Expert Webinar Series 5: "De-mystifying Content Types - Four Key Content Types to Leverage"
- 1. Session 5: Demystifying Content Types: Four Key Content Types to Leverage
- 2. Welcome John Challis Jill Hannemann CEO/CTO Principal john@conceptsearching.com jhannemann@ppc.com Don Miller VP of Business Development donm@conceptsearching.com 2
- 3. About Concept Searching • Company founded in 2002 • Product launched in 2003 • Focus on management of structured and unstructured information • Technology • Delivered as a web service • Automatic concept identification, content tagging, auto- classification, taxonomy management • Only statistical vendor that can extract conceptual metadata • 2009 and 2010 ‘100 Companies that Matter in KM’ (KM World Magazine) and Trend Setting product of 2009 and 2010 • Authority to Operate Enterprise wide USAF and Enterprise wide NETCON US Army • Locations: US, UK, & South Africa • Client base: Fortune 500/1000 organizations • Managed Partner under Microsoft global ISV Program - “go to partner” for Microsoft for auto-classification and taxonomy management • Microsoft Enterprise Search ISV , FAST Partner • Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifier, conceptClassifier for SharePoint, contentTypeUpdater for SharePoint 3
- 4. About PPC 1,200-person multi-disciplinary team of Energy/Environment Green strategies for government scientific & technical experts and industry: Scientific subject matter experts Air quality and climate change Systems engineers and architects Greenhouse gas reduction Policy and regulatory specialists Carbon management Project management professionals Environmental risk mitigation Certified Information technology experts Environmental impacts of transport Security professionals Information and data management Information Management Infrastructure Master Data Management and Data Systems Engineering and Technical Governance Assistance (SETA) Business Intelligence Capability Maturity Model Adaptive Data Warehousing Integration (CMMI) Enterprise Architecture Earned Value Management Infrastructure Systems Engineering Configuration Management Knowledge Management Technical and Advisory Support Portal Solutions Independent Verification & Enterprise Content Management Validation (IV&V) IT Optimization/Virtualization 4
- 5. Agenda • Welcome and Introductions • Definition: Content Types • Why Use Content Types? • Anatomy of a Content Type • Four Key Content Types • Developing New Content Types 5
- 6. What are Content Types? This is a content type. Content Type: a reusable collection of settings to be applied to a certain category of content. 6
- 7. Why Use Content Types? • Centralized management of content in a meaningful way • Improve the user experience for content creation and management • Improve the search, browse, or filtering experience for content retrieval • Ensure proper metadata fields are being applied to a specific type of content 7
- 8. Business Cases • Company A – Creates team sites for all projects: encourages staff to build upon past work – The ‘Approved Project Deliverable’ content type was developed with metadata columns of author, technical expertise, and approved date • Company B – Internal policies are published through department sites – To increase the efficiency, a ‘Policy’ content type was developed 8
- 9. Anatomy of a Content Type • Site Settings > Galleries > Site Content Types 9
- 10. Anatomy of a Content Type • Out of the box Parent content types provide a template to creating new content types • Create your own groups for better organization 10
- 11. Anatomy of a Content Type • Default parent content types can include: – Documents – Lists – Document sets – Article pages – Publishing pages – Folders – Custom content types 11
- 12. Anatomy of a Content Type • Edit Settings: – Document template – Workflow – Policy and Audit Settings – Metadata Columns • Term Sets 12
- 13. Four Key Content Types Company Document Sensitive Information Records Policy 13
- 14. Company Document • Replaces the generic “document” content type that is applied to every library • Enforce global metadata across site collection • Basic metadata fields applied – Ideally managed metadata columns 14
- 15. Sensitive Information • Used for documents that include sensitive information such as: – Personally Identifiable Information – Health Information Privacy (HIPAA) – Security Classifications • Control access and security • Apply workflow and document management • Manage search and retrieval 15
- 16. Records • Documents or artifacts requiring a schedule for retention • Apply workflow against content type to enact schedule • Apply metadata to manage a record throughout its lifecycle • Records center consumes content types for retention schedules, organization, and auditing 16
- 17. Policy • Sharing Policies: one of the most valued uses of an intranet1 • Allow users to find policies housed throughout the SharePoint sites • Enable aggregation of all policies • Indicate specific metadata such as: – Department of ownership – Version – Expiration Date Source: World Wide Intranet Challenge Survey, 2011. 17
- 18. Developing New Content Types • Content types should be considered as a solution if they: – Improve the user experience for content creation and management – Improve the search, browse, or filtering experience for content retrieval – Ensure proper metadata fields are being applied to a specific type of content 18
- 19. Developing New Content Types Define New Content Type Apply Will content changes to type be root site reused in collection many lists or content type libraries? Apply content Build content type to type at root appropriate site collection lists or level libraries 19
- 20. Best Practices • Apply structure to unstructured content • The greater likelihood for reuse, the greater the use case for the content type • Build at the root level of the site collection • Content types can also be synchronized with other site collections for reuse • Changes made to the content type will propagate to the lists and libraries where the content type is in use • Use content types to implement governance 20
- 21. Concept Searching Demo John Challis, Founder johnc@conceptsearching.com Don Miller, VP of Business Development (408) 828-3400 donm@conceptsearching.com 21
- 22. Concept Searching Demo • Demonstration of automatically updating Content Types • Demonstration of automatic application of policies 22
- 23. Webinar Series Recap Designing Taxonomy and Metadata for SharePoint: May 18th - 11:30am-12:30pm EST Learn core principles behind designing a business taxonomy and metadata schema that will provide the foundation for SharePoint information architecture. Explore how the schema can be translated into a tool such as conceptClassifier for SharePoint and the benefits of automatic content tagging from the schema. Business taxonomies organize unstructured and distributed content into a consistent, structured schema; presenting a 'big picture' of enterprise information. Business taxonomies can also enrich the capabilities of search tools and can be used to drive business processes. We will also discuss why business taxonomy is becoming such an integral component to any SharePoint 2010 deployment and how metadata and taxonomies can be used to improve not only search, ut records management, compliance, and data privacy challenges. Designing Information Architecture for SharePoint: Making Sense in a World of SharePoint Architecture: June 29th - 11:30am-12:30pm EST Initial configuration of SharePoint 2010 information architecture can seem daunting navigating between collections, sites, lists, libraries, and web parts. This session will discuss how to implement a taxonomy and metadata schema to begin the functional planning of how users will interact with the various elements set up within a SharePoint environment. We also look at the out of the box functionality around the SharePoint 2010 Term Store and when to use a Third-Party tool such as Concept Searching’s conceptClassifier for SharePoint to drive value and deliver a superior end user experience. Leveraging Taxonomy Term Store for SharePoint: Defining a Multi-taxonomy Structure for Content Management: August 10th - 11:30am-12:30pm EST This webinar will focus on providing strategy and best practices to designing a taxonomy and metadata schema to work with the Term Store for SharePoint 2010. There are a number of ways to manage content by leveraging this new service, whether the intent is for social collaboration or rigid categorization. PPC will review the different strategies you may take to leverage the Term Store effectively and in a manner that suits the business objectives and culture of your organization. We also review the difference between proprietary taxonomy solutions that replace the term store and those that integrate natively with the term store and why that is important to both end users and the Enterprise. Concept Searching will demonstrate their Term Store integrated Taxonomy and Auto-Classification solution that leverage PPC’s strategy and best practices. SharePoint Governance: Managing Content Sprawl: September 14th - 11:30am-12:30pm EST Once deployed within your company, SharePoint's popularity has the potential to become viral. This session will focus on how to apply a governance strategy against the SharePoint sites and objects, and how best to manage user expectations for leveraging SharePoint within your company. We also look at how using Concept Searching’s Concept Classifier for SharePoint you might automate much of the process designed to deliver a consistent user experience at retrieval time using taxonomy and automatic content tagging. Furthermore we explore using the tool to apply your Governance strategy to identify and lock down sensitive information such as PII from being published on uncontrolled portals. 23
- 24. Questions & Answers 24
- 25. Thank You John Challis Jill Hannemann CEO/CTO Principal john@conceptsearching.com jhannemann@ppc.com Don Miller VP of Business Development donm@conceptsearching.com 25
- 26. Webinar Series 2012 Next PPC and Concept Searching webinar series coming soon in early 2012. Bringing you more expert advice and best practices in metadata and information management for SharePoint 2010. 26