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5 steps to get started with effective content governance strategy

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Walt De Petris

Netwoven is a solution consulting firm serving large & mid-size enterprises

Founded in 2001 by former Microsoft executives

Top domain experts from multiple industries and technology firms like Microsoft, Accenture, Oracle & Intel

Provide Technology solutions to enable business

U.S. headquartered company with global development center

Who is Netwoven?

Our Clients

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• Co-founder, President & CEO at Netwoven

• Specializes in:

• Business and IT Strategy consulting

• Subject Matter Expert in Sales and Marketing consulting

• Subject Matter Expert in Enterprise Content Management

• Led Enterprise Applications Consulting Practice at Microsoft

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• Implemented large scale deployments of enterprise applications for

Fortune 100 and smaller customers

About Niraj Tenany

• Market Trends

• Content Landscape and Challenges

• Governance defined

• Why governance has failed?

• 5 ways to improve content governance

• How to apply the governance techniques to Office 365?

• Q&A and wrap up

Today’s Agenda

A Big Thank You

• Every 2 days we generate more data than we did from the dawn of time through 2003

• Worldwide volume of data is growing at 59% per year

• Recent surveys show 85+% of data is unstructured

• In 5 years the majority of analytic data will come from unstructured sources

Source – Gartner

Market Trends

• Proliferation of consumer storage solutions

• OneDrive, Google Drive, Dropbox, Box.net, …

• In a recent survey, most user stored about 2,000 documents & most weren’t needed

• On average, 9% files were shared with other users or externally. ~185 files

• Of these files, about 20% contained some kind of compliance related data

• Real risks to your business and executives is very hard to insure

• Excess litigation, fines, loss of intellectual property & damage to reputation

• Target credit card breach resulted in $88M costs after insurance

• Heterogeneous software environment in organizations

Content Landscape and Challenges

Content Landscape and Challenges

Internal Content

• Policies and Procedures

• Best Practices

• Collaborative Content

• Operational content

External Content

• Web Pages

• Case Studies

• White Papers

• Blogs

• Newsletters

• FAQs

• eBooks

Content Governance Defined

• Set of practices within your content strategy that tries to deal with the realities of creating and publishing content

• It integrates creators, editors, reviewers, and publishers

• Lack of organizational support

• Applying same rules of governance to different types of content

• Focusing only on technology rather than overall governance of business,

technology and content

Why Content Governance has failed?

5 Steps for Effective Governance

1. Understand and apply the Content Pyramid

2. Define the attributes of the content assets

3. Automate the attribute collection processes

4. Develop and implement content publishing

and archival strategy and processes

5. Establish an overall Governance body that

encompasses business, technical and content

governance

Content Governance

Apply the content pyramid

Define the attributes of the content

assets

Automation for

managing attributes

Content publishing

and archival

Governance body

• Not all content is same in an organization

• Different types of content require different business rules

• Different types of content have different personas

• Differentiate between external content and internal content

• Map various technologies to the content pyramid

1: Understand the Content Pyramid

1: Understand the Content Pyramid

• Published Content

• Portal

• Enterprise Document Repository

• Knowledge Base

• Support Portal

• Collaboration Content

• Project Collaboration

• Personal Business Content

• Business related documents being created by individuals

Published

Content

Enterprise

Document

Repository

Collaboration Content

(Department, Project, Social)

Personal Business Content

• Perform a content audit

• Classify content into various buckets

• Assess the content lifecycle

• Identify the personas for each of the buckets

1: Understand the Content Pyramid

• Attributes are meta data associated with a content asset

• A content asset can be document, audio, video, blog posts and other types

of content

• Attributes significantly improve findability of content

• Attributes significantly improve personalization and relevancy

• Attributes enable automation for publishing and archiving

• Several categories of attributes can be applied to a content asset

2: Define attributes for the content assets

• Administration

• General attributes

• Findability

• Specific keywords to help find the content

• Compliance

• What is the content retention policy?

• What is the content obsolescence Policy?

• Access Control

• Who can access the content asset?

• Who can delete the content?

2: Define attributes for the content assets

Content Asset

Administration

Findability

Compliance

Access Control

2: Define attributes for the content assets

SAMPLE ATTRIBUTES

• Assigning attributes to a content asset is a necessary evil. However, it is required for effective

governance

• Content submitters do not like to provide this information as it hurts productivity

• Striking a balance between collecting the attributes and end user experience is critical

• Attributes vary based on where the content lies in the content pyramid

3: Automate the attribute collection processes

3: Automate the attribute collection processes

SAMPLE UPLOAD FORM

4: Develop and implement Content Publishing and Archival Strategy

• Regardless of where the content is in the pyramid, it needs to go through

an approval process

• Approval processes can be formal or informal.

• The higher in the content pyramid, the more formal the process becomes.

• Approval process can be setup so for some pieces of content it is auto

approved when submitted

4: Develop and implement Content Publishing and Archival Strategy

Joe

Consumer

Author

Review / Approve

PublishMeasure Outcome

Archive

Sally

Jane

Mike

Jill

4: Develop and implement Content Publishing and Archival Strategy

SAMPLE WORKFLOW

• Define and implement publishing processes that span from creation to archival. Organizations often have publishing

processes not do not have archival processes.

• Ensure publishing processes map appropriately to the content hierarchy

• Collaborative content requires informal publishing processes

• Published content requires formal publishing processes

• Consider third party workflow tools to automate the process if your system does not support a robust tool. This is a very

mature area now.

• Focus on strategy before

automation

• Implement all the components of

governance

• Business Governance

• Technical Governance

• Content Governance

• Measure and Monitor

Business Governance

Technical Governance

Content Governance

5: Develop an overall governance body

• Define a governance board

• Ensure governance board has a working committee

comprising of business, content and technical people

• Ensure that the charter is well defined along with goals

• Maintain a dashboard to monitor and measure success

• Set expectations that the governance board and

working committee are here to stay and the workload

will increase over time rather than decrease.

Governance Board

Business Working Group

Content Working Group

Technical Working Group

STEP 5: Develop an overall governance body

STEP 5: Develop an overall governance body

SAMPLE BOARD AND WORKING GROUPS

Governance Board

Business Working Group

User Experience Designer

Publishers / Business Content Stewards

Global Asset / Taxonomy Owner

Global Portal Admin Owner

Content Working Group

Authors

Reviewers / Approvers

Publishers / Business Content Stewards

Archivists

Technology Working Group

Developers

Search Administrator

System Administrator

Business Owners

• Role of the content working group

• Manage business processes for content lifecycle

• Manage asset attributes

• Manage Taxonomy and associated business processes

• Manage training content for various roles

• Manage reports

STEP 5: Develop an overall governance body

• Role of Technical Working Group

• Manage the overall system from a technical perspective

• Stay updated on new updates, features and functions

• Manage custom development and configuration

• Manage support processes

• Manage user roles and groups

• Manage permissions for trained users into contribution and archivist

roles

• Manage requests for new branded templates, workflows, and reports

STEP 5: Develop an overall governance body

STEP 5: Develop an overall governance body

SAMPLE REPORTS

How to implement governance in O365?

• SharePoint Sites

• Managed Meta Data

• Search

• SharePoint Sites

• Office 365 Groups

• OneDrive

Personal Business Content

Collaboration Content

Enterprise Document Repository

Enterprise Published Content

Summary

1. Understand the Content Pyramid

2. Define attributes for the content assets that

should be collected

3. Automate the attribute collection processes to

make it easy for contributors

4. Develop and implement content publishing

and archival strategy and processes

5. Establish an overall Governance body that

encompasses business, technical and content

governance

Content Governance

Defining the content pyramid

Defining the attributes for assets

Automation for

managing attributes

Content publishing

and archival

Governance body

Call To Action

• Jumpstart your Content Governance plan with our expert advice and get on a path

to good governance

• Governance consulting includes

• Governance Workshop

• Governance Analysis and recommendations

• Deliverables include

• Actionable governance workbook

• Templates customized for your needs

SAMPLE DELIVERABLES

Webinar Prize Winner

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And the Winner is….

Andrew Sutton

Engagement

Director

Netwoven

Expert Panel

Viraj Bais

CTO

& Co-founder

Netwoven

Matt Maher

Technical

Director

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Rajya Bhaiya

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Director

Netwoven

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