Information Architecture
Modernized a 10‑Year Learning Ecosystem Through Structured Governance & SharePoint Architecture
Overview
The learning ecosystem had grown for more than a decade without structured oversight. The learning management system (LMS) contained thousands of courses that had never been reviewed, and the newly adopted SharePoint environment had been used as a simple file dump, resulting in more than 90,000 unorganized files in a single document library.
I led a multi-phase initiative to bring order, governance, and long-term sustainability to both systems by establishing clear processes, building a scalable SharePoint architecture, and partnering closely with program owners across Learning & Development.
The Challenge
- LMS contained 10+ years of outdated, unreviewed content
- No metadata, ownership, or content lifecycle management
- SharePoint had a single document library with 90,000+ deeply nested files
- Teams were unfamiliar with SharePoint’s capabilities
- No review processes or governance
- Required cooperation across multiple teams over which I did not have formal authority
The organization needed a solid SharePoint architecture, a comprehensive LMS metadata structure, and clear governance to deliver a modern, reliable learning experience.
Approach
My approach centered on collaboration, structure, and repeatable processes. I partnered with program owners, directors, and technology teams to build systems that were easy to adopt, simple to maintain, and aligned with organizational goals.
01
Comprehensive LMS Audit & Reduction
Conducted a full audit of LMS content and met one-on-one with program owners to review the project and their content. Developed a clear review framework and trained owners on how to evaluate content. Reduced active courses by 50%, removing outdated and redundant materials. Coordinated with program owners to secure original source files from vendors so we would have full access to all content.
02
Metadata Strategy & Content Structure for LMS
Built a comprehensive metadata model including categories, topics, skills, audience, accessibility status, maintenance schedule, owner team, provider (in-house vs. vendor), and source file location. Worked directly with program owners to populate a large metadata workbook, which was later imported into the LMS to create organization where none existed.
03
SharePoint Architecture Built from the Ground Up
Redesigned SharePoint from a dumping ground into a structured, scalable digital collaboration space. Created a Learning and Development parent site with Meet the Team profiles, a library of resources and templates, quick links, news, and a Center of Excellence. Designed a site template deployed across the function-specific sites (Corporate Learning, Commercial Learning, Brands & Hotel Operations, Learning Experience, and Leadership & Development), each with three document libraries to maintain content lifecycle and purpose. The sites also included quick links, time zones for corporate offices, team members, and the ability to create lists and pages as needed.
04
Project Management Office (PMO) Site Design
Built a dedicated PMO site with project-specific pages with document libraries, launch countdowns, timelines, objectives, and team members, giving PMO a centralized, organized space to manage active projects. Redesigned the PMO homepage to organize templates and resources by project phase and to highlight quick links, guides, and training videos.
05
File Cleanup, Migration & Organization
Partnered with each team to restructure content, build folder structures, archive and delete outdated files, and ensure LMS course metadata included a link to SharePoint source files. This work significantly improved findability and reduced operational friction.
06
Governance, Retention & Quarterly Review Processes
Developed governance including file management guidelines, quarterly review processes, rules for archiving and deleting content, version history reviews and training, and SharePoint best practices. Worked with the LMS technology team to implement an LMS review process and intake forms, ensuring both systems stayed aligned.
07
Driving Adoption Through Training & Support
Met individually with site owners and program leaders to train them on SharePoint capabilities, demonstrate version history and file management, build confidence in using their new sites, and reinforce best practices and governance standards. This hands-on support was critical to long-term adoption.
Results
- Reduced LMS content by 50%, improving accuracy and relevance
- Created a fully governed, metadata-driven LMS structure
- Transformed SharePoint from a 90,000-file dumping ground into a scalable, organized, digital collaboration space
- Increased findability, collaboration, and user adoption across all L&D teams
- Established long-term governance processes that kept LMS and SharePoint content in sync
- Enabled PMO to manage projects through structured pages and libraries
- Ensured the organization retained access to all vendor-developed source files
Next case study: Optimized the Learning & Development Intranet Through Structured Architecture, Cross‑Platform Migration, and Sustainable Governance