SHAREPOINT GOVERNANCE. Melody Allsebrook Dip.RIM PC.dp AI SharePoint Business Analyst & Data Protection Practitioner

Transcription

1 SHAREPOINT GOVERNANCE Melody Allsebrook Dip.RIM PC.dp AI SharePoint Business Analyst & Data Protection Practitioner

2 Aims of this Session To introduce the concept of SharePoint Governance Help you to plan how to achieve it and your next steps Content Governance Plan Planning & Strategy Architecture Roles & Responsibilities Rules, Procedures, Processes Content Management

3 So you ve chosen SharePoint What can it do? One stop shop for business needs Provide intranet, business sites, team sites, project sites, case files, links to other web content and collaborative workspaces Can provide compliance with information laws and regulations Provides easier search and access to information Can reduce duplications and re-work, improving team productivity Provides a simple, familiar, consistent and fit for purpose approach to store, publish and manage information

4 SharePoint Governance Plan What s a SharePoint Governance Plan and why is it needed? A living, working document that defines the administration, maintenance and support of an organisation s SharePoint environment. Should be regularly reviewed and updated as required or as developments are made Why is it needed? Streamlines the SharePoint deployment and environment Identifies information custodianship, roles & responsibilities Establishes the rules for appropriate usage of the system Reduces inappropriate SharePoint use patterns Prevents the SharePoint platform from becoming an unmanageable system with information sprawl Helps to keep information secure and compliant Help to make the most of the technology

5 It doesn t have to be complicated. This Photo by Unknown Author is licensed under CC BY-SA This Photo by Unknown Author is licensed under CC BY-NC-ND

6 GOVERNANCE PLAN Roles, Responsibilties Vision & Objectives External Sharing Marketing & Comms Policy & Process 3 rd party tools Monitoring & Auditing Functionality & Requirements Escalation, Change Requests Branding User Adoption & Support Content Management Architecture

7 Information Audit Identifies duplications Enables business classification Enables development of Information Asset Register Enables file plan build Enables easier retention scheduling Identifies personal data, how/where it s stored, who has access, any potential breaches of the DPA? This Photo by Unknown Author is licensed under CC BY-SA

8 Marketing & Communication 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. This Photo by Unknown Author is licensed under CC BY-SA

9 Architecture Elements Planning of the architecture for the SharePoint environment is critical for a successful implementation and business transformation if the users can t find the content they need, they ll stop using SharePoint.. The Information Architecture should describe a uniform approach to site organisation. 4 Core Areas: Site Structure Navigation Search Classification

10 Site Structure & Heirarchy Describes the Sites needed and how they will be organised. Typically site collections provide a hub, lower levels provide working areas How will you structure? Functional versus Organisational or hybrid? Principles to consider: Sites to have a specific purpose and value not used as a jumping area to another site. New sites created using site templates through an authorised approval process. Keep a control over the number of sites created during BAU don t hit sprawl. Break down content within multiple sites and document libraries to represent logical groupings and security of content.

11 Site Hierarchy

12 Custodians/Owners SharePoint Governance Committee SP Global Administrator Senior Information Risk Officer Central Admin/Tech Support SP Site Collection Administrator Information /Records Manager SharePoint Site Owners Information Asset Owners SharePoint Trainers Power Users End Users Functions Projects Team Administration OneDrive Responsibilities High level vision, strategy, decision making Technical management, access, storage limits Information risk and policy management Maintenance, updates, upgrades, change requirements Site collection config, components, settings, security, ownership, permissions Addresses IRM policy across organisation, audits & reporting on content, high level deletion Oversees site, design, content, use, libraries, permissions Oversees best practice IRM in business site libraries Provide system training on implementation and BAU for new starters, refreshers First point of contact for end user on SharePoint use Contributes content to libraries, moves content to team or functional areas and personal content creation

13 Invisible Records Management Records Management - the practice of arranging and managing locked down records of an organisation, ensuring that they cannot be tampered with, edited or deleted without authorisation, throughout their lifetime, from their creation to their eventual disposal. BUT Users are not interested in Records Management Corporate EDRMS implementations that require users to greatly change their behaviour have often failed Consider application of policies without users making drastic changes?

14 Navigation How will users move around the solution? It is the layout of site collections and sites. Works together with site hierarchy to provide an intuitive and scalable method of locating information. Considers other Sites that users need to visit and collaborate on. May align with organisational structure.

15 Search Better in SharePoint Online than previous SharePoint versions Should be designed Finding information effectively takes a combination of browsing and search Closely linked with metadata search is only as good as the quality of the metadata Search results include Name, URL, Teaser, Author, Date Modified

16 Search Results can be refined.. Typical refiners: File type Author Modified date timeline

17 This Photo by Unknown Author is licensed under CC BY-SA Classification Should be simple, flexible, compliant Should withstand constant organisation restructures (make it functional) Should withstand organisation re-delegation of responsibilities Promotes a long term structure Should be easy and intuitive for users to find information Should be able to automate and apply retention/life cycle policies to content Can segregate business content from team administration content Aids retention scheduling Aids access controls Feeds into the information audit Involve the users

18 Content Management Get rules in place to manage content - consider: Retention & Disposal automate where possible. Content Types Use of folders (max 3 levels) Views Use links not attachments in s. s are records too! Drag & drop from Outlook..

19 5. Document Libraries and Lists A site can contain Lists and Libraries. A document library can be thought of as a type of shared drive. A list is like a simple Excel table with rows and columns; each row is an item in the list. A column is a property (descriptive piece of information) about the item. A site should NOT exceed 20 lists or libraries.

20 Versioning Versioning is a library setting All documents in the library must have the same approach to versioning Three settings No version numbering Works like a file share the file is simply replaced when updated Major version numbering 1.0, 2.0, 3.0, 4.0 Number increased every time file or metadata is changed Major and minor version numbering 0.1, 0.2, Approve: 1.0, 1.1, 1.2, Approve 2.0 Approval increments the major number

21 Give users rules and principles to work by. AIIM Organisational Information Survey

22 Customer Service (User Support) Training should not be optional! Training helps power users and end users understand the reason for adoption. Doesn t need to be expensive can be made internally. Provide kick-off training then frequent awareness sessions (lunch & learn?) Provide users with a means to give feedback and ask questions. Communicate quick help tip sheets, video tutorials, reference documents Provide an online reference knowledge portal in your Governance Site

23 Naming Convention A consistent approach to naming (columns, folders, documents, records etc.) across the organisation. Enables everyone to identify content and context without having to open the file itself. Names should be: Objective Meaningful Concise Standardised

24 Create a Governance Site in SharePoint A great place for: Users to find information on what to put where, how to get a new site etc. Storing a list of site owners, information asset owners and other contacts Publish meeting minutes of the Governance Board Publish the governance plan Publish a site list with links Storing available content types and metadata lists Storing reports from the SharePoint environment Storing training slides

25 Test Before Roll Out Use a Pilot Team to make sure. This Photo by Unknown Author is licensed under CC BY-SA

26 Questions??? Automated Intelligence Ltd