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IRMS 2014 presentation. SharePoint in financially constrained times. Is 'good enough', good enough?
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© Metataxis 2014 Designing the information-centric environment since 2002 Slide 1 of 14
Metataxis
Is ‘good enough’, good enough?
(implementing SharePoint records managementin financially constrained times)
Marc Stephenson Technical Director
© Metataxis 2014 Designing the information-centric environment since 2002 Slide 2 of 14
Is ‘good enough’, good enough?
Yes
© Metataxis 2014 Designing the information-centric environment since 2002 Slide 3 of 14
Is ‘good enough’, good enough?
But…
© Metataxis 2014 Designing the information-centric environment since 2002 Slide 4 of 14
Some SharePoint Statistics*
• SharePoint projects• 33% of organisations are 'struggling'• 28% are 'stalled'• 40% are 'moving forward'• 6% describe SharePoint as 'a great success'
• SharePoint and Records Management• 45% prepared to use it (16% of which need third party products or customisation)• 11% of small organisations feel SharePoint still can’t meet their needs• 24% of large organisations feel SharePoint still can’t meet their needs• 21% already using a dedicated RM system (mostly not linked to SharePoint)
* AIIM Industry Watch SharePoint 2013 'Clouding the issues', October 2013, © AIIM 2013, www.aiim.org
© Metataxis 2014 Designing the information-centric environment since 2002 Slide 5 of 14
Why use SharePoint for RM?
• It’s not going anywhere (soon) – SharePoint 2016• Many organisations already ‘have it’• Many organisations are already using it, kind of…• License is relatively cheap• Very broad and deep functionality for information management• Strongly integrated into Office• Large ecology of products and services• Very configurable, customisable and integratable• Top in many Gartner Magic Quadrants (alas not RM)• Because it’s Microsoft• Because there is no economic alternative• Because it can be made to be good enough
© Metataxis 2014 Designing the information-centric environment since 2002 Slide 6 of 14
SharePoint Document Management
• Create, edit, delete• Find (search, browse, filter, view, sort, group)• Version control and check in/out• Move and copy, but with some complications• Edit in a web page• Mobile/tablet friendly• Secure and control access• Auditing usage• Rich metadata configuration and management• Rich structuring and navigation options• Workflows• Significantly better than a network drive• As good as any other document management system
© Metataxis 2014 Designing the information-centric environment since 2002 Slide 7 of 14
SharePoint Records Management
• Manual and automatic record declaration• Document/record routing mechanisms – RM and archiving• Retention and disposal rules – event, trigger, action (workflow, code)• Multi-level retention and disposal rules• Retention and disposal can be based on fileplan or content type• Support holds and e-discovery• Supports auditing and reporting• ‘In-place’ and separate ‘records centre’ models• Integrated into enterprise content management• Scalable and robust• Increasingly being used• Significantly better than a network drive• Nearly as good as any other records management system
© Metataxis 2014 Designing the information-centric environment since 2002 Slide 8 of 14
Records Management Strengths
• Retention and disposal• Capture and declaring • Security• Metadata• Search• Administration• Fileplans and structuring• Workflow• Integration• Offline and mobile access• Configurable• Flexible
© Metataxis 2014 Designing the information-centric environment since 2002 Slide 9 of 14
Records Management Weaknesses
• Email management • Digital preservation/continuity• Non-document capture• Physical records• Security• Auditing and reporting• Configurable• Flexible
© Metataxis 2014 Designing the information-centric environment since 2002 Slide 10 of 14
Net effect of the weaknesses
• Very information architecture dependent• RM regime may need significant simplification, or…• …you may need to add custom workflows• …you may need to add custom code• …you may need add-ons
Alas• Guidance is very thin on the ground…• … you often have to just try stuff
© Metataxis 2014 Designing the information-centric environment since 2002 Slide 11 of 14
So how do I do SharePoint RM right?
1. Design and implement in a ‘SharePoint way’2. To keep the strengths strong3. To weaken the weaknesses
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What does that mean in practise?
• Understand the context in which SharePoint sits – culture, IT, business…• Think about the IM ‘Big Picture’ – inventory, strategy, IA, governance…• Consider the wider implications – ways of working, culture, comms, people…• Think about programme management – buy-in, 80/20, add-ons, phasing…• Resourcing – skills transfer, IM PMs, project vs. BAU…• Consider add-ons… do we really need them? detailed requirements evaluation• Have appropriate user engagement, training and support• Recognise the importance of culture • Have ongoing governance
© Metataxis 2014 Designing the information-centric environment since 2002 Slide 13 of 14
Final thought
It’s all about the information (that changes the least)
• NOT processes• NOT technology• NOT people• NOT organisational structures
These are important, but not as much as the information
© Metataxis 2014 Designing the information-centric environment since 2002 Slide 14 of 14
Is ‘good enough’, good enough?
Questions?
