection of PowerShell scripts that including ones that help you establish a connection to your Office 365 environment automate repetitive tasks such as adding multiple users and exporting a list of users
Video httpsyoutubeZVZolY7VIEAhttpsblogsofficecom20151104office-365-admin-updates-from-portal-enhancements-to-powershell
New admin portal
bull The Office 365 Admin Center Preview will start rolling out today to customers who have opted into First Release as well as some of our small business customers
bull Q How do I access the new Office 365 Admin Center Previewbull A If your Office 365 subscription has the new Office 365 Admin Center enabled
you would need to sign in to the Office 365 Admin Center with your Office 365 administrator credentials The preview to the new Office 365 Admin Center can be accessed in the banner at the top of the Office 365 Admin Center dashboard
httpblogsofficecom20150917the-new-office-365-admin-center-preview
Taxonomy
The Main Event
12
Copyright copy 2015 Earley Information Science13 Copyright copy 2015 Earley Information Science
Content Types That Fit Your Content
Thursday November 19 2015
Presented bySeth Maislin Principal ConsultantDigital Transformation amp Information Architecture
sethmaislin
Copyright copy 2015 Earley Information Science14
Object amp Object Attributes
SWITCH PLATEbull heightbull widthbull color palettebull patternbull materialbull design stylebull switchesbull switch typebull ratingbull surge protectionbull screwsbull screw typebull customizablebull price per eabull per packagebull availabilitybull shipping weightbull est arrival datebull max delivery distancebull manufacturerbull country of manufacturebull operational statusbull install statusbull approx installation timebull requires electricianbull US compatibilitybull EU compatibilitybull code compliances
switch plate
switch
gang(the hole in the switch plate)
Copyright copy 2015 Earley Information Science15
Controlled Vocabulary (term store)
ON OFF
OPEN CLOSED
UP DOWN
switch
Copyright copy 2015 Earley Information Science16
Taxonomy Across Multiple Contexts
ON OFF
OPEN CLOSED
UP DOWN
LIGHTED DARK
Copyright copy 2015 Earley Information Science17
Object Attributes in Complex Contexts
Hurray for the Internet of Things
LIGHTED (confirmed)AWAITING INSTRUCTION
SIGNAL RECEIVEDPENDING CONFIRMATION
SCHEDULEDPAIRED UNPAIRED
ACTIVATED BY SENSORNETWORK ERROR
BULB ERRORPASSWORD REQUIRED
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Archiving third-party data in Office 365 now available in PreviewOffice 365 has released a new Preview feature that lets you import and archive third-party data from social media platforms instant messaging platforms and document collaboration platforms to mailboxes in your Office 365 organization Examples of third-party data sources that you can import to Office 365 include the followingbull Social Twitter Facebook Yammer and LinkedInbull Instant messaging Yahoo Messenger GoogleTalk and Cisco Jabberbull Document collaboration Box and DropBoxbull Vertical industries Customer Relationship Management (such as Salesforce
Chatter) and Financials (such as Thomson Reuters and Bloomberg)bull SMStext messaging BlackBerry
httpsblogsofficecom20151118archiving-third-party-data-in-office-365-now-available-in-previewhttpstechnetmicrosoftcomEN-USlibrarymt621583aspx
O365 innovations in security and complianceCustomer Lockbox and Advanced eDiscovery will be available for customers to purchase starting December 1 2015
Advanced eDiscovery integrates Equivio machine learning predictive coding and text analytics capabilities to reduce the costs and challenges that come along with sorting through large quantities of data for eDiscovery purposes
Customer Lockbox Offers customers full control over access to their data in Office 365 by giving them ultimate approval rights in the very rare instances when a Microsoft engineer must request access to the service such as when troubleshooting a customer issue with mailbox or document contents
Video httpsyoutuberpznIuTGrSAhttpsblogsofficecom20151117office-365-innovations-in-enterprise-security-and-compliance
httpPowerShellOfficecomGet Started Central location for downloading all o365 related PowerShell related modules Tips and videos for people new to PowerShell
Script Samples a collection of PowerShell scripts that including ones that help you establish a connection to your Office 365 environment automate repetitive tasks such as adding multiple users and exporting a list of users
Video httpsyoutubeZVZolY7VIEAhttpsblogsofficecom20151104office-365-admin-updates-from-portal-enhancements-to-powershell
New admin portal
bull The Office 365 Admin Center Preview will start rolling out today to customers who have opted into First Release as well as some of our small business customers
bull Q How do I access the new Office 365 Admin Center Previewbull A If your Office 365 subscription has the new Office 365 Admin Center enabled
you would need to sign in to the Office 365 Admin Center with your Office 365 administrator credentials The preview to the new Office 365 Admin Center can be accessed in the banner at the top of the Office 365 Admin Center dashboard
httpblogsofficecom20150917the-new-office-365-admin-center-preview
Taxonomy
The Main Event
12
Copyright copy 2015 Earley Information Science13 Copyright copy 2015 Earley Information Science
Content Types That Fit Your Content
Thursday November 19 2015
Presented bySeth Maislin Principal ConsultantDigital Transformation amp Information Architecture
sethmaislin
Copyright copy 2015 Earley Information Science14
Object amp Object Attributes
SWITCH PLATEbull heightbull widthbull color palettebull patternbull materialbull design stylebull switchesbull switch typebull ratingbull surge protectionbull screwsbull screw typebull customizablebull price per eabull per packagebull availabilitybull shipping weightbull est arrival datebull max delivery distancebull manufacturerbull country of manufacturebull operational statusbull install statusbull approx installation timebull requires electricianbull US compatibilitybull EU compatibilitybull code compliances
switch plate
switch
gang(the hole in the switch plate)
Copyright copy 2015 Earley Information Science15
Controlled Vocabulary (term store)
ON OFF
OPEN CLOSED
UP DOWN
switch
Copyright copy 2015 Earley Information Science16
Taxonomy Across Multiple Contexts
ON OFF
OPEN CLOSED
UP DOWN
LIGHTED DARK
Copyright copy 2015 Earley Information Science17
Object Attributes in Complex Contexts
Hurray for the Internet of Things
LIGHTED (confirmed)AWAITING INSTRUCTION
SIGNAL RECEIVEDPENDING CONFIRMATION
SCHEDULEDPAIRED UNPAIRED
ACTIVATED BY SENSORNETWORK ERROR
BULB ERRORPASSWORD REQUIRED
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
O365 innovations in security and complianceCustomer Lockbox and Advanced eDiscovery will be available for customers to purchase starting December 1 2015
Advanced eDiscovery integrates Equivio machine learning predictive coding and text analytics capabilities to reduce the costs and challenges that come along with sorting through large quantities of data for eDiscovery purposes
Customer Lockbox Offers customers full control over access to their data in Office 365 by giving them ultimate approval rights in the very rare instances when a Microsoft engineer must request access to the service such as when troubleshooting a customer issue with mailbox or document contents
Video httpsyoutuberpznIuTGrSAhttpsblogsofficecom20151117office-365-innovations-in-enterprise-security-and-compliance
httpPowerShellOfficecomGet Started Central location for downloading all o365 related PowerShell related modules Tips and videos for people new to PowerShell
Script Samples a collection of PowerShell scripts that including ones that help you establish a connection to your Office 365 environment automate repetitive tasks such as adding multiple users and exporting a list of users
Video httpsyoutubeZVZolY7VIEAhttpsblogsofficecom20151104office-365-admin-updates-from-portal-enhancements-to-powershell
New admin portal
bull The Office 365 Admin Center Preview will start rolling out today to customers who have opted into First Release as well as some of our small business customers
bull Q How do I access the new Office 365 Admin Center Previewbull A If your Office 365 subscription has the new Office 365 Admin Center enabled
you would need to sign in to the Office 365 Admin Center with your Office 365 administrator credentials The preview to the new Office 365 Admin Center can be accessed in the banner at the top of the Office 365 Admin Center dashboard
httpblogsofficecom20150917the-new-office-365-admin-center-preview
Taxonomy
The Main Event
12
Copyright copy 2015 Earley Information Science13 Copyright copy 2015 Earley Information Science
Content Types That Fit Your Content
Thursday November 19 2015
Presented bySeth Maislin Principal ConsultantDigital Transformation amp Information Architecture
sethmaislin
Copyright copy 2015 Earley Information Science14
Object amp Object Attributes
SWITCH PLATEbull heightbull widthbull color palettebull patternbull materialbull design stylebull switchesbull switch typebull ratingbull surge protectionbull screwsbull screw typebull customizablebull price per eabull per packagebull availabilitybull shipping weightbull est arrival datebull max delivery distancebull manufacturerbull country of manufacturebull operational statusbull install statusbull approx installation timebull requires electricianbull US compatibilitybull EU compatibilitybull code compliances
switch plate
switch
gang(the hole in the switch plate)
Copyright copy 2015 Earley Information Science15
Controlled Vocabulary (term store)
ON OFF
OPEN CLOSED
UP DOWN
switch
Copyright copy 2015 Earley Information Science16
Taxonomy Across Multiple Contexts
ON OFF
OPEN CLOSED
UP DOWN
LIGHTED DARK
Copyright copy 2015 Earley Information Science17
Object Attributes in Complex Contexts
Hurray for the Internet of Things
LIGHTED (confirmed)AWAITING INSTRUCTION
SIGNAL RECEIVEDPENDING CONFIRMATION
SCHEDULEDPAIRED UNPAIRED
ACTIVATED BY SENSORNETWORK ERROR
BULB ERRORPASSWORD REQUIRED
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
httpPowerShellOfficecomGet Started Central location for downloading all o365 related PowerShell related modules Tips and videos for people new to PowerShell
Script Samples a collection of PowerShell scripts that including ones that help you establish a connection to your Office 365 environment automate repetitive tasks such as adding multiple users and exporting a list of users
Video httpsyoutubeZVZolY7VIEAhttpsblogsofficecom20151104office-365-admin-updates-from-portal-enhancements-to-powershell
New admin portal
bull The Office 365 Admin Center Preview will start rolling out today to customers who have opted into First Release as well as some of our small business customers
bull Q How do I access the new Office 365 Admin Center Previewbull A If your Office 365 subscription has the new Office 365 Admin Center enabled
you would need to sign in to the Office 365 Admin Center with your Office 365 administrator credentials The preview to the new Office 365 Admin Center can be accessed in the banner at the top of the Office 365 Admin Center dashboard
httpblogsofficecom20150917the-new-office-365-admin-center-preview
Taxonomy
The Main Event
12
Copyright copy 2015 Earley Information Science13 Copyright copy 2015 Earley Information Science
Content Types That Fit Your Content
Thursday November 19 2015
Presented bySeth Maislin Principal ConsultantDigital Transformation amp Information Architecture
sethmaislin
Copyright copy 2015 Earley Information Science14
Object amp Object Attributes
SWITCH PLATEbull heightbull widthbull color palettebull patternbull materialbull design stylebull switchesbull switch typebull ratingbull surge protectionbull screwsbull screw typebull customizablebull price per eabull per packagebull availabilitybull shipping weightbull est arrival datebull max delivery distancebull manufacturerbull country of manufacturebull operational statusbull install statusbull approx installation timebull requires electricianbull US compatibilitybull EU compatibilitybull code compliances
switch plate
switch
gang(the hole in the switch plate)
Copyright copy 2015 Earley Information Science15
Controlled Vocabulary (term store)
ON OFF
OPEN CLOSED
UP DOWN
switch
Copyright copy 2015 Earley Information Science16
Taxonomy Across Multiple Contexts
ON OFF
OPEN CLOSED
UP DOWN
LIGHTED DARK
Copyright copy 2015 Earley Information Science17
Object Attributes in Complex Contexts
Hurray for the Internet of Things
LIGHTED (confirmed)AWAITING INSTRUCTION
SIGNAL RECEIVEDPENDING CONFIRMATION
SCHEDULEDPAIRED UNPAIRED
ACTIVATED BY SENSORNETWORK ERROR
BULB ERRORPASSWORD REQUIRED
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
New admin portal
bull The Office 365 Admin Center Preview will start rolling out today to customers who have opted into First Release as well as some of our small business customers
bull Q How do I access the new Office 365 Admin Center Previewbull A If your Office 365 subscription has the new Office 365 Admin Center enabled
you would need to sign in to the Office 365 Admin Center with your Office 365 administrator credentials The preview to the new Office 365 Admin Center can be accessed in the banner at the top of the Office 365 Admin Center dashboard
httpblogsofficecom20150917the-new-office-365-admin-center-preview
Taxonomy
The Main Event
12
Copyright copy 2015 Earley Information Science13 Copyright copy 2015 Earley Information Science
Content Types That Fit Your Content
Thursday November 19 2015
Presented bySeth Maislin Principal ConsultantDigital Transformation amp Information Architecture
sethmaislin
Copyright copy 2015 Earley Information Science14
Object amp Object Attributes
SWITCH PLATEbull heightbull widthbull color palettebull patternbull materialbull design stylebull switchesbull switch typebull ratingbull surge protectionbull screwsbull screw typebull customizablebull price per eabull per packagebull availabilitybull shipping weightbull est arrival datebull max delivery distancebull manufacturerbull country of manufacturebull operational statusbull install statusbull approx installation timebull requires electricianbull US compatibilitybull EU compatibilitybull code compliances
switch plate
switch
gang(the hole in the switch plate)
Copyright copy 2015 Earley Information Science15
Controlled Vocabulary (term store)
ON OFF
OPEN CLOSED
UP DOWN
switch
Copyright copy 2015 Earley Information Science16
Taxonomy Across Multiple Contexts
ON OFF
OPEN CLOSED
UP DOWN
LIGHTED DARK
Copyright copy 2015 Earley Information Science17
Object Attributes in Complex Contexts
Hurray for the Internet of Things
LIGHTED (confirmed)AWAITING INSTRUCTION
SIGNAL RECEIVEDPENDING CONFIRMATION
SCHEDULEDPAIRED UNPAIRED
ACTIVATED BY SENSORNETWORK ERROR
BULB ERRORPASSWORD REQUIRED
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Taxonomy
The Main Event
12
Copyright copy 2015 Earley Information Science13 Copyright copy 2015 Earley Information Science
Content Types That Fit Your Content
Thursday November 19 2015
Presented bySeth Maislin Principal ConsultantDigital Transformation amp Information Architecture
sethmaislin
Copyright copy 2015 Earley Information Science14
Object amp Object Attributes
SWITCH PLATEbull heightbull widthbull color palettebull patternbull materialbull design stylebull switchesbull switch typebull ratingbull surge protectionbull screwsbull screw typebull customizablebull price per eabull per packagebull availabilitybull shipping weightbull est arrival datebull max delivery distancebull manufacturerbull country of manufacturebull operational statusbull install statusbull approx installation timebull requires electricianbull US compatibilitybull EU compatibilitybull code compliances
switch plate
switch
gang(the hole in the switch plate)
Copyright copy 2015 Earley Information Science15
Controlled Vocabulary (term store)
ON OFF
OPEN CLOSED
UP DOWN
switch
Copyright copy 2015 Earley Information Science16
Taxonomy Across Multiple Contexts
ON OFF
OPEN CLOSED
UP DOWN
LIGHTED DARK
Copyright copy 2015 Earley Information Science17
Object Attributes in Complex Contexts
Hurray for the Internet of Things
LIGHTED (confirmed)AWAITING INSTRUCTION
SIGNAL RECEIVEDPENDING CONFIRMATION
SCHEDULEDPAIRED UNPAIRED
ACTIVATED BY SENSORNETWORK ERROR
BULB ERRORPASSWORD REQUIRED
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science13 Copyright copy 2015 Earley Information Science
Content Types That Fit Your Content
Thursday November 19 2015
Presented bySeth Maislin Principal ConsultantDigital Transformation amp Information Architecture
sethmaislin
Copyright copy 2015 Earley Information Science14
Object amp Object Attributes
SWITCH PLATEbull heightbull widthbull color palettebull patternbull materialbull design stylebull switchesbull switch typebull ratingbull surge protectionbull screwsbull screw typebull customizablebull price per eabull per packagebull availabilitybull shipping weightbull est arrival datebull max delivery distancebull manufacturerbull country of manufacturebull operational statusbull install statusbull approx installation timebull requires electricianbull US compatibilitybull EU compatibilitybull code compliances
switch plate
switch
gang(the hole in the switch plate)
Copyright copy 2015 Earley Information Science15
Controlled Vocabulary (term store)
ON OFF
OPEN CLOSED
UP DOWN
switch
Copyright copy 2015 Earley Information Science16
Taxonomy Across Multiple Contexts
ON OFF
OPEN CLOSED
UP DOWN
LIGHTED DARK
Copyright copy 2015 Earley Information Science17
Object Attributes in Complex Contexts
Hurray for the Internet of Things
LIGHTED (confirmed)AWAITING INSTRUCTION
SIGNAL RECEIVEDPENDING CONFIRMATION
SCHEDULEDPAIRED UNPAIRED
ACTIVATED BY SENSORNETWORK ERROR
BULB ERRORPASSWORD REQUIRED
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science14
Object amp Object Attributes
SWITCH PLATEbull heightbull widthbull color palettebull patternbull materialbull design stylebull switchesbull switch typebull ratingbull surge protectionbull screwsbull screw typebull customizablebull price per eabull per packagebull availabilitybull shipping weightbull est arrival datebull max delivery distancebull manufacturerbull country of manufacturebull operational statusbull install statusbull approx installation timebull requires electricianbull US compatibilitybull EU compatibilitybull code compliances
switch plate
switch
gang(the hole in the switch plate)
Copyright copy 2015 Earley Information Science15
Controlled Vocabulary (term store)
ON OFF
OPEN CLOSED
UP DOWN
switch
Copyright copy 2015 Earley Information Science16
Taxonomy Across Multiple Contexts
ON OFF
OPEN CLOSED
UP DOWN
LIGHTED DARK
Copyright copy 2015 Earley Information Science17
Object Attributes in Complex Contexts
Hurray for the Internet of Things
LIGHTED (confirmed)AWAITING INSTRUCTION
SIGNAL RECEIVEDPENDING CONFIRMATION
SCHEDULEDPAIRED UNPAIRED
ACTIVATED BY SENSORNETWORK ERROR
BULB ERRORPASSWORD REQUIRED
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science15
Controlled Vocabulary (term store)
ON OFF
OPEN CLOSED
UP DOWN
switch
Copyright copy 2015 Earley Information Science16
Taxonomy Across Multiple Contexts
ON OFF
OPEN CLOSED
UP DOWN
LIGHTED DARK
Copyright copy 2015 Earley Information Science17
Object Attributes in Complex Contexts
Hurray for the Internet of Things
LIGHTED (confirmed)AWAITING INSTRUCTION
SIGNAL RECEIVEDPENDING CONFIRMATION
SCHEDULEDPAIRED UNPAIRED
ACTIVATED BY SENSORNETWORK ERROR
BULB ERRORPASSWORD REQUIRED
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science16
Taxonomy Across Multiple Contexts
ON OFF
OPEN CLOSED
UP DOWN
LIGHTED DARK
Copyright copy 2015 Earley Information Science17
Object Attributes in Complex Contexts
Hurray for the Internet of Things
LIGHTED (confirmed)AWAITING INSTRUCTION
SIGNAL RECEIVEDPENDING CONFIRMATION
SCHEDULEDPAIRED UNPAIRED
ACTIVATED BY SENSORNETWORK ERROR
BULB ERRORPASSWORD REQUIRED
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science17
Object Attributes in Complex Contexts
Hurray for the Internet of Things
LIGHTED (confirmed)AWAITING INSTRUCTION
SIGNAL RECEIVEDPENDING CONFIRMATION
SCHEDULEDPAIRED UNPAIRED
ACTIVATED BY SENSORNETWORK ERROR
BULB ERRORPASSWORD REQUIRED
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science18
Ecosystem of Systems and People
A B C etc
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science19
Digital Asset Ecosystem
Key QuestionWhich metadata (and metadata values) are required within each system and how do the values get assigned
manufacturer samplesstudio DAM
bull product SKUbull product sizebull product colorbull art direction
bull product SKUbull product sizebull product colorbull inventory locationbull date of shoot
bull product SKUbull model sizebull model typebull date of shootbull studio namebull color profile
bull product SKUbull product categorybull asset typebull asset stylebull campaignbull permissions
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science20
Brainstorming Exercise
What metadata do you want to collect if you are collectinghellip
Invoices
Two ways to get points
Hit if you think of something that everyone else thought of
Miss if you think of something that no one else thought of
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science21
Why Brainstorming Doesnrsquot Work
bull Because yoursquore just reinventing your invoicing system
bull Imagination is not yet your friendBe practical
Good content models are fun to create but often theyrsquore astoundingly impractical
(But then who knows)
(Maybe this time things will be different)
INVOICEbull account namebull project namebull project numberbull invoice datebull due datebull invoice number (global)bull amount owedbull amount paidbull amount overduebull project lead (name)bull mailing addressbull phone numberbull project typebull days until duebull work performedbull skills requiredbull vertical industry bull payment termsbull payment methodbull interest rate for late paymentsbull currencybull deliverables achievedbull milestone achievedbull tool used to generate invoicebull work order numberbull master services agreement numberbull cost of services renderedbull cost of reimbursable expensesbull relevant tax codebull international trade agreement guidelinesbull security level
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science22 Copyright copy 2015 Earley Information Science
Developing Use Cases(better than brainstorming)
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science23
User-Oriented Thinking
Choose an actor andor system
Collect use cases fromndash workshopsndash one-on-one interviewsndash shadowingndash business requirements
documentationndash evidence siftingndash educated guesses
(to be tested later)ndash brainstorming
B dim
inis
hing
val
ue
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science24
Business Use Cases Switch Plates
Actor Action Objective
As a retail buyer I need to select products that match my current deacutecor so I can
maintain the proper aesthetic
As a retail buyer I need to confirm the size and layout of the product so I can to replace what I have today
(eg broken)
As a retail buyer I need to make sure I can get the product by tomorrow so I can finish the job before the
weekend
As a retail buyer I need to buy the less expensive product so I can save money
As a retail buyer I need to know I can return the product if it doesnt work so I can not get stuck with
something I cant use
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science25
Business Use Cases Interpreting
color finish style
depth width heightnumber of switches
inventory statusshipping options
price
warranty return policy
Use cases drivebull metadata amp taxonomy designbull taxonomy valuesbull information architecture amp searchbull persona development
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science26
EIS Use Case Template
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science27
Results of User-Oriented Thinking
RETAIL BUYERbull switch plate values that matter
ndash product depth width heightndash color family color finishndash gangs (ie how many holes)ndash materialndash stylendash configuration (eg toggle)ndash cost shipping costndash availabilityndash return policyndash manufacturer warrantyndash product certifications
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science28
Different Schemas for Different Systems
Once you understand what each user and system requires start thinking about how the tagging gets accomplished
product design tech marketing retail installer
bull sizebull stylebull gangs typesbull color familybull pricing
bull materialbull paint finishbull screw typebull certificationsbull compatibilities
bull categorybull color finishbull featuresbull applicationsbull campaigns
bull stylebull screw typebull gangsbull certificationsbull delivery date
bull sizebull style gangsbull color stylebull compatibilitiesbull price
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science29 Copyright copy 2015 Earley Information Science
Yeah yeah Show me the SharePoint stuff already
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science30
Use as few content types as possible After that content type design is an art (subjective)
Golden Rule
Content types identify mechanical differencesbetween types of assets
Otherwise assets are differentiated by their metadata values
MECHANICS (content types)
PERCEPTION (metadata)
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science31
Would you describe these using the same metadata schema
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science32
Complete List of ldquoMechanicsrdquo
If any of these characteristics are different you probably want to use different content typesbull inclusion of a specific metadata fieldbull rules for assigning values into a metadata fieldbull workflow path andor stepsbull access privilege optionsbull retention guidelines
Not mechanics field names field values use differences
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science33
Reference Document Schema (example)
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science34
Inheriting from Reference Document
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science35
Complete List of Content Types
bull company documentndash Reference Document
bull Project Deliverable Templatebull Checklist or Questionnairebull Guidelines amp Best Practices
ndash project documentbull Execution Control Document (project-specific)bull Groundwork Documentbull Project Background Document
ndash Vendor Documentbull Project Deliverable
ndash Test Project Deliverablebull Team Communication
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science36
Oh right
If you get it wrong you have to start over(You canrsquot change an assetrsquos content type)
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science37 Copyright copy 2015 Earley Information Science
Scenarios for Content Type Decisions
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science38
SharePoint Scenarios
1 Simple model without CTH2 Simple model with CTH3 Workflow model CTH optional4 Complex workflow model with CTH
CTH = content type hub
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science39
1 Simple model without CTH
Nicknames ldquopile of stuffrdquo ldquojust for nowrdquo ldquojunk drawerrdquo ldquomy stuffrdquo
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science40
1 Simple model without CTH
bull Justified when you have NOndash workflow of any kindndash sharing across contextsndash non-default retention policyndash complex thinking
bull Potential featuresndash Localized specializationndash Managed metadatandash Minimal curation footprint
bull Pitfallsndash enterprise searchndash potential reusendash permissions
Note autoclassification fails miserably with resumes
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science41
2 Simple model with CTH
Nicknames ldquoanother one of thoserdquo ldquosame basic thingrdquo
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science42
2 Simple model with CTH
bull Justified when you have NOndash contextual differencesndash customization requirementsndash complex dependenciesndash contextual retention policyndash complex workflow
bull Potential featuresndash Parallel behavior amp processesndash Cross-silo findability amp reusendash Minimal global curation
bull Pitfallsndash desynchronizationndash taxonomic varietyndash proliferation of
optional fields
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science43
3 Workflow model CTH optional
Nicknames ldquolocal compliancerdquo ldquolegal all up in everythingrdquo ldquowaterfallrdquo
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science44
3 Workflow model CTH optional
bull Justified when you have NOndash process exceptionsndash compliance exceptions
bull Potential featuresndash clarity of processndash all content treated equalndash minimal risk exposurendash clear roles clear goals
bull Pitfallsndash indifferent governorsndash process bottlenecksndash exposure in searchndash avoidance behavior
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science45
4 Complex workflow model with CTH
Nicknames ldquoenterprise collaborationrdquo ldquobeing in syncrdquo ldquowaterfallrdquo
exemplary work
training amp templates
sales thought leadership
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science46
4 Complex workflow model
bull Justified when you have NOndash isolated silos (in this context)ndash unified goals or KPIsndash preference for searchndash desire to create from scratch
bull Potential featuresndash broad collaboration efficiencyndash contextual user experiencendash contextual policiesndash planned reuse
bull Cautionsndash search duplicationndash avoidance behaviorndash NIMBY backlashndash enterprise governance
exemplary work
training amp templates
sales
thought leadership
NIMBY = not in my back yard
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science47
4 Complex workflow model
exemplary work
training amp templates
sales
bull delivery doc type
bull industry client
bull work category
bull author
bull exemplar = Y
bull doc type = template
bull name = delivery doc type
bull work category
bull comments
bull salesdoc type
bull industry
bull work category
bull contact name
bull sanitized = Y
bull client
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science48 Copyright copy 2015 Earley Information Science
Tricky Stuff
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science49
Document Types
bull content type vs document type is about mechanics vs perception but therersquos subjectivity
bull To recognize the differences that matter you need to look at your collected use cases What actually matters to your users
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science50
EIS Project Document Types (approx)
CONTENT TYPE DOCUMENT TYPE
project document findings interview guide data model roadmap kickoff deck etc
approved deliverable same as aboveartifacts client artifacts third-party referencesales document NDA SOW account-level docsrich media any pictures audio and videonotes (OneNote content)templates (not stored on project site) template
methodology(not stored on project site) methodology
exemplars (past work)(not stored on project site)
(enterprise search for all project documents where exemplar = yes)
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science51
Term Store and CTH Engagement
You can define content types at the site site collection and enterprise (CTH) levels Search and compliance are biggest influencers
local
Describes one-off ldquoartisanrdquo experiences that are essentially walled off from the rest of the businessEntire design is custom and may be uncurated
common
Describes repeated ldquolily padrdquo experiences that are nearly identical donrsquot connect togetherTerm store used to maintain consistency without losing much independence
shared
Describes modular experiences that together provide enterprise-level synchronizationUtilizes term store and CTH to provide enterprise governance and effective search
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science52
Simultaneously Local Regional Global
bull You have to identify (through use cases) how much global control is required Typical drivers include
ndash compliancendash enterprise searchndash business intelligence
bull Lower-level customizations often are unavailable or unusable in higher-level environments which emphasizes the criticality of broad enterprise thinking
local flexibility
global consistency
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science53
Autoclassification
Three parts to automatic content ingestion and taggingndash content type assignmentndash document type assignmentndash metadata value assignment
Yoursquore doing it right ifContent type assignment is easyDocument type assignment is hardMetadata value assignment is (mostly) easy
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science54
Summary of Best Practices
bull Build a use cases librarybull Mechanics not perceptionbull Create as few content types as possiblebull Logical is better than convenient (inheritance)bull Avoid too many optional fieldsbull Stay machine-knowable
One last bit of advice Identify your default culture
ndash individualistic entrepreneurial spirit fast prototyping silosndash centrist up-front governance easy repeatability search
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science55
Where to begin
bull Who has the findability problembull Which teams arenrsquot talking to each otherbull What new opportunities seem available (or impossible)bull What donrsquot you know What are you assuming
Get the facts and build a Use Case Library
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science56
QampA
Irsquom also available by appointment
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science57
bull Earley Information Science helps organizations establish a strong information architecture and content management foundation
bull Seth Maislinsethmaislinearleycomsethmaislin
Earley Information Science (EIS)Information Architects for the Digital Age
Founded ndash 1994Headquarters ndash Boston MA
wwwearleycom
Thank you
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science58
bull Over 20 years experience with actualizing digital transformation and information management
ndash content and data management
ndash taxonomy and content modeling
ndash information architecture search UX
ndash governance policy and standup
bull Implemented content and knowledge strategy for diverse client basendash Commercial Walmart Consumer Reports Lowersquos Motorola Staples Hasbro VistaPrint
ndash Finance The Hartford JP Morgan Chase Allstate General Growth Properties Mass Mutual
ndash Government amp Nonprofit AARP The Legal Defense Fund (NAACP) Seattle Public Utilities
ndash Professional Services EY KPMG
ndash Publishing Consumer Reports Hachette Book Group
ndash Technology Corning TE Connectivity Philips Healthcare Hewlett Packard Boston Scientific Corp
bull Instructor in taxonomy and content strategyndash Simmons College Graduate School of Library and Information
ndash Bentley University Information Design and Corporate Communication
EIS | Seth Maislin
sethmaislinearleycomsethmaislin
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science59 Copyright copy 2015 Earley Information Science
About Earley Information Science
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science60
EIS | Information Architects for Digital Transformation
bull We organize amp contextualize enterprise information to ndash Optimize the overall customer experiencendash Operationalize data governance best practices ndash Streamline the digital workplace with analytical reportingndash Integrate information across digital platforms
bull We build a roadmap tondash Define the future vision of your digital businessndash Assess your current state of readiness and capabilityndash Bridge the gaps between current state and future vision
bull Then we manage a program to make it happenndash Programs are on-time in-budget data-driven results-oriented ndash We help you to manage change and realize success
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Copyright copy 2015 Earley Information Science61
EIS | A Broad Spectrum of Solutions
B2C Digital Commercebull Product Curation for a World-Class Product Catalog
bull Site Merchandising Taxonomy amp Attribute Design
bull Information Architecture for Shopper Context
B2B Digital Commercebull Product Search amp Findability
bull Product Information Management
bull Product Knowledge Management
Digital Workplacebull Enterprise Content amp Records Management
bull Information Architecture
bull Enterprise Knowledge Management
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
ltPresentationgtYou can stop thinking now
62
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Community eventsEducate
63
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Skype for Biz Users Groupbull Next meeting is unknownbull Check site for datesbull Check site for venuebull meetupcomNew-England-Lync-User-Group
64
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Boston Azure Cloud User Groupbull Next meeting Fourth Thursdaybull Thursday August 27 at 600 PM bull Topic Advanced PowerShell Techniques Making Azure PowerShell AWESOMEbull Location NERDbull Site meetupcomBostonAzure
65
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Boston Area SharePoint Users Groupbull Meets Monthly here Microsoft NERDbull 2nd Wednesdaymonthbull 6-8PMbull wwwBostonSharePointUGorg
66
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Granite State SharePoint User Groupbull Meets Monthly bull Daniel Webster College Nashua NHbull 2nd Thursday of the Monthbull wwwGraniteStateSharePointorg
67
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Granite State SharePoint Saturdaybull October 24 2015bull Radisson Nashua located at 11 Tara Boulevard Nashua NH bull wwwspseventsorgcitynhspsnh2015
68
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Connecticut SharePoint Saturdaybull October 10 2015bull Goodwin College in East Hartfordbull wwwspseventsorgcityctct2015
69
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Rhode Island SharePoint User Groupbull Meets Monthly bull Atrion in Warwickbull 1st Thursday of the Monthbull meetupcomRISPUG
70
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Coming Up
bull November 19 2015 bull Location Slalom Bostonbull Topic Taxonomy and Content Typesbull Presented by Seth Maislinbull Keep in touch
bull Web wwwBostono365UserGroupcombull Twitter Bos365bull Yammer wwwYammercomBos365bull Meetup meetupcomBos365bull LinkedIn LinkedIncomgroupsBoston-Office-365-User-Group-7486768
71
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
How can we help
bull Ideas for future presentations speakersbull Office 365 Newsbull Problems or questions on Office 365
72
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Other Community Announcements
bull Anybody hiringbull Anybody looking for workbull Know of any other good events
73
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Key Resources for Success
bull Office 365 Customer Success Centerbull httpsuccessofficecom
bull Office 365 Learning Centerbull httpssupportofficecomen-USlearnoffice365-for-business
bull Fast Track Deployment amp Adoptionbull httpdeployofficecom
bull Office 365 Technology Blogbull httpblogsofficecomoffice365updates
bull Office 365 Roadmapbull httpofficecomroadmap
bull Microsoft Virtual Academybull httpwwwmicrosoftvirtualacademycom
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Member BenefitsSpecial discounts for members of the User Group
75
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
76
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
77
10 Off OnOffline Courses
USE CODE SPUGBOS
wwwMindsharpcom
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
RaffleTime to win cool stuff
bull (1) Office 365 Home from Microsoftbull $25 Amazon Gift Card from Wellington Street Consultingbull (1) Free OrsquoReilly ebook
78
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
Drink365
Feel free to join us across the street at Firebrand Saints for drinks after the event
Firebrand Saints1 Broadway
79
