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Bulletproof SharePoint Governance

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Nick Inglis

on 19 November 2013

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Transcript of Bulletproof SharePoint Governance

Why Do We Care?
I manage paper records.
I manage all paper-based information.
I only manage records, paper and electronic.
The Times They Are A Changing
Technology will play a large role in the future of your career.
Technology can solve many major problems that organizations are struggling with, but not ALL of them.
You need to reposition yourself as an information problem solver.
If It Isn't Automated, It Isn't Happening
Why So Serious?
Lawsuits aren't requesting relevant records.
Lawsuits are requesting relevant information.
Big Buckets Of Information
Your new role, should you choose to have one in 10 years will be...
Bulletproof SharePoint
Information Governance

Electronic Information
Electronic Records
Paper Information
Paper
Records
If this is all you focus on, you will lose your job in the next 5-10 years.
If this is all you focus on, you will lose your job in the next 8-13 years.
If this is all you focus on, you will lose your job in the next 10-15 years.
This is your job security
Information is currently owned by IT.
They don't know what they're doing.
You are being marginalized.
Your expertise isn't being requested or represented.
IT can manage files, servers and systems.
They can't govern information. You can.
Stop being a Records Manager.
Start thinking like an Information Manager.
Technology allows organizations to handle the deluge of information that they are currently being overwhelmed with.
Technology doesn't solve the problem of identifying content and applying retention periods to various types of content... but that's YOUR expertise!
How Do We Identify Records?
A Brief History
We look at all of the information and file the paper that are "Records"
The Self Select Method
Users select whether a piece of information is a Record or not a Record.
The Two
Automated Methods
Method One: Users enter metadata and based on their selections and inputs we automatically define what is a Record and what is not.
The File
Room Method
Manual process.
This is dead.
Too much training required.
Users select incorrectly.
This is dying.
Method Two: We utilize an analytics engine to automatically analyze our information and select what is a Record and what is not.
This is alive.
This is where Records Management is heading: automation.
Information needs your expertise...
Leveraging technology to achieve the same type of organization and management that you applied to Records, to all of your organization's information.
Ensuring that information is governed properly throughout it's lifecycle.
Defining and applying retention periods across all organizational information.
Our New Reality
Defining and applying retention periods across all organizational information.
Ensuring that information is governed properly throughout its lifecycle.
Leveraging technology to achieve the same type of organization and management that you applied to Records, to all of your organization's information.
Auto-classification
Leveraging user (and system) provided data to determine retention periods for all information.
Content Type: Contract
Uploaded To: Marketing Site
Vendor Type: Advertising
M&A Contract: 7 Years.
High Level Example -
Content Is Created On A Local Device
What is it's metadata requirements?
Where does it reside?
What are it's security requirements?
How long do we keep it?
Content Is Utilized, Shared, or Being Collaborated On
What are it's metadata requirements?
Where does it reside?
What are it's security requirements?
How long do we keep it?
Content Is Archived or "Record"
What are it's metadata requirements?
Where does it reside?
What are it's security requirements?
How long do we keep it?
Information Lifecycle Management
The
Model For
Information
Information Gathering
Key Stakeholders
Gap Analysis
Reference Architecture
Strategic Foundation
Strategy
Planning
SharePoint Information Governance
Establish Site Organization
Establish Branding
Establish Site Templates To Carry Common Permissions & Functionality
Establish Navigation
Establish Search Configuration Rules
Design/User
Experience
Governance
3
Establish Content Type Structure & Rules
Standardize Metadata
Set Up Library & List Standards
Content
Governance
1
Establish Information Management Policies (Auditing, Labels, Retention, Print Restrictions)
Retention & Disposition
Site Provisioning Standards
Establish Roles In Site & Template Creation
Establishing Consistent Classification
Defining Common Properties & Divergence
Content Type Grouping
Entry In Managed Metadata Service
Establish Content Types Within Content Type Hub
Leverage and Automate using Content Organizer
Classification
Governance
2
Define Your SharePoint Environments For Deployment of Developed Code
Rules, Process, Roles & Policies Regarding Development
Rules, Processes, Roles & Policies Regarding the Ongoing Management of the SharePoint Server Farm
Development
Governance
6
At least 3 environments:
Development
Testing
Live
Permissions Inheritance & Divergence
Define Roles For Administration Hierarchy
Server Side Security
Network Architecture Security
Security
Governance
4
User & Role
Governance
5
Structure
Creation
Promotion
Enforcement
Maintenance
Develop Your Plan
Governance
Information Gathering
Implementing/
Cleanup
Developing
Strategy
Content Governance
Design/UX Governance
Classification Governance
Security Governance
Development Governance
User & Role Governance
What Is The Role of SharePoint?
SharePoint is a platform. It can be a development platform, a collaboration space, a system of record, a...

If you expect SharePoint to do everything, it will do nothing.
What Are Your Company's Current Policies & Procedures?
Who Are Your Key Stakeholders?
If you expect IT to run the show, you'll end up with great servers and a fast platform that is not aligned with your business goals.

Pull together a team of stakeholders from across your business.
The Information Gathering phase is crucial for ensuring you are ready to plan out Information Governance for your organization with respect to SharePoint.
Gather together current policies and procedures for the management of information to use as a reference later.
Implement/Cleanup
Implement
Legacy Content To Migrate
Run your content migration as a project involving various lines of business. Leverage best practices in migration.

Small migration - user selected migration content
Medium/large migration - content migration with read only access to legacy system for a period of time.
Legacy Workflow To Migrate
Which workflow and business processes should be mapped to your new SharePoint implementation?

Simple workflow = OOB SharePoint
Complex workflow = 3rd Party Tools/Visual Studio/SharePoint Designer
Legacy Structures To Migrate
Your new SharePoint Site structure shoud be considered a part of your Taxonomy. Site location can be a useful tool for auto-classification and should not be overlooked as simply a location. Utilize legacy organizing structures from prior systems or file shares to help guide your site organization process.
Leverage IT Best Practices
Leverage implementation best practices from Microsoft with regards to the IT perspective on implementing SharePoint. Utilize guidance from Microsoft TechNet.
Cleanup
Content Removal/Archival
Chances are, your current SharePoint environment has excess sites and content. You will need to do a cleanup process for your existing content and information.
Workflow Cleanup
You'll likely also need to identify any workflow that are no longer being utilized for removal. You may also want to consider analyzing workflow that have been useful to find common themes for effective workflow in your organization.

Simple workflow = OOB SharePoint
Complex workflow = 3rd Party Tools/Visual Studio/SharePoint Designer
Site Cleanup
As you're restructuring your sites you will try to align your existing sites with your new site location structures. Site location can be utilized for auto-classification, so do not underestimate its importance. Provide access to sites that you will likely be archiving for a set period of time so staff can retrieve any content prior to disposal.
Site Collections
Sites
Libraries/Lists
Columns/Metadata
Content Types
Your Taxonomy
Ensuring appropriate permissions groupings
Establishing standards for system responsiveness
Establishing support channels (phone, email, ticket, chat, etc)
Establishing training requirements per user group based on needs
Making The Change
Nick Inglis
Founder/CEO
LeftGen
www.LeftGen.com

Author, AIIM SharePoint Governance Toolkit
Co-Developer, ARMA IGP Course
Former Director, AIIM
AIIM Expert Blogger
Forbes.com Featured Personal Branding Blog Contributor

@nickinglis
@LeftGenGroup
/in/nickginglis
ninglis@leftgen.com
SharePointM, ECMs, E20M, IMCP
Full transcript