Information Architecture and Organisation of Internal Intranet
Case reference FOI2023/00332
Published 14 March 2023
Request
I am writing to make a Freedom of Information request for information, guidance, protocols or procedures in relation to the way information is organised on your internal intranet.
Specifically, in addition to my previous request, I would also like to request the following information:
1. Information on the overall architecture of your internal intranet, including any documentation or diagrams that illustrate how the intranet is structured.
2. Any information related to the hierarchy or structure of the information on your internal intranet, including any documentation related to the use of folders, sub folders, and other organisational structures.
3. Any guidelines or protocols related to the creation and use of links within your internal intranet, including any documentation related to the use of hyperlinking or cross-referencing.
4. Any information related to the use of templates or other tools for creating content on your internal intranet, including any documentation related to the standardisation of formatting or other stylistic considerations. I would like to receive this information in electronic format, and I am happy to receive it via email or by download from a website.
Response
I am writing to make a Freedom of Information request for information, guidance, protocols or procedures in relation to the way information is organised on your internal intranet.
Specifically, in addition to my previous request, I would also like to request the following information:
1. Information on the overall architecture of your internal intranet, including any documentation or diagrams that illustrate how the intranet is structured.
SharePoint 2016 on premise hosted on Windows 2012 servers. On premise SQL 2016 host the databases. We do not hold any diagrammatical representations of the structure of the intranet / SharePoint sites. Any documentation used to design / create the intranet is publicly available on Microsoft's website as part of the learning materials and best practice documentation. Further details can be viewed via the following link:
Microsoft learning materials and best practice
2. Any information related to the hierarchy or structure of the information on your internal intranet, including any documentation related to the use of folders, sub folders, and other organisational structures.
Please see the attached.
The intranet is a live tool meaning the use and structure can be different for differing 'project sites' as required in any specification. The overall structure of the intranet represents the key business areas of Herefordshire Council that require a wider audience.
Folder and sub-folders are in use for documentation within the Sharepoint environment.
3. Any guidelines or protocols related to the creation and use of links within your internal intranet, including any documentation related to the use of hyperlinking or cross-referencing.
Microsoft Best Practice Plan for Internet, intranet, and extranet publishing sites in SharePoint Server - SharePoint Server | Microsoft Learn is used. This advises that each section should have its own library and links should be created to that library of links. When information sits outside of the section it should be linked to that section where the owner maintains that data.
4. Any information related to the use of templates or other tools for creating content on your internal intranet, including any documentation related to the standardisation of formatting or other stylistic considerations.
A style guide has been designed and approved by the council's Communications Team, please see the attached. The CSS and page structures have been applied accordingly.
Documents
This is Herefordshire Council's response to a freedom of information (FOI) or environmental information regulations (EIR) request.
You can browse our other responses or make a new FOI request.