1. Info-Tech Research Group1 Info-Tech Research Group, Inc. Is a global leader in providing IT research and advice. Info-Tech’s products and services combine actionable insight and relevant advice with ready-to-use tools and templates that cover the full spectrum of IT concerns. © 1997-2013 Info-Tech Research Group Inc. Move Away from File Shares and Organize Enterprise Information You need a taxonomy, a plan, and a governance strategy. Info-Tech's products and services combine actionable insight and relevant advice with ready-to-use tools and templates that cover the full spectrum of IT concerns.© 1997 - 2013 Info-Tech Research Group

2. Info-Tech Research Group2 ECM, SharePoint, and Enterprise Search won’t solve your problems...Unless you address your Information Organization issues first. Introduction IT leadership that is concerned with the lack of control of information in the enterprise. CIOs that have committed to implementing ECM, SharePoint, or Enterprise Search and don’t know where to start. Other business leaders have concerns about how internal information is managed: Compliance officers Records managers Legal/Counsel Human Resource managers Create a plan for organizing unstructured information. Profile business users to understand their challenges and how they describe documents. Build a corporate taxonomy for managing unstructured information. Enable IT leaders to develop competency through DIY workshops. This Research Is Designed For:This Research Will Help You:

3. Info-Tech Research Group3 Executive Summary Take the first steps towards Information Organization. Balance business, IT, and user requirements to build an effective strategy. Create a rough-cut taxonomy to kick-off search, ECM, or SharePoint projects. 1.Start with a straw man. Start within IT to document what you know. Then go back to the business and ask them why you’re wrong. 2.The faceted taxonomy is key. The primary enabler for Information Organization is the taxonomy. Follow Info-Tech’s best practices to develop one. 3.Start with Information Governance and related processes. A focus on Information Governance is often the result of an assessment of enterprise risk and opportunity. Review Info-Tech workshops: WCO: Risk Management and WCO: IT Strategy.WCO: Risk Management WCO: IT Strategy Info-Tech Insight Situation Complication Resolution Information growth is becoming a bigger concern for both the business users and management. Everyone recognizes that developing a descriptive taxonomy to support business initiatives and manage risk is important, but nobody knows how to actually do it. Most enterprises suffer from information overload. They have too many files, on too many shared drives, and in too many repositories. Business users are notoriously resistant to using new technologies such as SharePoint for managing content. IT has experimented with technologies such as SharePoint in the past, but has met with little success.

4. Info-Tech Research Group4 Follow Info-Tech’s Information Governance roadmap Reintroduce the Information Lifecycle to the Content Management Strategy Info-Tech offers a variety of resources. This set will address how to develop and deploy an Information Governance Plan. WCO: Risk Management Content Mgmt. Risk Mgmt. Find Information in the Enterprise Deploy Effective Information Governance with a Document Source Audit IT Strategy WCO: IT Strategy Develop a Data Privacy Compliance Strategy Mitigate Internal Risks & Achieve Compliance with Internal Controls You are here: Move Away from File Shares and Organize Enterprise Information eDiscovery: Ease Compliance through Repeatable Process

5. Info-Tech Research Group5 WCO: IT Strategy 1. Understand the Corporate Strategy 2. Assess the Current State of IT 3. Define the Targets and Gaps 4. Create the Roadmap 5. Create the IT Strategy WCO: Risk Management 1. Risk Scenarios 2. Determine Risk Severity 3. Build the Risk Profile 4. Take Action Towards Risk 5. Report and Communicate Risk Move Away from File Shares and Organize Enterprise Information When risk and strategy assessments point to information, you need an Information Governance Strategy Deploy an Effective Information Governance Strategy 1. Build a Project Team. 2. Identify Information Sources. 3. Assess Information Sources. 4. Define a Retention Schedule. 5. Create a Communication Plan. This set enables IT leaders to address concerns resulting from the Information Governance strategy. This set lays out how to bring order to unstructured information in the enterprise. Minimize Litigation and FOIA Expenses 1. Understand the process 2. Document the request 3. Protect information sources. 4. Document results. 5. Produce the results.

6. Info-Tech Research Group6 How to use this blueprint We recommend that you supplement the Best Practices Blueprint with a Guided Implementation. For most Info-Tech members, these Guided Implementations are included in your membership plan.* Our expert analysts will provide telephone assistance to you and your team at key project milestones to review your materials, answer your questions, and explain our methodology. Info-Tech Research Group’s expert analysts will come onsite to help you work through our project methodology in a 2-5 day project accelerator workshop. We take you through every phase of the project and ensure that you have a road map in place to complete your project successfully. In some cases, we can even complete the project while we are onsite. Do-It-Yourself Implementation Use this Best Practice Blueprint to help you complete your project. The slides in this Blueprint will walk you step-by-step through every phase of your project with supporting tools and templates ready for you to use. Project Accelerator Workshop You can also use this Best Practice Blueprint to facilitate your own project accelerator workshop within your organization using the workshop slides and facilitation instructions provided in the Appendix. Book your workshop now by emailing: workshopbooking@infotech.com workshopbooking@infotech.com Best Practice Blueprint Free Guided ImplementationOnsiteWorkshops * Gold and Silver level subscribers only Or calling: 1-888-670-8889 Ext. 3000 There are multiple ways you can use this Info-Tech Best Practice Blueprint in your organization. Choose the option that best fits your needs:

7. Info-Tech Research Group7 Book a free guided implementation today! Info-Tech is just a phone call away and can assist you with your project. Our expert Analysts can guide you to successful project completion. For most members, this service is available at no additional cost.* Here’s how it works: 1. Enroll in a Guided Implementation for your project Send an email to GuidedImplementations@InfoTech.com Or call 1-888-670-8889 Ext. 3000GuidedImplementations@InfoTech.com 2. Book your analyst meetings Once you are enrolled in a Guided Implementation, our analysts will reach out to book a series of milestone-related telephone meetings with you and your team. 3. Get advice from a subject matter expert At each Guided Implementation point, our Consulting Analyst will review your completed deliverables with you, answer any of your questions, and work with you to plan out your next phase. * Gold and Silver level subscribers only This symbol signifies when you’ve reached a Guided Implementation point in your project.

8. Info-Tech Research Group8 When we introduce new Blueprints, we offer workshops to our members at no charge for a short beta testing period. Please check the Workshop section of our website for a list of free beta workshops. Book a workshop today! An Info-Tech project accelerator workshop will help you to engage your stakeholders, gather important data, make key decisions, and generate a customized project road map. Here’s how it works: 1. Enroll in a 2-5 day workshop for your project Send an email to workshopbooking@infotech.com or call 1-888-670-8889 Ext. 3001. Your account manager will contact you and quote you the cost of a workshop.workshopbooking@infotech.com 2. Book your workshop A Workshop Coordinator will contact you to book a workshop planning call with one of our Facilitators and arrange dates for your workshop. We can hold the workshop in Info-Tech’s world-class facility in Toronto or at your location. 3. Plan your workshop A Workshop Facilitator will contact you to go over the workshop outline and choose the contents that are appropriate to your situation. 4. Participate in your workshop Our experienced Workshop Facilitators will take your project team through your tailored slides and exercises and will summarize all the workshop outputs into a final report. Free Beta Workshops

9. Info-Tech Research Group9 Guided Implementation Points in the Information Organization project Book a Guided Implementation Today: Info-Tech is just a phone call away and can assist you with your project. Our expert Analysts can guide you to successful project completion. Here are the suggested Guided Implementation points in the Data Audit project: Section 5: Controlling Records and Documents Retention schedules and metadata: Get insight into the appropriateness of your retention schedule and approach to taxonomy creation. Section 6: User Issues Ensure user buy-in: Information Organization is only the first step. Get guidance on how to actually use your new taxonomy to develop systems that cater to user needs. Section 7: Technology Options Rationalize the product roadmap: Discuss the various technologies in the IT portfolio that could be used to meet the enterprise mandate for Information Organization. To enroll, send an email to GuidedImplementations@InfoTech.com or call 1-888-670-8889 Ext. 3000GuidedImplementations@InfoTech.com This symbol signifies when you’ve reached a Guided Implementation point in your project.

10. Info-Tech Research Group10 What’s in this Section:Sections: The File Share Problem What to do with file shares. The Popes and Presidents Problem. The Post Platoon Problem. Build the straw man. The File Share Problem The Basics: What you need to know Workshop Prep: Before you start Workshop: Organize information in the enterprise DK: The information problem DK: User issues DK: Technology options and limitations Where to go from here

11. Info-Tech Research Group11 The baroque kunstkammer or cabinet of curiosities…before there was file shares. Collecting is human nature Humans collect. It’s part of human nature. This tendency was most evident in the baroque era when wealthy individuals assembled large collections of… stuff. Everything was fair game: books, coins, antiquities, cultural and natural oddities from newly explored continents, and models of machines. To modern eyes, these collections had little order or organization. Items could be arranged by size, color, continent of provenance, or any other attribute. These collections instigated the development of modern library science, museum curating, and biological taxonomy. They also figured into the explosion of development that occurred during the Enlightenment. File shares are the kunstkammer of the modern enterprise. It’s up to IT to organize the collection and turn it into an engine of discovery.

12. Info-Tech Research Group12 Info-Tech Research Group Helps IT Professionals To: Sign up for free trial membership to get practical solutions for your IT challenges www.infotech.com Quickly get up to speed with new technologies Make the right technology purchasing decisions – fast Deliver critical IT projects, on time and within budget Manage business expectations Justify IT spending and prove the value of IT Train IT staff and effectively manage an IT department “Info-Tech helps me to be proactive instead of reactive – a cardinal rule in a stable and leading edge IT environment. - ARCS Commercial Mortgage Co., LP Toll Free: 1-888-670-8889