SharePoint Information Architecture & Content Remediation Specialist

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Details

Title:   SharePoint Information Architecture & Content Remediation Specialist

Location: Oakland, CA (Hybrid)

Rate: 60 to 65 hourly on 1099

SharePoint Information Architecture & Content Remediation Specialist

Role Summary

We are seeking an experienced SharePoint Information Architecture & Content Remediation Specialist to assess, restructure, and improve existing SharePoint Online environments.

The primary focus of this role is content organization, information architecture, permissions remediation, metadata and classification, and data integrity across existing SharePoint sites containing large volumes of content, deeply nested folder structures, inconsistent organizational patterns, and complex or broken permissions.

This is not a SharePoint tenant administration role. The specialist will operate with Site Collection Administrator (SCA) access and will focus on improvements that can be designed and implemented within the SharePoint site and content layers.

Power Platform will be used selectively to assist with analysis, remediation, validation, and sustainable business processes.

Key Responsibilities

SharePoint Content Assessment & Analysis

·         Assess existing SharePoint sites, document libraries, folder structures, metadata, permissions, and content organization.

·         Analyze large and complex SharePoint content structures to identify patterns, inconsistencies, and opportunities for improvement.

·         Identify deeply nested folder structures, redundant organizational layers, inconsistent naming, duplicate structures, and other information architecture issues.

·         Assess how business users currently organize, locate, access, and manage information.

·         Distinguish legitimate business requirements from structures that have developed organically over time.

·         Document current-state issues and develop practical remediation recommendations.

Information Architecture & Content Restructuring

·         Design improved information architectures for existing SharePoint sites and libraries.

·         Restructure content to improve findability, usability, maintainability, and scalability.

·         Determine the appropriate use of:

·       Document libraries

·       Folders

·       Metadata

·       Content types

·       Views

·       Naming conventions

·       Navigation

·       Site and library structures

·         Reduce unnecessary folder nesting while preserving organizational structures that provide legitimate business value.

·         Develop classification and metadata models that accurately represent the business information being managed.

·         Establish consistent organizational patterns that can be reused across SharePoint sites.

·         Ensure redesigned structures support search, reporting, automation, governance, and future Microsoft 365/Copilot use cases.

Permissions Analysis & Remediation

·         Analyze existing SharePoint permissions at the site, library, folder, and item levels.

·         Identify excessive unique permissions, broken inheritance, inconsistent access patterns, and unnecessarily complex permission structures.

·         Determine the business requirements behind existing access controls before modifying them.

·         Develop remediation strategies that simplify permissions while maintaining appropriate access to business information.

·         Restore inheritance where appropriate and redesign permission structures around sustainable SharePoint security patterns.

·         Reduce reliance on folder- and item-level unique permissions wherever practical.

·         Validate permissions following restructuring or remediation activities.

·         Document exceptions where unique permissions remain necessary.

·         Escalate requirements that cannot be addressed with SCA-level access to the appropriate tenant or platform administrators.

Data Classification, Quality & Integrity

·         Analyze existing content and metadata to determine appropriate classification approaches.

·         Identify missing, inconsistent, inaccurate, or redundant metadata.

·         Establish classification standards and required metadata where appropriate.

·         Develop rules for normalization and standardization of information.

·         Ensure content restructuring does not result in lost files, metadata, permissions, version history, or other required business information.

·         Establish validation and reconciliation procedures for content remediation activities.

·         Maintain traceability between current-state and future-state structures where required.

·         Identify and document remediation exceptions.

Power Platform & Automation

Power Platform is a supporting capability rather than the primary focus of the role.

Use Power Automate, Power Apps, and related Microsoft 365 capabilities where automation can improve information management, data quality, or ongoing sustainability.

Potential use cases include:

·         Metadata validation and enrichment.

·         Automated classification where appropriate.

·         Content routing.

·         Detection or reporting of missing required information.

·         Structured intake processes.

·         Notifications and approvals.

·         Remediation workflows.

·         Data-quality checks.

·         Repeatable content-management processes.

Automation should follow established best practices for maintainability, ownership, error handling, logging, performance, and supportability.

Governance & Best Practices

·         Apply Microsoft 365 and SharePoint best practices to information architecture, permissions, metadata, and content management.

·         Develop repeatable standards and patterns rather than creating one-off solutions for individual sites.

·         Identify architectural or governance risks within existing SharePoint environments.

·         Recommend practical improvements that balance governance with business usability.

·         Design solutions that business teams can maintain after remediation is complete.

·         Document standards, design decisions, remediation approaches, and technical procedures.

Analysis & Technical Execution

·         Independently investigate complex SharePoint content and permissions issues.

·         Perform root-cause analysis rather than treating individual symptoms.

·         Develop multiple remediation options when appropriate and communicate the risks, benefits, effort, and tradeoffs of each.

·         Build proofs of concept to validate restructuring approaches before large-scale implementation.

·         Execute approved remediation activities within SCA-level permissions.

·         Test and validate changes before and after implementation.

·         Clearly identify dependencies requiring SharePoint tenant administrators, security teams, or other platform owners.

Required Skills

·         Advanced hands-on SharePoint Online experience.

·         Strong SharePoint information architecture and content-management experience.

·         Deep understanding of SharePoint permissions, inheritance, SharePoint groups, unique permissions, and access-control best practices.

·         Experience analyzing and restructuring complex SharePoint document libraries.

·         Strong understanding of metadata, content types, libraries, folders, views, and classification.

·         Demonstrated ability to improve deeply nested or inconsistent SharePoint content structures.

·         Understanding of data quality, validation, reconciliation, and integrity principles.

·         Ability to analyze large content environments and identify organizational patterns.

·         Working knowledge of Power Automate.

·         Strong understanding of sustainable automation and SharePoint solution-design practices.

·         Ability to independently investigate problems and recommend practical solutions.

·         Strong technical documentation skills.

·         Ability to work effectively with Site Collection Administrator access without requiring SharePoint Admin Center access.

Preferred Skills

·         Power Apps experience.

·         PowerShell experience.

·         ShareGate experience for analysis, reporting, content movement, and remediation.

·         Experience with large enterprise SharePoint environments.

·         Familiarity with Microsoft Purview concepts and enterprise data-classification practices.

·         Familiarity with Microsoft 365 Copilot and the relationship between content quality, permissions, information architecture, and effective AI experiences.

What Success Looks Like

The successful candidate should be able to receive an existing SharePoint site with thousands of documents, deeply nested folders, inconsistent structures, extensive broken permission inheritance, and limited metadata and independently:

1.        Assess and document the current state.

2.        Understand the business rationale behind the existing structure and access model.

3.        Identify information architecture and permissions problems.

4.        Develop a rationalized future-state structure.

5.        Define appropriate classification and metadata.

6.        Simplify and standardize permissions without compromising required access.

7.        Develop a safe remediation approach.

8.        Use automation where it meaningfully improves efficiency, accuracy, or sustainability.

9.        Validate content and permissions before and after remediation.

10      Document the resulting architecture and standards so the environment remains maintainable.

The goal is not simply to reorganize SharePoint. The goal is to leave each site with cleaner information architecture, understandable permissions, higher-quality data, improved findability, and a sustainable structure that supports the business going forward.