Streamline Your SharePoint Document Management Strategy

1. Streamline Your SharePoint Document Management Strategy Maggie Swearingen Protiviti July 12, 2014

2. About Me • Sr. Manager at Protiviti • Information Architect • Using SharePoint for 5 years • Specialize in user adoption, taxonomy planning and governance • Terrible weakness for tabloid magazines • Linkedin.com/in/mswearingen • @mswearingen

3. The Next 75 Minutes • Preparing your document management strategy • The document management maturity model • Conducting document needs assessments in your organization • Continued governance and success

4. Strategy is 9/10 of the Law Content strategy refers to the planning, development, and management of informational content—written or in other media. 

6. But, What is Document Management?? Document Management is the storage, management, and tracking of documents throughout the document’s lifecycle.

7. Business Case Search

8. Real-World Scenarios We aren’t getting rid of our shared drives – but we want to begin the process of moving content to team sites in SharePoint. How do we even start?

9. Identify Content

10. Discover • Content Audit • Focus Groups

11. Department Document Needs Assessment • Review of current folder structures • How does your department collaborate on documents? • What approval processes are necessary to declare document completion? • What documents do you share with other departments or the general employee population? • Do you have legal or regulatory concerns regarding your documents?

12. Analyze • Rate before Migrate • Content Valuation 1-5 • Good content value (relevancy/timeliness) +2.5 • Content reflects the link and page title +0.5 • Context of page is clear +0.5 • Limited use of jargon and acronyms +0.5 • Web Ready (should content be transformed?) +1.0

13. Refine • Delete • Archive • Transform

14. Implement • Content Mapping • The Tagging Workshop • Governance and Documentation

15. Document Management Maturity Model

16. Simple • Check-in Check-Out • Versioning • Approval Workflows • Baseline Content Types

17. Functional • Content Types • Multi-Step Workflows • Managed Metadata • Content Type Hub?

18. Sophisticated • Document IDs • Document Sets • Document Center • Content Organizer • Multi-step Workflows

19. Document Sets • Content type in and of itself • Can hold multiple content types • Shared metadata • Workflows • Document IDs

20. Document Centers • Repository for viewing and archiving • Fully functional can be used for collaboration, where necessary

21. Mature • Retention Policies – In-Place or Records Center • Co-Authoring • E-Discovery Policies • Advanced, Automated Workflows • OneDrive Implementation

22. Retention Policies • Documented policies • In-place management vs. Records Center

23. The Great Debate • If you are concerned about permissions once a document becomes a record: • Think Records Center • If you need every version to be a record: • Think In-Place Records Management • If you need every version to be a record: • Think In-Place Records Management • If you need don’t want collaboration mixing with records: • Think Records Center http://technet.microsoft.com/en-us/library/ee424394(v=office.15).aspx

24. What is e-Discovery? Finding, preserving and using electronic data for evidence.

25. E-discovery Food for Thought eDiscovery Process

26. A Word About Governance • Roles and Responsibilities • Content Review Policies • Information Architecture Policies

27. Roles & Responsibilities • Who is responsible for the overall information architecture management and process? • Who is the ultimate decision maker? • What responsibilities do content owners have for managing their own content?

28. Content Review Policies • Who owns a published document, page or item? The contributor or site owner? • Is it required that content and documents on all sites be recertified on an annual basis? • Who is responsible for reviewing and recertifying content? • Who is responsible for managing and monitoring the recertification process? • What happens to content or documents that do not pass the recertification test? • What is the specific schedule for the recertification and review process? • Will a third-party tool be used to manage any or all of these processes? • Who owns/manages that tool?

29. Information Architecture Policies • Are you using the Content Type Hub to manage content types? If so, who’s managing the hub? • Are there enterprise content types? • Is there any enterprise-wide mandatory core metadata? (for example, records retention codes) • Are there enterprise-wide supplemental terms? (Managed metadata in the term store) • Do all site owners have to use these terms where they are relevant? If so, how will information about enterprise terms be communicated? • How is the overall metadata architecture going to be maintained?

30. Is this a collaboration library? Are we using Check-in/Out Yes Yes Are we using versioning? No No No Then why are you bothering with syndication? Is it an ‘archive’? Why Not? Yes No No Yes Are we using content type syndication to match archived content with live content? Are these content types enabled in multiple sites/libraries? Are we using them for workflows? Yes Yes Yes Are we using them for retention policies?

31. So Where Have We Been? • Outlined our goals and strategy • Audited and refined our content • Determined where we are now and where we want to be on the maturity model • Laid the groundwork to scale, grow and mature • Governed our future growth

32. Thanks to our sponsors!

33. Connect. Collaborate. Share. SharePoint Saturday Toronto http://spbuzz.it/spstoyam Toronto SharePoint Users Group http://www.meetup.com/TorontoSPUG/ Toronto SharePoint Business Users Group http://www.meetup.com/TSPBUG/

34. SharePint • Drake and Firkin aka “The Drake” • 6982 Financial Drive, Unit B101

35. Don’t Miss the Prizes… • Xbox One with Kinect • Your favorite SharePoint books • Training vouchers • Office 365 Swag (tweet #ShareSelfie#spstoronto to win) • Vendor gifts and raffle