1. Content Disposition Framework
An EmpFinesseTM Smart Info Service Solution

2. Agenda Disposition Need and Flow Prerequisites Quick Win phase
Detailed Audit phase
Disposition Phase
Sample Community Site Register

3. Need for Disposition Reduce Maintenance overhead
Avoid future migration of unwanted / unused sites
Improve search results
Reducing risk of providing out dated contents
Better Governance
Faster Production release
Higher utilization / good hit count across the farm

4. Disposition Flow Site Register creation
Building Team Support and awareness
Quick Win Phase
Detailed Site Audit Phase
Disposition Phase

5. Site Register Creation
Before data cleansing can begin, a site register should be created (can be maintained in an excel workbook).
The site register would detail all sites within the scope of SharePoint source environment
Following information has to be captured and recorded in site register for each site:
Site URL
Site Title
Listed Site Owner
Business Area
Collaboration/Publishing site
Site Creation Date
Site Last Modified Date (should only include user actions, ignore general farm patches and updates)
Site Size (MB)
PowerShell scripts can be written to extract these site metadata and import into excel template.

6. Building Team Support Establish Champion Network
When number of sites are more, a Champion Network will be required to which tasks can be delegated to. Each business area should have at least one Champion. He /she should also be the SPOC to discuss with legal team on legal clearance to delete a site.
Create Training and support material
Training and support material will be required to help educate site owners and content editors on the data cleansing process.
This material should include a step-by-step guide on how to use all data cleansing resources and assets created as part of the exercise.
This material should be located within a dedicated Data Cleansing Team Site.

7. Quick Win Phase
1 of 3
This Phase should be used to remove any sites that have been abandoned or no longer in use.
A set of qualifying criteria should be used to identify ‘Quick Wins’ sites from the site registry and the appropriate action should be taken to remove them from the environment.
As many sites as possible should be identified and removed as part of the Quick Wins Phase.
When number of sites are relatively small, centrally owned then quick wins decision can be quickly taken through a small workshop

8. Quick Win Phase
2 of 3
This Phase should be used to remove any sites that have been abandoned or are no longer in use.
A set of qualifying criteria should be used to identify ‘Quick Wins’ sites from the site registry. Some typically used criteria are:
Sites that have not been modified in the last 6 months and are less than 4MB in size.
Sites that contain the word ‘Test’ in the URL or title and have not been modified in the last 6 months.
When number of sites are relatively small (typically for publishing portal sites) and centrally owned then quick win decision can be quickly taken through a small workshop
As many sites as possible should be identified and removed as part of the Quick Wins Phase.

9. Quick Win Phase
3 of 3
All such sites identified for permanent delete, should have
a ‘Site Eviction Notice’ placed on every page informing users that this site will be deleted on x date.
Contact information links for site owners / business users to contact, when they wish the site not to be deleted
If a decision is made not to delete any of these sites, they will enter the Detailed Site Audit Phase.
Once all site owners gives an acknowledgment to delete, these sites can be permanently deleted.

10. Detailed Site Audit Phase 1 of 2
The purpose of the site audit is to review all content within a site and identify content that should be migrated or archived.
Site inventory reports should be created for each site to facilitate site audit which should be centrally maintained and accessed through a dedicated Data Cleansing Team Site.
Each inventory report will contain a list of all content within that site including; Pages, Documents, Lists, Rich Media, News Items and Blogs Posts.
Each listed content item will have the following information:
URL
Content Parent Location
Content Type
Content Title
Date Created
Last Modified Date
Views in past 6 months

11. Detailed Site Audit Phase 2 of 2
For each content item, a decision of either ‘Archive’ / ‘Keep’ / ‘Migrate’ must be selected.
Controls and measures should be put in place to flag instances where users choose ‘Keep’ or ‘Migrate’ for large volumes of high risk content. High risk content – determine based on ‘Last Modified Date’ and ‘Views in past 6 months’.
Each site owner should be instructed to manage the review and completion of their sites inventory report by an assigned completion date
Each Champion should be responsible for overseeing the data cleansing activity for all collaboration sites within their Business area. Any difficulty in legal clearance should also be handled by champion.
Training and support material should be provided to educate Users and Champions on best practices to navigate and review content within the reports in an efficient manner.
Progress should be tracked and monitored through a reporting dashboard populated automatically by the actions taken in the site inventory reports.

12. Disposition Phase
Sites which are finally identified to be deleted or archived will be listed down
Simple sites and less in count can be deleted / archived manually through OOTB options
To delete sites through a batch process, PowerShell scripts should be designed to pickup disposition site name from a source file (like csv/xlsx) and delete the site
Similar PowerShells can be written to archive identified sites to another location
Third-party products like Metalogix, DocAve, ControlPoint can also be leveraged.
Exception list has to be prepared where disposition has failed (e.g. parent site attempted to be deleted whereas a child cannot be deleted following a rule) which will have to be handled separately through discussions. Outcome of which can either be to suspend disposition activity for that parent site else to create exception rules to disposition such child sites.
Dispositions which have failed due to some unknown/unplanned issues (e.g. networking issue or tool issue) also have to be recorded and consolidated. Such sites have to retried again after rectifying the core technical issue.

13. Community Site Register
Community site Register would include all publishing content within all communities (including topic sites) within the Intranet. This includes:
• Blog Posts
• Documents
• News articles (they auto expire, but include to view total make up of the community)
• Published Pages
• Rich Media (video files, audio files etc.)
• Wiki pages
Usage report should be created concentrating on two main metrics:
The number of views per piece of content within the reporting period
The amount of time since each piece of content was last updated
Based on the two metrics above, content that has been deemed to be rarely used or not recently updated has been flagged for updating or deletion.

14. Community Site Hierarchy
A typical hierarchy structure should consist of:
• Top level communities→ Each business area represented by a top level community on the
Intranet
• Sub communities→ Under each top level
community sits a wide range of sub communities.
These sub communities represent various
aspects of that business area
• Topic sites→ Within each of these sub
communities sits a wide range of topic sites.
• Published content→ Within these topic sites are
the published content within the Intranet and
analyzed and registered in site register.

15. Detailed Site Register
Status
Description
Flagged
This is the main part of the report. It would contain an overview of the content within the community and also an itemized list of all the flagged content within that community.
Remaining
This tab would lists all of the content within the community that has not been flagged. This tab is to be for reference purposes only.
Reporting
This tab would contain a summary report based on the amount of flagged content addressed. This tab will be used by the team to track progress within the community.

16. Flagged Tab Legend Link to community home page
Community analysis summary graph & data
Chart legend
Flagged content table
Reporting
Count

17. Flagged Content Table
This area would give community owners (or whoever would use the report) an itemized list of
all the flagged content within the relevant community. Each row in the table represents a flagged piece of content.
• Community (Direct Link): This is the community in which all flagged content sits
• Site (Direct Link): This is the topic site in which the content item is placed
• Content Type: This is the content type in question (either blog posts, documents, published pages, rich media or wikis)
• Content Item (Direct Link): This is the specific piece of content in question
• Title: This is the title of the content item if available
• Current Version: This is the version of the content at the time of the report
• Create Date: This is the creation date of the content item
• Last Modify Date: This is the date the content item was last modified
• Months Old: This is the amount of months since the content item was last updated
• Views: This is the amount of views in the reporting period for the content item
• Subject Matter Expert: This is an input field that can be used to input who the SME is for that piece of content.

18. Remaining Tab
This table lets the user view all the content items within
the community that have not been flagged.
The column headings are the same as in the ‘flagged content table’ under the flagged tab and are all filterable.
The table is for reference only as there is no input required on this
tab.

19. Reporting Tab
The reporting tab allows the team to monitor and produce reports based on the progress
made within the communities.
This will be carried out over the last 5 days in each month.
In order for the most current progress to be recorded all reports must be checked in for this period if they have been checked out for editing.
This tab is automatically updated based on the reporting column within the Flagged tab.
There is no input required on this tab from users.
However, users may also view this tab to monitor progress within their community.

20. Top Level Community Summary Sheet
Legends:
a- List of sub communities
b- Total % of flagged content for top level
Community
c- Top level community summary graph and data
d- Community analysis summary graphs and data
This spreadsheet would give a summary of the entire top level community. All sub communities within the top level community are listed along with the % of flagged content

21. Thank You