How to Reach SharePoint Heaven

Transcription

1 How to Reach SharePoint Heaven Melody Allsebrook Dip.RIM PC.dp AMIRMS Senior Consultant, In-Form Consult 17 th May 2016 IRMS Conference 2016 Steps to SharePoint Heaven 1

2 Leading Independent Experts in Corporate information and Records Management About us In-Form Consult (IFC) is a leading independent information management consultancy that helps businesses transform enterprise-wide information into a powerful business asset. Our impartial solutions help you solve your information management needs whilst improving policies, processes, and procedures. Through consultancy, technology, training, and resourcing, we can help you reduce cost, minimise risk and increase the value of your information. Consultancy Resourcing Training Tools Support Our services IFC provides consulting expertise in the areas of information and records management, information governance, knowledge management, data management and enterprise solutions. We offer a wide range of bespoke consulting services including health checks, strategy development, process improvement and development, and technology selection and implementation; all of which are delivered to industry best practice for information and change management. Our consulting team are industry-leading experts and individually are specialists within public, private and not-for-profit sectors. Steps to SharePoint Heaven 2

3 Our Clients Steps to SharePoint Heaven 3

4 Aims of this Talk 1) To explain the basic concepts of SharePoint. 2) To explain why getting SharePoint governance right is so important. 3) To show you the main features of SharePoint for Information Management. 4) Tips and recommendations to achieve and maintain SharePoint governance. Steps to SharePoint Heaven 4

5 Aim 1 the basic concept of SharePoint An intranet / extranet An information, document and records management system. A collaboration tool business sites team sites, personal sites. Discovery and workflows. Integration with Office applications. Plug ins for increased functionality. Steps to SharePoint Heaven 5

6 Aim 2 Why is Governance SO important? Ensures the solution is aligned with business objectives. Avoids site and content sprawl. Ensures content quality is maintained. Ensures redundant information is removed. Provides a consistent high quality user experience. Establishes clear authority and escalation procedures if policy violations occur. Steps to SharePoint Heaven 6

7 CONSIDERATIONS INFORMATION GOVERNANCE FRAMEWORK PROCESS Governance Considerations How does this need to work? What needs to be achieved?? Corporate Vision / Objectives How should it be developed, configured and introduced to the users? What are the user and business needs? Who is going to be responsible for ownership/administration etc.? What rules should be in place? How will we make sure it does everything it s supposed to? How will governance be maintained? How do we keep the users happy and make sure they continue to use it? Strategy and Marketing plans User and functional requirements Roles and Responsibilities Policies, Procedures, Guides Testing Monitoring and Review Customer Support / User Experience Steps to SharePoint Heaven 7

8 Main SharePoint Features - For Document Aim 3 Main Features of SharePoint for IRM Document and Records Management Check Out/In Versioning Site and Library Templates Security Controls/Permission Management Columns and Metadata Content Types Managed Metadata Keywords and Tagging Content Organiser Document ID Document Sets Lifecycle policy management Workflows Audit and Reporting Features Search Legal Holds Digital Rights Management Steps to SharePoint Heaven 8

9 TIPS AND RECOMMENDATIONS - 1 Do it as a Project Before a corporate information management system can be successfully introduced, consider five streams of activity: Business Stream; Records Management Stream; User Stream; Technical Stream; Project Management Stream. Steps to SharePoint Heaven 9

10 TIPS AND RECOMMENDATIONS 2/1 Design and Develop the Architecture The site and library structure needs to be planned and designed, not allowed to evolve. Organisational subject to change but users like it. Functional long term not subject to change some users won t like it. Collaboration Projects access across teams and business areas. Develop site types and templates. Steps to SharePoint Heaven 10

11 TIPS AND RECOMMENDATIONS - 2/2 SharePoint operates a hierarchy of components Site Collection Sites Sub Sites Libraries Content Folders/Views Lists Rows/Columns Steps to SharePoint Heaven 11

12 TIPS AND RECOMMENDATIONS 2/3 Create a Register Steps to SharePoint Heaven 12

13 TIPS AND RECOMMENDATIONS - 3 Create a Governance Site Create a site to act as your governance plan. Collection of policies, training and guidance. Include a naming convention. Examples of good practice. Repository for design standards site templates. Consider maintenance times and activities. Steps to SharePoint Heaven 13

14 TIPS AND RECOMMENDATIONS 4/1 New Site Creation Process What s the purpose? Is there an existing site for this already? Do I need a site, or a new page, or a new document library? Who is going to be the site owner and administrator? Who needs access, how secure does it need to be? What is the expected lifespan? What kind of navigation does it need? How will retention be managed? What kind of content will be stored? Steps to SharePoint Heaven 14

15 TIPS AND RECOMMENDATIONS 4/2 Consider Site Content and Templates Document Libraries Lists Image Libraries Task Logs Issues Logs News Lists Calendars Contacts Links Announcements Steps to SharePoint Heaven 15

16 TIPS AND RECOMMENDATIONS 4/3 Make Use of Lists Key role in storing information and data. A type of web part that sits within a site. Easy to create and manage. Use links to lists on other sites. Delegate Experience Interest Department Fred Competent User Customer Service Michael Novice User Finance Monica Experienced Administrator ICT Steps to SharePoint Heaven 16

17 TIPS AND RECOMMENDATIONS 4/4 Libraries - Key role in storing documents. Use more than one library (but not more than 20). Consider linking to a library from multiple sites. Open access reduces duplication. Develop templates for consistent metadata. Massive Document Library Many Document Libraries Steps to SharePoint Heaven 17

18 TIPS AND RECOMMENDATIONS 4/5 Folders v Views. If you are going to use folders: Restrict who can create them. Don t exceed three levels. Consider the volume of documents. Aim for an average of documents per folder. Don t not mix folders and documents at the same level Steps to SharePoint Heaven 18

19 TIPS AND RECOMMENDATIONS - 5 Identify Roles and Responsibilities Executive Sponsor Information Manager/SharePoint Coach/Admin Lead Business Owner/Asset Owner/Risk Manager Site Owner/Sponsor Site Administrator/First Contact/Power User Users/Customers Technology/Support: Solution Administrator (Technology)/Support Team Site Designer Steps to SharePoint Heaven 19

20 TIPS AND RECOMMENDATIONS - 6 Information Audit Know what you have! Enables development of Information Asset Register Identifies duplications Enables business classification Enables file plan build Enables easier retention scheduling Identifies personal and sensitive personal data Identifies information for non-disclosure Steps to SharePoint Heaven 20

21 TIPS AND RECOMMENDATIONS - 7 Sell it to the End Users add enthusiasm! People generally don t like change and fear what they don t know. Announce the dates of change. Show off new features to help users do their jobs. Create small events to launch the new feature or system. Communicate the goals months in advance of a new initiative. Clarify how the changes apply to them and what s in it for them. Steps to SharePoint Heaven 21

22 TIPS AND RECOMMENDATIONS - 8 Invisible Information Management? Users are not interested in Records Management! Electronic records management system implementations + changing user behaviours at the same time = (normally) failure. Keep it simple Documents editable. Records uneditable - evidence, facts, decisions, actions. Remove silos of information and file shares where possible. Steps to SharePoint Heaven 22

23 TIPS AND RECOMMENDATIONS - 9 Provide a Retention and Disposal Policy & Schedule Manage retention at the highest possible level. Keep it simple, e.g. 3 years for working items, content aggregated into other documents 7 years for normal items, e.g. finance, contract stuff 15 years for major items Specific, for the items specified in legislation etc such as health and safety. Focus on trigger dates, how will they be entered. Automate except for the very high risk content. Steps to SharePoint Heaven 23

24 TIPS AND RECOMMENDATIONS - 10 Train staff to embed good information management practices: Provide the IM basics and don t forget data protection. Make it mandatory for new starters. Mandate refresher training (2 years max). For the users: Lock your screen when away from your desk! Securely send faxes (make sure someone is on the other end). Securely print be waiting at the copier for your printing. Regularly housekeep and manage s. Don t keep information just in case! 24 Steps to SharePoint Heaven 24

25 THANK YOU QUESTIONS? Steps to SharePoint Heaven 25