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Information Governance in SharePoint

Learn about the set of policies, processes, and controls implemented in SharePoint to manage information effectively. Explore methods, techniques, and best practices for content types, document owners, retention schedules, change management, and more.

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Information Governance in SharePoint

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  1. Information Governance in SharePoint Eleonora Babayants Galaxy Consulting

  2. Information Governance • It is the set of policies, procedures, processes, roles, metrics, and controls implemented to manage information.  • Supports regulatory, legal, risk, and operational requirements. • Should be based on a company specific requirements. • Consider governing body – executives, IT, division leaders, compliance, legal. • Develop initial principles and goals – metadata, templates, guidelines, compliance, training, branding. Be clear about roles. • Develop educational strategy – formal and outgoing. • Develop an ongoing plan and measure against original principals and goals. • Top-down support is critical. • Define procedures with users feedback. Galaxy Consulting - www.galaxyconsulting.net

  3. Information Governance Methods • Content types – determine what you will upload into your CMS; • Document owners – determine and enter into metadata; • Retention schedule – define by document type and set up workflow to alert the administrator; • Change management and control – no changes without approval; • Naming conventions – for each document type; • Approval and publishing documents – to verify the content before it has been published; • Time for checked out documents – define and enforce; • Permissions – set up users group and assign them to document types. Galaxy Consulting - www.galaxyconsulting.net

  4. Information Governance in SharePoint • What to govern: • Sites – growth of server, size of uploaded documents and their longevity, block some file types, for example exe files. • Asset classification – develop classification for your site collections and sites and associate business value to them. • Lifecycle management – identify active and unused sites. • Branding and templates – choose templates. • Information architecture - metadata, taxonomy, navigation. • Records management – retention schedule. Galaxy Consulting - www.galaxyconsulting.net

  5. Information Governance in SharePoint • Content types – consistent metadata, workflows, policies. • Content approval – control the publication of content. • Information management policies: • Auditing – logs events such as editing and viewing documents. • Expiration – set a content type to expire on a certain date and a workflow. • Labeling – searchable text, specifies a label to associate with a type of document or list item based on metadata. • Barcode - to track a physical copy of a document. Galaxy Consulting - www.galaxyconsulting.net

  6. Eleonora Babayants Email: eleonora@galaxyconsulting.netOffice: 650-474-0955 Mobile: 650-716-3609 www.galaxyconsulting.net Twitter: GalaxyConsult Facebook: Facebook.com/GalaxyConsult

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