Effective Information Governance in SharePoint Rick Macartney, Managing Director April 20, 2019

A Little Context…

SharePoint’s Promise… 1 Experience Portal Sharing Store 2 Control Compliance Governance Management 3 Extend Leverage Process Access SharePoint is a very powerful platform, and to understand its full promise, you need to understand a little about its history… 2003 was when people really started getting hooked on SharePoint 2010 is when we started taking it seriously as an ECM and RM solution (content type hub, MMS, Rec Ctr) 2013 with the shift to the App Model really started to open up the platform for integration with

65% of organizations use How do we manage content today? 46% … 50% In 61% of organizations… In 64% of organizations… In 61% of organizations… 65% of organizations use as their primary ECM … 50% of content lives outside the ECM The ECM is ONLY a content store, and is NOT a PROCESS RESOURCE of organizations use SharePoint as the Records Management solution That is 2x more than any other ECM/RM 46% …Collaboration & Sharing is the primary use of their ECM

33% 28% 6% Out-of-the-Box is Not Working So, Is SharePoint the Out of the box is not really working… One-third of organizations have stated that they are struggling to get SharePoint to do what they intended to use it for, a whopping 28% of organizations have stated their deployment has completely stalled, but on the positive side 6% are incredibly pleased with what SharePoint has done for them, mind you the large majority of this group consists of smaller organizations. So how do we mitigate this trend in our organizations? Well another interesting statistic is that 54% of organizations are leveraging third-party tools and add-ons to meet the success requirements they have for SharePoint. So, Is SharePoint the Problem? 33% 28% 6% struggling stalled great success Source: AIIM, Industry Watch: Connecting and Optimizing SharePoint, March 2015

So, What’s the Problem???

SharePoint Technical Infrastructure Typical SharePoint Deployment Process Business Functions Projects/Communities Marketing Site Collection Site I Site II Site III Web Part I Web Part II Legal Site Collection Site I Site II Web Part IV Web Part I Web Part III HR Site IV Finance. AP Site Sub site I Sub site II Site III A&A Site I Site VI Site IV Web Part V Web Part VI Tax Community Site Collection Individually defined Site Templates Lists and Libraries Content Types Processes Web Parts Custom Functions Team Site Templates Implemented Local Processes & Content Types Department or Team Administration Technical Architecture Base SharePoint Configuration SQL Server / .NET / RBS Hardware / Storage/ Networks SharePoint Technical Infrastructure

The End Result…. Frustration & Confusion!!!

The Solution…

A Well-defined Information Architecture MUST BE PRESENT!!! There are 4 Key Elements of an Information Architecture in SharePoint Content Type Model Metadata Taxonomy Consistent Site Structure & Navigation Information Lifecycle Model

Sample Content Model Content Type Model Application or Business Unit Content Types Departmental Content Types Enterprise Content Type Corp Document HR W-4 Performance Evaluation Corrective Action Legal Contract NDA Patents & Trademarks A content type is a reusable collection of columns (metadata) and other settings for the purpose of categorizing documents in a SharePoint document library

Metadata Taxonomy Metadata Taxonomy Managed metadata is a hierarchical collection of centrally managed terms that you can define, and then use as attribute values for content types Conference rooms (term set) Auditoriums Auditorium C Auditorium D Auditorium E Halls Hall A Hall B Hall C Hall D Ballrooms La Nouvelle Ballroom Mardi Gras Ballroom

Virtual SharePoint Site Hierarchy Consistent Site Structure & Navigation Portal Social Portal Entry point for SharePoint content General, relatively-static information Drive users to other published content Sites persist and do not change much Department Portal Entry point for Department level news, information, links to Department content, etc. Storefront Used to aggregate content from multiple teams that support a single business objective (program, department, etc.) and/or to facilitate intra-department and cross- department collaboration. Team / Project / Workgroup Used to manage content of a single team or workgroup Social Community Sites My Site Discussions Department Portal Storefront Community Sites Global Corporate Functions Corporate Functions Business Unit Discussions Business Unit Programs Team / Project / Workgroup MySite Project Program Favorites Team Site Short Term As needed

Information Lifecycle Model Temporary In-Progress Final Archive Hold Disposition (Destroy or Archive) So, how can we apply the same discipline we do to processing Records further upstream in the content creation process? Well, we use Content Types, Metadata and “other settings” such as Information Management Policies

Sample Information Lifecycle Model If we add in “Lifecycle State” to the Content Type And define that states as “Temporary” “In Progress” and “Final” We can setup business rules that enable us to trigger events and processes that allow us to clean up content!

SharePoint Technical Infrastructure SharePoint Content Governance Model Business Functions Projects/Communities Marketing Site Collection Site I Site II Site III Web Part I Web Part II Legal Site Collection Site I Site II Web Part IV Web Part I Web Part III HR Site IV Finance. AP Site Sub site I Sub site II Site III A&A Site I Site VI Site IV Web Part V Web Part VI Tax Community Site Collection Identify Required Components Site Templates Lists and Libraries Content Types Processes Web Parts Custom Functions Define Direction and Phasing Team Site Templates Implemented Local Processes & Content Types Department or Team Administration Content Types & Routing Rules Managed Metadata / Term Store Information Lifecycle Governance Administration & Provisioning Technical Architecture Base SharePoint Configuration SQL Server / .NET / RBS Hardware / Storage/ Networks Governance Definition SharePoint Content Governance Infrastructure SharePoint Technical Infrastructure

The End Result…. A Happy End User Community!!!

Thank You!!! Rick Macartney Gimmal Managing Director, Midwest Region rick.macartney@gimmal.com 913.515.1352

Company Overview Governance SAP Interoperability and Cloud & Mobile Experience Gimmal as a company are an end-to-end provider of solutions for information management providing you with the governance and interoperability business platforms you require. Gimmal also has very strong relationships with both Microsoft and SAP. We work closely with both companies to make sure our joint customers are getting the business critical solutions they need. We have a close relationship with the SharePoint product team and meet regularly with them to better understand where SharePoint is heading and where Microsoft is heading. Conversely we also take advantage of the opportunity to discuss our upcoming releases, new features, functions and even new solutions to get their feedback and again, make sure we’re in line with the requirements of our joint customers. I am also very proud to say that this year we have been honoured as finalist in not one but two Microsoft Partner of the Year categories, Collaboration and Content which shows our excellence in SharePoint based solutions, and in Public Sector: Government which speaks to our commitment to heavily regulated environments. Global ISV Headquartered in Houston TX. Founded in 2002