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General Motors: managing 130,000 users’ documents and records – making it easy, while maintaining control

SPC297. General Motors: managing 130,000 users’ documents and records – making it easy, while maintaining control. Daniel Harris Chief SharePoint Architect General Motors. Finding the balance. Creativity. Governance. How do we use SharePoint at GM?. Main Workloads

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General Motors: managing 130,000 users’ documents and records – making it easy, while maintaining control

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  1. SPC297 General Motors: managing 130,000 users’ documents and records – making it easy, while maintaining control Daniel Harris Chief SharePoint Architect General Motors

  2. Finding the balance Creativity Governance

  3. How do we use SharePoint at GM? Main Workloads Search (content & people) Collaboration & Projects Publishing (Department and Intranet Sites) Extranet (Partner & Dealer Collaboration) Document Management Records Management 130k internal users, 8,500 sites & ~10TB data Over 1M pages per day & Over 500 servers supporting SharePoint at GM 6 on-premise SharePoint 2010 & SharePoint 2013 Farms used globally Currently migrating 2010 to on-premise Host Name Site Collections in SharePoint 2013

  4. ‘Many small site collections’ Clear ownership of content Access Control is administered at the site collection level (SP Groups) Features Galleries Reporting Some drawbacks (eg rollup), but overall best solution

  5. Approach to governing content Governance rules Any user can request a site collection once they have passed 30 minutes of training Must have 2 owners per site – to avoid orphaned sites Largest site collection (apart from records) is 25GB to avoid ungovernable sites - eg 50k 500KB files 6 month renewal or site is locked for read only – then transferred to manager No passive deletion & no ‘archiving’ One web app for large files (1GB), standard offering 100MB (moving to 250MB) Today: ~2000 Site Collection Administrators About 20 approvers – aligning to main company departments

  6. Walkthrough: Requesting a new site collection

  7. Benefits of this approach A new site in 15 minutes + approval time Classification of content • PII, SOX, Records, Data Classification Review & Approval by Department Lead Other features of solution • Access Control List Reviews • Health check emails • Renewals • Quota increases • Site Deletion Creativity Governance

  8. Walkthrough: New site experience

  9. Automated Records Management Goals of RM solution A generic solution for all SharePoint site collections Works for all GM record types Quick to enable & simple to use - Manual & Workflow declare Flexible – works with in-place & record center managed records Compatible with SharePoint 2013 eDiscovery Center & 2010 holds Always clear ownership of records– orphan owner identification Record non-compliance monitoring and escalation All records originate from SharePoint No physical records Considered, but did not use 3rd party tools for RM functions

  10. Records Management Roles User – A person who will create content which needs to be declared as a business record. Site Collection Administrator – Administrative Owner of any SharePoint site. Record Owner – Typically a user, who has been identified as an owner of at least one business record. Record Owner Manager – Solid line manager in Org Manager of Record Owner. Record Library Owner – An administrator of a records library related to a business area, responsible for some administrative duties. ILM Governance Team – Responsible for managing GMRRS and communicating changes. Also to provide support on using SharePoint in partnership with SharePoint team. SharePoint Records Administrator – Responsible for managing Enterprise Content Types (i.e. Record Types), routing rules, setting security and other administration duties on Record Centers. Hold Administrator – Manages the creation, collection and disposal of a legal hold.

  11. GM Retention Policies Only 3 Required Types Declared + retention period Declared but active -> Inactive + retention period Tax year + retention period Holds block disposal All setup by the Record Series = Content type Content Type also sets in-place vs send to

  12. Record Ribbon Items Clear to understand Follows common SharePoint UI Avoids needing to know about ‘send to’ connections Carries out validation and metadata promotion

  13. Overall Records Solution Design Most Records are routed to the Record Centers (some in place) Record Centers are managed by Business Group Libraries are primarily by Record Type and Audience All metadata moves with the Record Always include source location in metadata A link is left in Document Library pointing to the Record Collaboration Site A Enterprise Content Hub Document Library A1 Publishes Record Types Routing Rules Records Center A Records Center B Records Library B1 Records Library A1 Records Library A2 Records Library B2

  14. Walkthrough: Record routing rules review

  15. Walkthrough: Setting up a library for records management

  16. Walkthrough: Adding and declaring a record

  17. Walkthrough: Dispose of a record

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