make share point the heart of your information 3 ways to extend your investment
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1. Understand SharePoint As A Platform 2. Build Information Governance Into & Throughout SharePoint 3. Align SharePoint With Everything Else For Consistent Application Of Policy & ProcedureTRANSCRIPT
Make SharePoint The Heart Of Your Information
3 Ways To Extend Your Investment
Jim Merrifield is the Director of Information Governance for FileTrail, Inc. He focuses on educating enterprise organizations on how to design and implement an
effective records management and information governance strategy. Prior to joining FileTrail, Jim was the Records Manager at Finn Dixon & Herling LLP. Jim holds
both industry leading designations, the certified Information Governance Professional (IGP) and certified Information Professional (CIP). Jim is codeveloper of the
ARMA IGP Course, an AIIM education partner and President of the ARMA Connecticut Chapter.
Contact Jim: [email protected] @IGmode linkedin.com/in/jmerrifield www.FileTrail.com
Jim Merrifield
Nick Inglis is the Founder of LeftGen Information Management Group based out of Providence, RI. Nick was
formerly the Director of Professional Development at AIIM. He is the author of the AIIM SharePoint Governance
Toolkit, codeveloper of the ARMA IGP Course, and is widely respected as a leading voice on SharePoint and Information Governance. Nick is an AIIM SharePoint Master, AIIM Enterprise 2.0 Master, AIIM Enterprise
Content Management Specialist and Inbound Marketing Certified Professional.
Contact Nick: [email protected] @nickinglis @leftgengroup linkedin.com/in/nickginglis www.LeftGen.com www.NickInglis.com
Nick Inglis
1. Understand SharePoint As A Platform
2. Build Information Governance Into & Throughout SharePoint
3. Align SharePoint With Everything Else For Consistent Application Of Policy & Procedure
Make SharePoint The Heart Of Your Information
SharePoint as a Platform
» Ask 10 people what SharePoint is, get 10 different answers.
» SharePoint is a platform.
» Define what SharePoint will do, clearly define what it WILL NOT do.
» According to IDC in 2011, SharePoint still had gaps in key Content Management areas including Web Content Management, Document Imaging and Records Management.
» Today, those gaps are being removed.
» Microsoft has continued building functionality through the 2013 release of SharePoint
SharePoint as a Platform
» What do we need SharePoint for?
» Leverage a Reference Architecture.
» Doculabs has a great model for building a Reference
Architecture: http://www.richardmedinadoculabs.com/1/post/2013/04/an-ecm-enterprise-reference-architecture-and-ecm-glossary.html
SharePoint as a Platform
Map enterprise technologies with key
functions that organizations require.
SharePoint as a Platform
Color code to fitness of the solution for the task.
SharePoint as a Platform
Go through this for your current state and for your proposed future
state.
SharePoint as a Platform
Identify areas where SharePoint will serve and where it will not
serve.
SharePoint as a Platform
Information Governance & SharePoint
» SharePoint, if left to it’s own devices will not provide comprehensive Information Governance.
» Some elements will be there like Site Provisioning, but even those need to be improved.
SharePoint Information Governance Key Elements:
Information Governance & SharePoint
Where we’ll focus today: Content & Classification.
Information Governance & SharePoint
Content Governance must be applied in SharePoint. It should ensure that all Content is managed with consistency throughout it’s
lifecycle from creation through to disposition.
Information Governance & SharePoint
Content Governance includes:
» Site Provisioning & Disposition
» Metadata (Columns) Standardization
» Library & List Standards
» File Plan Application
» Establishing Site Templates
Information Governance & SharePoint
Classification Governance includes:
» Setting Up Consistent Classification
» Automating Records Declaration
» Defining Points of Divergence For Properties
» Use of the Managed Metadata Service & Content Type Hub
Information Governance & SharePoint
SharePoint & Everything Else
As great as this is to have managed and governed in SharePoint, we likely have other systems and paper in which
we need to align this work.
SharePoint & Everything Else
It is not acceptable to inconsistently apply governance policies between systems and between formats (electronic & paper).
You need to be able to manage, track and govern content in all formats.
FileTrail Bridges the Gap
» Consistent application and integrated view of electronic and paper through FileTrail’s integrated RM in SharePoint.
» Management of paper through RFID
» Automatic declaration of content (electronic & paper) through FileTrail applying information management policies in SharePoint w/ FT.
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Integrated view of electronic and physical items.
RFID Growth
FileTrail is the Leader in RFID Deployments in Carpeted Space
Gartner Research
20 220
676
1198
1834
2157 2285
3100
0
500
1000
1500
2000
2500
3000
3500
2005
2006
2007
2008
2009
2010
2011
20
12
(pro
j…
63%
81% 89%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Portable Device only Mixed Environment Full Coverage
Reduction in time spent on audits and looking for lost items.
Client survey 10/2010
Clients continue to invest in RFID-based solutions
+$4Billion market in ’09 with 20%- 30% CAGR
Govern Your Content
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About FileTrail
450 Clients and 20% Annual Growth
North America: 80%
Europe: 20%
APAC & Africa
Information Intelligence Leader in Management, Asset Tracking and
process improvement
HQ in San Jose, CA East Coast:
Washington DC
Founded in 2000 Over 20 years of URM Experience
1. Understand SharePoint As A Platform
2. Build Information Governance Into & Throughout SharePoint
3. Align SharePoint With Everything Else For Consistent Application Of Policy & Procedure
Make SharePoint The Heart Of Your Information