SharePoint Content Management Bext Practices

SharePoint Search Used To Full Potential!

Automated content tagging and dynamic pages built from managed content
"An Amazon Shopping Cart Like Experience for Your Files"

Taxonomy

Metadata

Search

Lifecycle

Your Files Can Have “The Amazon Shopping Cart Experience”

Imagine your staff being able to search for and filter results based on categories that make sense for the specific content or department. Not finding what they need fast is expensive in terms of wasted time and frustration for moral. SimpleSharePoint's content management experience can assist your corporate content management initiatives so that you and your people don't let valued time go to waste.

Our Search Services Include:

Designing terms and tags
Migrating file shares into SharePoint
Pretagging folders so your staff can drag files into folders and have them automatically tagged
Customizing search results pages
Search customization
Taxonomy roadmaps
Site-level retention policies
Support for searching and exporting content from file shares

SharePoint-Metadata-Consulting Using managed metadata to solve the way a company organizes its information is really the only way to go

Saving in the long-term your time, effort, and money, not to mention the integrity of your company's information management and storage. But for most companies, it's like eating an elephant.

So how do you eat an elephant? One bite at a time. Our services provide expertise to drive the process. Our Taxonomy Creation engagement begins with an initial content audit. We work with you to create taxonomies for the areas identified in the content audit. The final deliverable is a taxonomy specifically created and customized for your organization that will drive your SharePoint search success.

Key Capabilities for Metadata Services

Define your Managed Metadata services instances (term store) and Content Hub
Define if single or multiple term stores are required
Define your term store groups to organize term sets
Define your term sets
Define your terms

SharePoint Metadata Example

Custom Views and Audiences

SharePoint is capable of displaying multiple views to help reduce the need to dig for content. Using metadata - titles, descriptions, groupings, other searchable metadata - will allow users to customize views and find what they are looking for more easily.

We provide SharePoint Consulting services including:

Optimizing security for audiences
AD security groups, SharePoint groups
Security best practices

The Jargon Buster

A tree has a trunk, a trunk has a branch, a branch has another branch and it usually ends with an old adage “and the green grass grows around it.”

When a business has several divisions, the tree structure starts to take on a new shape. An example:

A tree has a trunk (My Business). A trunk has a branch (my division). On the branch, there are a few other things that can easily be classified as Operations (Support) or Development (Creative / Testing). A trunk has another branch (another division), and on it goes…

Managed Metadata and SharePoint’s Term Store provides a person with the functionality to easily understand what SharePoint wants and gives an interface that is not that difficult to learn.

Taxonomy - a formal hierarchy of terms and tags that can be centrally managed in SharePoint's managed metadata hub
Folksonomy - Informal list of ad-hoc tags or terms built up over time
Ontology - Formal representation of knowledge as a set of concepts and the relationships between them
Term Store - a database that houses taxonomies
Term Set - the second level of a taxonomy
Term - (AKA "tag") An element of the defined taxonomy

Search is the one application all your staff already know

It's one of the most powerful features of SharePoint and we can make it work well for you. The ability to crawl multiple systems, discover new content, and map this into a consolidated view is remarkably powerful.

Learn how we can provide secure connectivity to a wide variety of content systems, enabling unified views of all knowledge assets.

Our Search Services

Configure SharePoint to search file shares, or other databases
File Shares migration to SharePoint
Customized Search Page Results per user or department
Configure scopes, best bets, keywords
Tagging and taxonomy setup

Advanced Search Services

We provide these advanced Search Services:

Create a strategy for search and findability
Add external data sources to your search index
Customize the advanced search center template
Add a feedback form to your search results page

Secrets of SharePoint Search

Did you know that SharePoint can help you collect information on what people are searching, and whether those queries return results in the search? Or did you know that you can use SharePoint search to return results right within Microsoft Office? You can get Site and Site Collection analytics in the Site Settings menu of a Site or Site Collection, depending on what level you want data.

SharePoint can search most anything. The Business Data Catalog Services (BCS or BDC), allows SharePoint to access structured data from various enterprise systems. That could be a SAP implementation or just a database inside of SQL Server or an Oracle server. Any data repository that you can connect to with an SQL call or a web service is available to search. You can then expose that data to SharePoint's search engine. This enables users to find data in a database or an enterprise system by simply submitting a query much like they do for content. Then you can retrieve search results and individual records through pre-build web pages in SharePoint. In addition, this allows you to include this data in list columns. No, you don't have to abandon your legacy systems as they can have a facelift via SharePoint search.

SharePoint-Web-Content-Consulting Web Content Management

Content is king. From small copy changes on a website to entire campaigns built and uploaded straight from mobile platforms, the ability to act quickly in extending and protecting brand advocacy gives content creators the authority to manage a live web presence.

Using SharePoint Web Content Management allows maximum flexibility and personalization to satisfy creative departments, without sacrificing the power of automation of template design. Tight lifecycle management allows you to take advantage of a configurable and reusable workflow model, tracking changes and archival. SharePoint can automate many of the processes for managing, protecting, and preserving critical data, and even create retention schedules to manage the entire life-cycle of your organization's digital assets. If you ever need to respond quickly to litigation or audits, you can use self-service eDiscovery to help get what you need immediately without involving IT.

Key Capabilities:

Workflow documentation and approval
Set up a Content Lifecycle Management Process
Work with you to create and use a metadata standard for document tagging
Install and customize SharePoint's Record center
Enable an enterprise-wide taxonomy for meta-data navigation
Enable SharePoint's product catalog (useful for services as well!)
Extensive personalization and support
UI Design, Information Architecture and Analysis
Simple content editor (WYSIWYG interface for business users)

About The Record Center Template

The Records Center is intended to serve as a central repository in which an organization can store and manage all of its records such as legal or financial documents. The Records Center supports the entire records management process, from records collection through records management to records disposition.

The Records Center site template is similar to other SharePoint sites in that it serves as a general repository for documents and enables collaboration among site users. The Records Center site template, however, is a pre-configured site designed specifically to help organizations implement their records management and retention programs. Versioning, auditing, metadata management, eDiscovery, and customizable record routing are built-in features that can help you manage records more effectively.

Note: SharePoint provides the ability to manage records "in place." With in-place records management, you can use any feature available in the Records Center, such as information management policy enforcement, routing, and hold, to manage records on any site.

About The SharePoint Product Catalog

Navigation is Driven by metadata
Content is the focus
Site structure is the focus
Content can be anywhere

Our SharePoint Managed Services

SharePoint is complex and it's natural that organizations can become overwhelmed with all of the possibilities that it provides. That's where a SharePoint consultant comes in. SimpleSharePoint can be your dedicated SharePoint support and advisor to help you through all of the many features that are available.

As SharePoint partners we provide SharePoint managed services so that we can provide expertise on all things SharePoint when you need it.

SharePoint Managed Services

Microsoft Gold Partner SharePoint Consultants