Lessons from the field: Implementing Information Governance and Records Management with Microsoft SharePoint
Veli-Matti Vanamo - Principal Consultant at Ignia - 12 Year SharePoint Veteran (there should be a badge for this, or at least a white jacket) - Member of SharePoint Developer Advisory Council for SharePoint since 2006 - TAP lead for 2003, 2007, 2010 and 2013 - Lead Architect for HP s internal deployment for 200,000+ users - Solution Architect for over 20 global customers - Speaker: TechEd, Connections, TechReady - Author: SharePoint 2003/2007/2010 Contact: veli@ignia.com.au http://au.linkedin.com/in/velimattivanamo Twitter: @velimattivanamo
The End Vision HP Records Manager Demo
Typical Life Start to a SharePoint Journey
Deploy Collaboration Easy to use, MS Office friendly environment Easy site creation and control Policy and Guidelines to declare records and dispose of sites manually SharePoint Sprawl Growth at unsustainable rate for infrastructure Performance Degradation and operational issues Poor policy uptake for record declaration
Typical way to address SharePoint Journey
Performance Deploy Collaboration Planning Easy to use, / MS Office Optimisation friendly environment Easy site creation and Scale-out control existing farm Plan Policy and and Build Guidelines new to infrastructure declare records to and facilitate growth dispose of sites manually SharePoint Governance Define usage policies, templates and guidelines Define site lifecycle policies Restrict quotas and site creation
Typical SharePoint Challenges
The Typical SharePoint Challenge Site structure lacks context and metadata Little to no library and folder structure Basic classification schemes at best Undefined information lifecycle policies Lacks content ownership and by extension accountability
Taking the next logical step Information Governance Discoverable Content Define Information Lifecycle policies for archival and retention
Framing Information Governance Facilitate Valuation, Creation, Storage, Usage, Archival and Deletion of digital content Provides accountability for stored content Framework to encourage desired behaviour Defines ownership between IT and Business Enables classification and life cycle management In SharePoint Context
RecordPoint
Why deploy RecordPoint Build upon the SharePoint Platform Smart Policy Engine for Classification and Declaration Preserve, secure and dispose of content appropriately Enable transparent Records Management and Policy Automation Use Native SharePoint Records Centres on Premise or Cloud
HP Records Manager 8
Why Integrate with HP RM/TRIM Leverage existing investment and skills in TRIM Extend existing policy and classification to SharePoint Preserve, secure and dispose of content appropriately Can enable transparent Records Management Work at item, list or site level
How to get to the end vision
Path to Information Governance Path to Information Governance Technology Readiness Information Architecture Mapping Phased Implementation Information Governance Strategy
Practical Steps to Implementation Success Don t create roadblocks for collaboration Scope initial implementation small Focus on Business Process Automation
Outcomes Increased adoption through - Ease of use - Familiar tools - Maintain existing SharePoint experience Records are centrally stored and managed - Compliance across environments Search across data stores and archives - Rehydrate relevant content Increased Classification and Accountability - Business users get benefit from providing metadata
Thank You! Contact: veli@ignia.com.au http://au.linkedin.com/in/velimattivanamo Twitter: @velimattivanamo