Maggie SwearingenProtivitiJuly 12, 2014

Streamline Your SharePoint Document Management Strategy

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

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

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

Document Management

ECM

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

Business Case

Search

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?

Identify Content

Discover Analyze Refine Implement

Discover Content

Audit Focus

Groups

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?

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

Refine Delete Archive Transform

Implement Content Mapping The Tagging Workshop Governance and Documentation

Document Management Maturity Model

Simple

Functional

Sophisticated

Mature

Simple Check-in Check-

Out Versioning Approval

Workflows Baseline Content

Types

Functional Content Types Multi-Step

Workflows Managed

Metadata Content Type

Hub?

Sophisticated Document IDs Document Sets Document Center Content Organizer Multi-step Workflows

Document Sets

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

Document Centers Repository for viewing and archiving Fully functional can be used for

collaboration, where necessary

Mature Retention Policies – In-Place or Records

Center Co-Authoring E-Discovery Policies Advanced, Automated Workflows OneDrive Implementation

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

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

What is e-Discovery?

Finding, preserving and using electronic data for evidence.

E-discovery Food for ThoughtOptimiz

e

CONTINUOUS IMPROVEMENT

Continuously improving the eDiscoveryOptional (Additional Enhancements)

ExecuteProcess eDiscovery

Run the eDiscovery Queries

Finalized eDiscovery Prototype

• Build out the cases• Add sources and ensure proper searching• Create a security group for eDiscovery

managers• Grant permissions accordingly• Run queries• Export content in a format that is compatible

with the Electronic Discovery Reference Model standard.

• Close the case• Dashboard Summary of findings

Configure

eDiscovery Setup

Configure SharePoint based on Plan

Plan

Document

Outline goals, configuration parameters and sources

Completed eDiscovery Readiness Worksheet

• Discovery Interviews• Documented Plan (Number of case needed, naming

convention for cases, identification of sources, communication plans, defining permissions for managing a case, defining guidelines for creating queries, procedures for retaining and closing cases)

Discovery

Understand of Needs

Interviews with stakeholders

eD

isco

very

Pro

cess

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

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?

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?

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?

Is this a collaboration library?

Yes

Are we using Check-in/Out

Ye sN

o

Is it an ‘archive’?

Are we using content type syndication to match archived content with live content?

Yes

No

Why Not?

Are we using versioning?

No

Yes

No

Yes

Are these content types enabled in multiple sites/libraries?

Yes

Are we using them for workflows?

No

Then why are you bothering with syndication?

YesAre we using them

for retention policies?

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

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