2012 ARMA Houston Conference April 25, 2012

Transcription

1 Improving Findability in SharePoint 2010 Presented by: Susan Cisco, Ph.D., CRM, FAI and Wanda Jackson, Ph.D., PMP Date: Wednesday, April 25, 2012Wednesday, April 25, 10:15-11:30 am Wednesday, April 25, 10:15-11:30 am Introductions Today s Topics 1 Why SharePoint? 2 Findability 3 Case Study 4 Q&A Improving Findability in SharePoint

2 Why SharePoint? Why SharePoint? RM 1.0 ECM Technology History RM Technology History Convergence of ECM and RM Technology Collaboration Solutions and SharePoint Emerged RM 2.0 Making RM Compliance Transparent Finding Balance Between Flexibility and Control ECM Technology History ECM began with evolution: Mainframes Networks Users given more autonomy in creating and storing information Authoring tools like Microsoft Office and Word Perfect Scanning and imaging, transforming paper to digital format Earliest ECM was shared drives on the networks Still the most prevalent document storage method Electronic Document Management (EDM) driven by processes: Engineering drawing management (CAD) Contract management (version control) Invoice (business process automation) Improving Findability in SharePoint

3 RM Technology History RM Solutions were born from paper-based processes Driven by the need to manage large volumes of paper Space management and inventory tracking with barcodes Began in the DOS days or on mainframes for large companies Solutions were used by a small user community Electronic RM Solutions began to emerge in the early 1990 s Driven by the need for rigorous control of electronic records DoD STD (2002) and VERS (2000) were early and familiar standards and most all ECM/RM systems built to these standards Industry got a shot in the arm with scandals of the early 2000s (Enron and WorldCom) Convergence of ECM/RM Technology Compliance drove convergence in the ECM/RM market Open Text PS Software and Hummingbird Documentum TrueArc IBM Tarian and FileNet Oracle Stellent Autonomy MDY, HP Trim, Zantaz, Meridio HP Autonomy DoD provided the primary design criteria for solutions above Result of ECM/RM Evolution RM 1.0 Monolithic solutions Heavily weighted towards control Very little effort to engage the end users Improving Findability in SharePoint

4 Collaboration Solutions First widely adopted solution was Lotus Notes Designed to encourage knowledge sharing Simple, easy-to-use, fast to deploy Collaboration converges naturally with ECM SharePoint is now the runaway leader in the collaboration market SharePoint History First announced in SharePoint Portal Server 2001 (SPS 2001) Microsoft released a free add-on to Office 2000 called SharePoint Team Services (STS) focused on team collaboration STS was renamed Windows SharePoint Services (WSS), and became part of Windows Server 2003 SPS v2 was built on top of WSS and named Microsoft Office SharePoint Portal Server 2003 (SPS 2003) Microsoft Office SharePoint Server (MOSS) 2007 was released, adding first ever RM features Tremendous strides forward in ECM features as well Fastest selling server product in Microsoft History SharePoint is a Visionary Leader SharePoint is Consolidating the ECM/RM Markets 125 million SharePoint Licensed Users to 65,000 customers 67% are rolling out SharePoint to Enterprise 700,000 SharePoint Developers 50% of Gartner inquiries SharePoint is Energizing the ECM and RM Markets Microsoft owns productivity market; ECM and RM are natural extensions Many Best of Breed applications SharePoint is compelling platform for compliance & enterprise RM SharePoint Improving Findability in SharePoint

5 Result of SharePoint/Collaboration Evolution Flexible Solution Heavily weighted towards ease of use and autonomy Uptake of SharePoint is sometimes described as viral RM 2.0 Is About Finding a Balance Balance the needs of the organizations with the wants of the users Recognize that end users will NOT become records managers need to make RM compliance transparent Without all content being managed we will never be compliant Leverage the viral adoption of SharePoint to connect with the knowledge worker What RM 2.0 Solution Should Look Like Single Ubiquitous Platform BUILT-IN SharePoint Optimize IT Spend (Cost) Becomes Part of Existing Processes Improving Findability in SharePoint

6 SharePoint 2010 Terms Content Type Collection of settings and metadata Inherits characteristics of its parent Pre-defined, reusable way to manage metadata and user behavior Related to record type example or record titles in retention schedules Site Column Associated to content types as metadata so that a document created of that type will have uniform metadata Retention Schedule Use Case Retention Schedule Use Case Site Columns / Metadata Improving Findability in SharePoint

7 SharePoint Terms Information Lifecycle State Model Lifecycle is a succession of conditions or states through which information is processed from creation or receipt to final disposition A change from one state to another is governed by business rules Business rules are pre-defined conditions that identify constraints that prevent or enable information to move between lifecycle states Information Lifecycle State Model START Create or Receive Temporary NON-RECORDS Classify Work in Progress Mark Final Dispose RECORDS Final Record Dispose Dispose Disposed END Information Lifecycle Business Rules Hold Temp Retention 90 Days Location(s) Network Shares Inbox Metadata Name Work in Progress Retention 12 Months Location(s) SharePoint Metadata Name Content Type Final Record Retention Retention Schedule Location(s) Records Center Metadata Name Content Type Retention Location Metadata Security Versions Disposition Disposition Improving Findability in SharePoint

8 Findability Attack the Mountain of Content Relevant Irrelevant Duplicate Out-of-date Risk & Cost Attack the Mountain of Content Relevant Irrelevant Duplicate Out-of-date Risk & Cost Improving Findability in SharePoint

9 Findability Problems Content not always logically organized Inconsistent naming conventions Not sure of the version (Is it the Final or the Final- Final?) What You Need to Know Who s trying to find what? (audience and objective) Why are they trying to find it? (objective) Where are they looking today? (source) When are they trying to find it? (context) How are they trying to find it? (process) Taxonomy Any knowledge organization system, whether hierarchical or not, involving controlled names of concepts. Heather Hedden The Accidental Taxonomist Improving Findability in SharePoint

10 Benefits of Taxonomy Facilitate searching across repositories Decrease search time Increase user confidence Facilitate collaboration Reduce risk Reduce duplicity of information Establish common vocabulary Example Taxonomy (UNSPSC, 2004) Sites and Site Collections Site Collection: A collection of sites A top-level site and one or more related sites below it Top Level Site Site: One or more related pages, lists, and items Used to organize content Sub-site: A site that inherits characteristics from the parent site Sites Sub-Sites Improving Findability in SharePoint

11 Lists, Columns, and Rows Lists: The storage mechanism in SharePoint Made up of columns (fields) and rows (list items) Columns (fields): A location in a list in which to store information about an item Can be used to search for items Can be used to filter items in a list Rows (list items): The information stored about an item The information used to describe each item in a list Terms and term sets Row Terms, Term Sets, and Managed Metadata Terms: A word or a phrase that can be associated with an item Managed Terms Enterprise Key Words Term Sets - A collection of related terms Local term set Global term sets Managed Metadata: A hierarchical collection of centrally managed terms that you define, and then use to describe items Validates values for columns and the way users enter these values Controls how search results are refined Determines how users sort and filter items Putting it Together Terms, Term Sets, and Managed Metadata are used in Lists, Columns, and Rows then associated with Content Types to organize content within Sites and Site Collections Sites and Site Collections Lists, Columns, and Rows Lists, Columns, and Rows Lists, Columns, and Rows Terms, Term Sets, Managed Metadata Improving Findability in SharePoint

12 Content Type Statement of Work Content Type Inheritance Columns Constraints on Terms and Term Sets SharePoint 2010 Example Managed Metadata Services A centrally located SharePoint service Uses managed metadata and shares content types across site collections and Web applications Benefits Enables pre-defined, common terms to be deployed and managed consistently across the enterprise (including across site collections and farms) Distributes ownership and enables only authorized users to add new terms Automatically rolls up user added tags (keywords) to Central Administration Improving Findability in SharePoint

13 Content Type Hub A centrally located site collection Shared through managed metadata services Benefits Allows content types to be deployed and managed consistently across the enterprise (including across site collections and farms) Includes columns, workflow associations, and policies Subscribing site can extend or derive a new content type from a published content type Case Study Finding Without Folders The Company Company Profile One division of a large, international energy company Problem Content stored in file shares, personal drives, MOSS, SP 2003, and Documentum Difficulty finding the right content at the right time Constraint Improve findability of content Resolve issues related to different folder structures Must be easy to use Solution Upgrade and migrate to SharePoint 2010 Eliminate folders altogether Implement filtering, views, and search Improving Findability in SharePoint

14 Physical vs. Virtual Findability Physical Virtual Files exist in one location in time Navigation is hierarchical (drill down) Search is onedimensional Neither files nor folders really exist Navigation can be situational Search is multidimensional Two Ways of Finding Search Navigation In SharePoint Improving Findability in SharePoint

15 Filter: All Draft Documents Filter: Training Material in Draft State Create a View A persistent virtual folder or collection Improving Findability in SharePoint

16 View: Training Documents/Training Records Search Metadata Managed Metadata Enterprise Keywords Text within a document Summary Defined SharePoint 2010 terminology related to taxonomy and classification Illustrated how taxonomy and classification are represented in SharePoint 2010 Explained how consistent managed metadata services and content type hubs enable consistency across the enterprise level Presented lessons learned from early adopters Improving Findability in SharePoint

17 THANK YOU Q&A Presented by: Susan Cisco, Ph.D., CRM, FAI and Wanda Jackson, Ph.D., PMP Date: Wednesday, April 25, 2012Wednesday, April 25, 10:15-11:30 am Wednesday, April 25, 10:15-11:30 am Improving Findability in SharePoint