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

2. A Little Context…

3. 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

4. 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

5. 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

6. So, What’s the Problem???

7. 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

8. The End Result….
Frustration
&
Confusion!!!

9. The Solution…

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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!

16. 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

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

18. Thank You!!! Rick Macartney Gimmal Managing Director, Midwest Region

19. 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