Top 3 Ways to Manage Orphaned ContentMonday, October 22, 2018
What is Orphaned Content?
Orphaned content is content that doesn’t have any documents linking to it in the portal. This can happen a lot with older content. It’s easy to forget about older content and not remember to link it to new documents within the portal. This makes it difficult to find since there’s nothing in the portal that links to it. Instead of accessing it through a link on another page, you have to know the exact title or URL of the content to be able to find it.
What’s the Problem with Orphaned Content?
Since it’s not easy to find orphaned content, valuable information could get lost in the portal. Unless you search for the specific terms mentioned in the document, you have no way of reaching that content, even if you’re on a related page. This can also create unnecessary work for administrators. If they aren’t aware that the orphaned content already exists in the portal, they will think the portal is missing this information and will recreate a document that is already there. Managing orphaned content is essential to save administrators time and allow users to easily find what they need in the portal. It also boosts SharePoint adoption as users have an easier time navigating in the portal.
Top 3 Ways to Manage Orphaned Content
- Delete it.
Since orphaned content tends to be old, some of your orphaned documents may no longer be relevant or helpful. Or, as previously mentioned, someone may have recreated the document in another place in your portal. In these scenarios, it’s best to delete this content and save space in the portal. This is also helpful to reduce lagging or slow loading because of content overload.
- Update it.
Some of the orphaned content may still be useful and beneficial for SharePoint users. However, new methods or technologies may have been created since it was written. This is why it’s important to read through this content and make updates. Making updates keeps the document relevant for the users reading it and still saves time as you don’t have to write the document from scratch.
- Link it.
After you’ve updated the content, it is crucial that you remember to link it. Find the relevant pages where this content will provide helpful additional information and link to it. Additionally, if you found content that you want to broadcast to the entire organization, you can link to it on the SharePoint homepage or in the message bar. Linking this content is the most important step as it makes it more accessible.
Having relevant information in your SharePoint portal is crucial. Unviewed and unnecessary documents crowd the portal and take up valuable space. Making it a routine to clean out and refresh your portal occasionally will dramatically improve the user experience of your portal. It enables users to easily discover relevant supplemental information. If users have good experiences in the SharePoint portal, they will be more inclined to use the portal as their go-to source for information.
Third-party tools like CardioLog Analytics make discovering orphaned content a breeze. It monitors a variety of useful metrics within the SharePoint portal, including orphaned content, to provide an in-depth view of the environment. It enables organizations to improve intranet usability, drive portal collaboration, boost user engagement, and enhance overall business productivity. The solution is available as an On-Premises or SaaS solution, with the ability to track SharePoint Online (Office 365), SharePoint 2016, 2013, 2010, 2007, Yammer, Sitrion, and other CRM and collaboration tools.
Sign up for CardioLog Analytics’ upcoming webinar to learn more about how to boost SharePoint adoption and productivity.