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Document management spstoronto
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Maggie SwearingenProtivitiJuly 12, 2014
Streamline Your SharePoint Document Management Strategy
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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
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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
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Strategy is 9/10 of the LawContent strategy refers to the planning, development, and management of informational content—written or in other media.
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Document Management
ECM
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But, What is Document Management??Document Management is the storage, management, and tracking of documents throughout the document’s lifecycle.
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Business Case
Search
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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?
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Identify Content
Discover Analyze Refine Implement
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Discover Content
Audit Focus
Groups
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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?
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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
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Refine Delete Archive Transform
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Implement Content Mapping The Tagging Workshop Governance and Documentation
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Document Management Maturity Model
Simple
Functional
Sophisticated
Mature
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Simple Check-in Check-
Out Versioning Approval
Workflows Baseline Content
Types
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Functional Content Types Multi-Step
Workflows Managed
Metadata Content Type
Hub?
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Sophisticated Document IDs Document Sets Document Center Content Organizer Multi-step Workflows
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Document Sets
Content type in and of itself Can hold multiple content types Shared metadata Workflows Document IDs
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Document Centers Repository for viewing and archiving Fully functional can be used for
collaboration, where necessary
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Mature Retention Policies – In-Place or Records
Center Co-Authoring E-Discovery Policies Advanced, Automated Workflows OneDrive Implementation
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Retention Policies Documented policies In-place management vs. Records Center
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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
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What is e-Discovery?
Finding, preserving and using electronic data for evidence.
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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
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A Word About Governance Roles and Responsibilities Content Review Policies Information Architecture Policies
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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?
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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?
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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?
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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?
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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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Connect. Collaborate. Share.
Toronto SharePoint Users Grouphttp://www.meetup.com/TorontoSPUG/
Toronto SharePoint Business Users Grouphttp://www.meetup.com/TSPBUG/
SharePoint Saturday Torontohttp://spbuzz.it/spstoyam
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SharePint Drake and Firkin aka “The Drake” 6982 Financial Drive, Unit B101
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(tweet #ShareSelfie #spstoronto to win) Vendor gifts and raffle