Originally posted 7/18/2013 on the Inmagic blog
SharePoint seems to be everywhere these days. Many customers have been told by their IT departments that their knowledge management repositories should or will be converted to SharePoint by IT. Many customers are resisting this request, but often find it difficult to make IT understand that SharePoint is not capable of performing some of the functions that are important for managing and organizing content.
This lack of understanding by IT is often due to their “forest”-level view. They sometimes assume that because SharePoint is a text database with integrated search, conversion will be easy. But, as information professionals know, the devil is in the details.
So how should you respond?
The following are examples of the kinds of items that SharePoint implementations often lack and cannot do. This is the “tree”-level view of managing content. The list is not all-inclusive, but covers just a few of the many items that SharePoint lacks and that IT will find very hard or impossible to provide when they “convert” your database out of its legacy home.
- SharePoint does not provide the alpha numeric sorting you need.
|Correct alpha numeric sort||Incorrect SharePoint alpha numeric sort|
- SharePoint will not properly sort items with leading articles.
|Item||Location of correctly sorted item||Location of incorrectly sorted SharePoint item|
|The Personal MBA||Under P||Under T|
|A Scientific Method||Under S||Under A|
- SharePoint does not know how to deal with “fuzzy dates.”
SharePoint is not able to properly sort or search for “fuzzy dates” such as:
- June 2010
- Spring 2011
SharePoint can handle dates in a DD-MM-YYYY format, or “Spring 2011” as text. However, it cannot sort “Spring 2011” so it falls between January 2011 and June 2011.
- SharePoint’s multi-value fields (repeating fields) are very primitive.
In SharePoint, multi-value fields are a “single string, in which the values are separated by special characters.” The field is not sortable.
Information professionals need multi-value fields where:
- The field can be sorted.
- Each entry (value) is treated as if it was not in a repeating field. For example, if you have a book database with a multi-value author field, you need to be able to:
Create “see also” links for each individual author (e.g., find other books by each author).
Use “linked records” that allow each entry to function as a lookup within another database, so that users can see details about each author easily and quickly.
- Each entry can be an individual filter within faceted search results.
- The display of the entries can be carefully controlled. The field should not be treated as a “blob,” for example:
Mark, Twain; Clemens, Samuel
- SharePoint does not support authority control (via a thesaurus) during data entry.
SharePoint is good at many things, but our clients want more precision out of their information management systems. They want a system that understands that some periodicals come with the date of “Spring 2013” and books are often written by multiple authors. Sorting needs to be intelligent; otherwise, users will not find what they seek and the system you have built will not serve its intended purpose.
Virtual teams, including those focused on knowledge exchange, are widespread. There are many effective virtual channels for knowledge sharing.
Team spaces are collaborative workspaces designed for teams to share documents, libraries, schedules, files and other building blocks of knowledge.
An organizational intranet is a key part of a knowledge management program; knowledge managers should be sure to leverage the intranet for KM purposes.
Knowledge managers should incorporate the principles of good usability into the KM system user interface.