SharePoint University of the Highlands and Islands SharePoint for Records Management

UHI SharePoint Hub

Focusing on users information audits and preparatory work

Information audit: file maps Looking at document types

Information audit: information flows …and how they are managed

Metadata sets: using the Managed Metadata Service for the UHI classification scheme Using the UHI Classification Scheme in the Managed Metadata Service meant: terms could be managed centrally across the university the scheme could be used across document libraries, sites, site collections and web applications

Preparation: mapping current environments to the classification scheme and tagging in SharePoint environment Records Management hard drive UHI Classification Scheme and Records Management SharePoint Area

Metadata and Tagging

Moving down to document level: Document Classification

Focusing on users information audits and preparatory work working with user requirements

Working with user requirements: document types

Working with user requirements: Using Workflows We have trialled the use of workflows to implement business processes on documents. Workflows can be associated with libraries, lists, or content types, and we will be using them to create templates for certain document types, such as agendas for example.

Workflows: moving documents through work processes We have used workflows to route documents from person to person so that they can each complete their document management tasks, such as reviewing documents, approving their publication, or managing their disposition. Meeting minuted Minutes taken and sent out to attendees for review Review Minutes reviewed and returned to team owners Minutes Minutes Published

Workflows: routing Content Type + Metadata Content Type enabled in Library Workflow created and associated with Content Type

Focusing on users information audits and preparatory work working with user requirements preparing the SharePoint team areas

Working with user requirements: creating environments to suit different work processes

Working with user requirements: only seeing what you want to see

Preparing the SharePoint team areas: configuring permissions correctly

Preparing the SharePoint team areas: a basic set of tools

Using the SharePoint team areas: success stories

Next steps… still lots to be done User training Creating a user community area Implementing new tools Moving and migrating into the SharePoint cloud Creating our Governance document