How to Reach SharePoint Heaven · Steps to SharePoint Heaven 4 Aims of this Talk 1) To explain the basic concepts of SharePoint. 2) To explain why getting SharePoint governance right

Steps to SharePoint Heaven 1

How to Reach SharePoint Heaven

Melody Allsebrook Dip.RIM PC.dp AMIRMSSenior Consultant, In-Form Consult

17th May 2016

IRMS Conference 2016


About usIn-Form Consult (IFC) is a leading independent information management consultancy that helps businesses transform enterprise-wide information into a powerful business asset. Our impartial solutions help you solve your information management needs whilst improving policies, processes, and procedures. Through consultancy, technology, training, and resourcing, we can help you reduce cost, minimise risk and increase the value of your information.

Our servicesIFC provides consulting expertise in the areas of information and records management, information governance, knowledge management, data management and enterprise solutions. We offer a wide range of bespoke consulting services including health checks, strategy development, process improvement and development, and technology selection and implementation; all of which are delivered to industry best practice for information and change management. Our consulting team are industry-leading experts and individually are specialists within public, private and not-for-profit sectors.

Consultancy Resourcing Training Tools Support

Leading Independent Experts in Corporate informationand Records Management


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Aims of this Talk

1) To explain the basic concepts of SharePoint.

2) To explain why getting SharePoint governance right is so important.

3) To show you the main features of SharePoint for Information Management.

4) Tips and recommendations to achieve and maintain SharePoint governance.


Aim 1 – the basic concept of SharePoint

An intranet / extranet An information, document and records

management system. A collaboration tool – business sites

team sites, personal sites. Discovery and workflows. Integration with Office applications. Plug ins for increased functionality.


Aim 2 – Why is Governance SO important?

Ensures the solution is aligned with business objectives.

Avoids site and content ‘sprawl’.

Ensures content quality is maintained.

Ensures redundant information is removed.

Provides a consistent high quality user experience.

Establishes clear authority and escalation procedures if policy violations occur.


Governance Considerations

INFORMATION GOVERNANCE FRAMEWORK

CONSIDERATIONS PROCESS

How does this need to work? What needs to be achieved??

Corporate Vision / Objectives

How should it be developed, configured and introduced to the users?

Strategy and Marketing plans

What are the user and business needs? User and functional requirements

Who is going to be responsible for ownership/administration etc.?

Roles and Responsibilities

What rules should be in place? Policies, Procedures, Guides

How will we make sure it does everything it’s supposed to?

Testing

How will governance be maintained? Monitoring and Review

How do we keep the users happy and make sure they continue to use it?

Customer Support / User Experience


Main SharePoint Features - … For Document Aim 3 – Main Features of SharePoint for IRM

Document and Records Management

Check Out/In

Versioning

Site and Library Templates

Security Controls/Permission Management

Columns and Metadata

Content Types

Managed Metadata

Keywords and Tagging

Content Organiser

Document ID

Document Sets

Lifecycle policy management

Workflows

Audit and Reporting Features

Search

Legal Holds

Digital Rights Management


TIPS AND RECOMMENDATIONS - 1

Do it as a Project

Before a corporate information management system can be successfully introduced, consider five streams of activity:

Business Stream;

Records Management Stream;

User Stream;

Technical Stream;

Project Management Stream.


TIPS AND RECOMMENDATIONS – 2/1

Design and Develop the Architecture

The site and library structure needs to be planned and designed, not allowed to evolve.

Organisational – subject to change but users like it.

Functional – long term – not subject to change –some users won’t like it.

Collaboration Projects – access across teams and business areas.

Develop site types and templates.


TIPS AND RECOMMENDATIONS - 2/2

Site Collection

Sites

Libraries

Folders/Views

Content

Lists

Sub Sites

SharePoint operates a hierarchy of components

Rows/Columns



Create a Register …



Create a Governance Site

Create a site to act as your governance plan.

Collection of policies, training and guidance.

Include a naming convention.

Examples of good practice.

Repository for design standards – site templates.

Consider maintenance times and activities.



New Site Creation Process What’s the purpose? Is there an existing site for this already? Do I need a site, or a new page, or a new document library? Who is going to be the site owner and administrator? Who needs access, how secure does it need to be? What is the expected lifespan? What kind of navigation does it need? How will retention be managed? What kind of content will be stored?


TIPS AND RECOMMENDATIONS – 4/2Consider Site Content and Templates Document Libraries Lists Image Libraries Task Logs Issues Logs News Lists Calendars Contacts Links Announcements



Make Use of Lists

Key role in storing information and data.

A type of web part that sits within a site.

Easy to create and manage.

Use links to lists on other sites.Delegate Experience Interest Department

Fred Competent User Customer Service

Michael Novice User Finance

Monica Experienced Administrator ICT


Massive Document Library

Many Document Libraries

TIPS AND RECOMMENDATIONS – 4/4Libraries -

Key role in storing documents.

Use more than one library (but not more than 20).

Consider linking to a library from multiple sites.

Open access reduces duplication.

Develop templates for consistent metadata.



Folders v Views ….

If you are going to use folders:

Restrict who can create them.

Don’t exceed three levels.

Consider the volume of documents.

Aim for an average of 20-50 documents per folder.

Don’t not mix folders and documents at the same level



Identify Roles and Responsibilities Executive Sponsor

Information Manager/SharePoint Coach/Admin Lead

Business Owner/Asset Owner/Risk Manager

Site Owner/Sponsor

Site Administrator/First Contact/Power User

Users/Customers

Technology/Support: Solution Administrator (Technology)/Support Team

Site Designer



Information Audit – Know what you have!

Enables development of Information Asset Register

Identifies duplications

Enables business classification

Enables file plan build

Enables easier retention scheduling

Identifies personal and sensitive personal data

Identifies information for non-disclosure



Sell it to the End Users – add enthusiasm! People generally don’t like change and fear what they

don’t know.

Announce the dates of change.

Show off new features to help users do their jobs.

Create small events to launch the new feature or system.

Communicate the goals – months in advance of a new initiative.

Clarify how the changes apply to them and what’s in it for them.



Invisible Information Management ?

Users are not interested in Records Management!

Electronic records management system implementations + changing user behaviours at the same time = (normally) failure.

Keep it simple –Documents – editable.

Records – uneditable - evidence, facts, decisions, actions.

Remove silos of information and file shares where possible.


TIPS AND RECOMMENDATIONS - 9Provide a Retention and Disposal Policy & Schedule

Manage retention at the highest possible level.

Keep it simple, e.g.3 years for “working items”, content aggregated into other

documents

7 years for “normal” items, e.g. finance, contract stuff

15 years for “major” items

Specific, for the items specified in legislation etc such as health and safety.

Focus on trigger dates, how will they be entered.

Automate except for the very high risk content.


TIPS AND RECOMMENDATIONS - 10Train staff to embed good information management practices: Provide the IM basics and don’t forget data protection.

Make it mandatory for new starters.

Mandate refresher training (2 years max).

For the users:

Lock your screen when away from your desk!

Securely send faxes (make sure someone is on the other end).

Securely print – be waiting at the copier for your printing.

Regularly housekeep and manage emails.

Don’t keep information “just in case”!

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THANK YOU…… QUESTIONS?