The final in our expert webinar series together with Project Performance Corporation.

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
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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
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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
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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
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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.
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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
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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
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9. Anatomy of a Content Type
• Site Settings > Galleries > Site Content Types
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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
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11. Anatomy of a Content Type
• Default parent content
types can include:
– Documents
– Lists
– Document sets
– Article pages
– Publishing pages
– Folders
– Custom content types
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12. Anatomy of a Content Type
• Edit Settings:
– Document
template
– Workflow
– Policy and Audit
Settings
– Metadata Columns
• Term Sets
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13. Four Key Content Types
Company Document
Sensitive Information
Records
Policy
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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
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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
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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
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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.
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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
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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
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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
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21. Concept Searching Demo
John Challis, Founder
johnc@conceptsearching.com
Don Miller, VP of Business Development
(408) 828-3400
donm@conceptsearching.com
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22. Concept Searching Demo
• Demonstration of automatically updating
Content Types
• Demonstration of automatic application of
policies
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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.
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24. Questions & Answers
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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
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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.
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