6. PRESENTER
JONATHAN RALTON
Senior Information Architect
at BlueMetal Architects
SharePoint IT Pro since 2005
(WSS/SPS)
No code!
Document Management,
Content Management,
Knowledge Management… @jonralton
jonathanr@bluemetal.com
blog.jonralton.net
10. IN THEORY…
WHAT IS… HOW DO THEY RELATE?
Information Architecture
Content Architecture
Taxonomy
Information
Architecture
Content
Architecture
Taxonomy
12. INFORMATION ARCHITECTURE
“the art and science of
structuring, organizing, and labeling
information to help people
find and manage information”
– Peter Morville and Louis Rosenfeld,
Information Architecture for the World Wide Web
13. INFORMATION ARCHITECTURE
1. The structural design of shared information
environments
2. The art and science of organizing and labeling
…to support findability and usability
– Information Architecture Institute
15. CONTENT ARCHITECTURE
1. The specification for a content management
solution
2. A set of activities and outputs for effective
content management
– Cleve Gibbon
17. IN THEORY…
INFORMATION ARCHITECTURE CONTENT ARCHITECTURE
Macro
Overall design of the
information solution and the
user’s experience
Micro
Specific design of how the
documents and other data
are to be organized
21. IN THEORY…
Qualities
Structured
Organized
Methods
Grouping
Classification
Categorization
Goals
Make findable
Make usable
22. IN THEORY…
Engineering a content
architecture is part of your
information architecture
effort
Your taxonomy is an
integral part of your
content architecture
plan
34. CONTENT TYPE
“a reusable collection of:
1. metadata (columns),
2. workflow,
3. behavior, and other
4. settings
for a category of items or
documents in a…list or
document library”
– Microsoft
35. Name Parent Name Group
System #N/A _Hidden
Document Collection Folder Folder _Hidden
System Page #N/A _Hidden
System Page Layout #N/A _Hidden
System Master Page #N/A _Hidden
Audio Rich Media Asset Digital Asset Content Types
Image Rich Media Asset Digital Asset Content Types
Rich Media Asset Document Digital Asset Content Types
Video Rich Media Asset Digital Asset Content Types
Document Item Document Content Types
List View Style Document Document Content Types
Form Document Document Content Types
Picture Document Document Content Types
Master Page Document Document Content Types
Wiki Page Document Document Content Types
Basic Page Document Document Content Types
Web Part Page Basic Page Document Content Types
Link to a Document Document Document Content Types
Dublin Core Columns Document Document Content Types
Document Set Document Collection Folder Document Set Content Types
Folder Item Folder Content Types
Discussion Folder Folder Content Types
Summary Task Folder Folder Content Types
Announcement Item List Content Types
Comment Item List Content Types
Contact Item List Content Types
East Asia Contact Item List Content Types
Event Item List Content Types
Issue Item List Content Types
Item System List Content Types
Link Item List Content Types
Message Item List Content Types
Post Item List Content Types
Reservations Event List Content Types
Schedule Event List Content Types
Schedule and Reservations Event List Content Types
Task Item List Content Types
Page System Page Publishing Content Types
Page Layout System Page Layout Publishing Content Types
Publishing Master Page System Master Page Publishing Content Types
36. CONTENT TYPES – INHERITANCE
Item
Announcement Contact Event Issue Link Post Task
Document
Picture
Folder
Discussion
Document Set
37. CONTENT TYPES – CATEGORIES
Item
Document
Folder
Document
Set
39. CONTENT TYPES – WARNING
DO NOT modify
the out-of-the-box
content types!
40. CONTENT TYPES – CONSIDERATIONS
Where to define (Scope)
Site 1
Site 1.1
Site 1.1.1
Site 1.1.2
Site 1.2 Site 1.2.1
Site 1.3
41. CONTENT TYPES – CONSIDERATIONS
Intranet
Home
IT
Department
HR
Department
Marketing
Department
Sales
Department
Benefits
Team
Compensation
Team
Ad
Development Plan
Invoice
Offer Letter
Performance Review
Purchase Order
Salary Increase Request
Termination Letter
42. CONTENT TYPES – CONSIDERATIONS
Content
Type 1
Content
Type 1.1
Content
Type 1.1.1
Content
Type 1.1.2
Content
Type 1.2
Content
Type 1.2.1
Content
Type 1.3
Hierarchy (Inheritance)
Levels of abstraction
43. CONTENT TYPES – CONSIDERATIONS
Ad
Development Plan
Invoice
Offer Letter
Performance Review
Purchase Order
Salary Increase Request
Termination Letter
44. CONTENT TYPES – CONSIDERATIONS
Document
Ad
Invoice
Offer Letter
Purchase Order
Salary Increase
Request
Termination
Letter
45. CONTENT TYPES – CONSIDERATIONS
Document
HR Document
Offer Letter
Salary Increase
Request
Termination
Letter
Ad
Invoice
Purchase Order
46. CONTENT TYPES – CONSIDERATIONS
Document
Corporate
Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Increase
Request
Termination
Letter
Marketing
Document
Ad
47. CONTENT TYPES – CONSIDERATIONS
Document
Master
Document
Corporate
Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Increase
Request
Termination
Letter
Marketing
Document
Ad
48. CONTENT TYPES – CONSIDERATIONS
Site
Content
Type A
Content
Type A
in List 1
Content
Type A
in List 2
Content
Type A
in List 3
Content
Type A
in List 4
Site vs. Library/List
content types
49. CONTENT TYPES – CONSIDERATIONS
My Document.docx
Document Content Type
My Document.docx
Link to a Document Content
Type
Link-based content types
51. SITE COLUMN
“a reusable column
definition, or template,
that you can assign to
multiple lists across
multiple SharePoint sites”
– Microsoft
52. SITE COLUMNS – TYPES
All Day Event
Audience Targeting
Calculated
Choice
Currency
Computed
Cross Project Link
Date and Time
External Data
File
Hyperlink/Picture
Integer
Lookup
Managed Metadata
Multi-Text
Number
Number of Ratings
Person/Group
Publishing HTML
Publishing Image
Publishing Schedule
End Date
Publishing Schedule
Start Date
Rating (0-5)
Recurrence
Summary Links
System
Text
Yes/No
53. SITE COLUMNS – CONSIDERATIONS
Where to define (Scope)
Site 1
Site 1.1
Site 1.1.1
Site 1.1.2
Site 1.2 Site 1.2.1
Site 1.3
54. SITE COLUMNS – CONSIDERATIONS
Site vs. Library/List
columns
Site
Column
Type A
Column
A in
List 1
Column
A in
List 2
Column
A in
List 3
Column
A in
List 4
55. SITE COLUMNS – CONSIDERATIONS
Choice
Lookup
Managed
Metadata
When to use which type
56. SITE COLUMNS – CONSIDERATIONS
My Column
• My%20Column
My Column
•mycolumn
‘Internal Name’/Static
Name vs. ‘Display
Name’/Title
67. METADATA – PROCESS
1. Identify common elements
2. Identify unique elements
3. Associate at the appropriate level(s) on the
appropriate content type(s)
70. SHAREPOINT BUILDING BLOCKS
CONTENT TYPES SITE COLUMNS
Use to…
Maintain consistency across
libraries and lists
Isolate workflow, policies, and
other settings
Information Management
(Records Management)
Etc.
Use to…
Drive views
Expose via search
Drive reports
Preserve information
Trigger workflow
Etc.
72. TAXONOMY/CONTEXT – USES
Leverage security (List, Site)
Differentiate list-based workflows (List)
Segregate content (List, Site, Site Collection)
Facilitate geographic placement (Farm)
Control versioning (List)
Account for alternate authentication method(s) (Web
Application)
Account for encryption (Web Application)
Etc.
73. TAXONOMY/CONTEXT – APPROACH
1. Determine what content is needed where
2. Associate at the appropriate level(s) with the
appropriate container(s)
74. TAXONOMY/CONTEXT – CONSIDERATIONS
The content that will be stored as items
The site and list/library columns that will identify, qualify, and
differentiate those items from each other
The content types that will help maintain appropriate metadata,
workflow, behavior, and other settings for different kinds of items
The lists/libraries that will segregate those items within the sites
The sites that will contain those lists/libraries
The site collections that will contain those sites
The content databases that will house those site collections
The web applications that will contain those site collections
The farms that will host those web applications
75. SITE TEMPLATES
Assets Web Database
Basic Meeting Workspace
Basic Search Center
Blank Meeting
Workspace
Blank Site
Blog
Business Intelligence
Center
Charitable Contributions
Web
Contacts Web Database
Custom
Decision Meeting
Workspace
Document Center
Document Workspace
Enterprise Search Center
Enterprise Wiki
FAST Search Center
Group Work Site
Issues Web Database
Multipage Meeting
Workspace
Personalization Site
Projects Web Database
Publishing Site
Publishing Site with
Workflow
Records Center
Social Meeting
Workspace
Team Site
Visio Process Repository
76. LIBRARY TEMPLATES
Asset Library
Dashboards Library
Data Connection
Library
Document Library
Form Library
Picture Library
Record Library
Report Library
Slide Library
Wiki Page Library
77. LIST TEMPLATES
Announcements
Calendar
Contacts
Custom List
Custom List in Datasheet
View
Discussion Board
External List
Import Spreadsheet
Issue Tracking
Links
PerformancePoint Content
List
Project Satisfaction Survey
Project Tasks
Status List
Survey
Tasks
92. KEY SHAREPOINT LIMITS
Boundary: Static limits that cannot be
exceeded by design
Threshold: Configurable limits that can be
exceeded to accommodate specific
requirements
Supported: Configurable limits that have been
set by default to a tested value
93. KEY SHAREPOINT LIMITS
Limit Limit Type SharePoint 2010 SharePoint 2013
Farm
Content Databases Supported Not Specified 500
Site Collections Supported Not Specified 500,000 Personal Sites
250,000 Non-Personal Sites
Web Application
Content Databases Supported 300 Not Specified
Site Collections Supported 250,000 Not Specified
Content Database
Size Supported 200 GB – 4 TB 200 GB – 4 TB
Site Collections Supported 5,000 10,000 Total Sites
2,500 Non-Personal Sites
Items Supported 60,000,000 60,000,000
94. KEY SHAREPOINT LIMITS
Limit Limit Type SharePoint 2010 SharePoint 2013
Site Collection
Sites Supported 250,000 250,000
SharePoint Groups Supported 10,000 10,000
Users Supported 2,000,000 2,000,000
Site
Subsites Threshold 2,000 2,000
Lists or Libraries 5,000 Not Specified
Blog Posts Supported 5,000 5,000
Blog Comments Supported 1,000 1,000
95. KEY SHAREPOINT LIMITS
Limit Limit Type SharePoint 2010 SharePoint 2013
List or Library
Items Supported 30,000,000 30,000,000
Items in a Folder 5,000 Not Specified
Items in a View Threshold 5,000 5,000
Joins in a View Threshold 8 8
Unique Security Scopes Threshold 50,000 50,000
Columns Threshold 276 Single Line of Text
192 Multiple Lines of Text
276 Choice
72 Number
72 Currency
48 Date and Time
96 Lookup
96 Yes/No
96 Person or Group
138 Hyperlink or Picture
48 Calculated
94 Managed Metadata
276 Single Line of Text
192 Multiple Lines of Text
276 Choice
72 Number
72 Currency
48 Date and Time
96 Lookup
96 Yes/No
96 Person or Group
138 Hyperlink or Picture
48 Calculated
94 Managed Metadata
96. KEY SHAREPOINT LIMITS
Limit Limit Type SharePoint 2010 SharePoint 2013
Document
Size Boundary 2 GB 2 GB
Major Versions Supported 400,000 400,000
Minor Versions Boundary 511 511
Coauthoring Concurrent Editors Threshold 10 10
Page
Web Parts Threshold 25 25
Security
SharePoint Groups per User Supported 5,000 5,000
Active Directory Groups or Users
per SharePoint Group
Supported 5,000 5,000
97. LINKS
SharePoint 2010 SharePoint 2013 SharePoint Online
Resources for IT
Pros
bit.ly/SP10-
Resources
bit.ly/SP13-
Resources
bit.ly/SPO-
Resources
Features and
Editions
bit.ly/SP13-Service bit.ly/SPO-Service
Limits and
Boundaries
bit.ly/SP10-Limits bit.ly/SP13-Limits bit.ly/SPO-Limits
SharePoint Maturity Model www.sharepointmaturity.com
Guidance for Modifying Pre-Defined Taxonomy bit.ly/17KHAuw
Discontinued Features and Functionality bit.ly/1bhrLKr
98. LINKS
My Knowledge Management (KM) Resources Click Here
My Enterprise Content Management (ECM) Resources Click Here
My Web Content Management (WCM) Resources Click Here
My SharePoint Resources Click Here
My Records Management Resources (RM) Click Here