IRMS014 – Andrew Warland gives a SharePoint case study

Andrew Warland is information architect at UnitingCare NSW.ACT,  which is the largest provider of aged care services in the State of New South Wales, Australia.

Andrew has helped UnitingCare to implement SharePoint 2010 for document management and collaboration.   They set up different SharePoint web applications for different purposes including web applications for:

  • their intranet
  • team sites (the main area for day to day document management and collaboration)
  • project sites (similar to team sites but for projects that involve cross team collaboration)
  • apps (where specific lists and libraries have been designed for specific processes, including instances where they have used infopath to design specific forms)

In this podcast Andrew talks us through the information architecture choices that UnitingCare have made for the governance of their team sites and project sites, including their decisions:

  • to have a shallow site structure, with each site collection only allowed one-level of sub-site
  • to use the out-of-the box ‘document’ content type for most libraries, rather than set up multiple content types
  • to disable the use of folders within document libraries
  • to set document libraries to be relatively limited in scope
  • to set libraries so that they can be closed at a certain point (many of their libraries are set up to be closed at the end of a calendar year and a new library opened to cover the following year)
  • to use libraries rather than content types as the basis for retention
  • not to use the SharePoint records centre

Andrew talks about the rationale behind these decisions;  how he has gone about incorporating a business classification scheme into the SharePoint envirionment, and his thoughts on how UnitingCare will go about applying retention rules in phase 2 of the project

Andrew was interviewed by James Lappin on 22 April 2014

Play the podcast:

[audio ]

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