up and running with sharepoint records management · sharepoint refinement compliance as areas of...

2016 ARMA Houston Spring Conference

Up And Running With SharePoint Records

Management

In 90 Days Or Less


2

How is this possible?

Lots of planning and a little blood, sweat, and tears.


3

Who am I?

Graham Sibley

CEO @ Collabware

Vancouver, BC, Canada

Aspiring Futurist


4

“Based on 20 years of industry data, we can say

that nearly 50 percent of all ECM programs fail

just from a technology perspective. And of the

50 percent that succeed, half of those fail to

really provide value to the business.”

- Lane Severson (CMS Wire)


5

The Problem

Slow to start, years to deploy, and failure to achieve results.


6

The Goal

Set up a solid foundation and deploy in 90 days or less.


7

The Result

Set up a solid foundation and deploy in 90 days or less.


8


9

SHAREPOINTIt’s full of rainbows and unicorns.


10

What it can do:

Document Management

◦ Check-in / check-out

◦ Version control

Records Management

◦ In-place records

◦ Centralized records (Records Center)

◦ Automated destruction

Workflow

◦ Extensible

Search

◦ Keyword and metadata

Legal Holds

◦ In-place or centralized


11

What it can’t do:

File Plan Management

◦ Manual creation

◦ Automated organization

Event-based Retention

◦ Only time-based formulas supported

◦ Customizable

Bulk Disposition Approval

◦ One approval required per-item

Physical Records

◦ Paper? We don’t need no stinking

paper!


12


13

UP AND RUNNING IN 90 DAYSBuckle up. This is a wild ride.


14

Assumptions

Executive mandate is in place

◦ Executive support is a must!

File Plan and Retention Schedule is defined

SharePoint is the technology of choice

◦ DEV, UAT, and PROD environments deployed

◦ Third-party add-ins selected and installed


15

Foundational Philosophy

Be end-user focused

◦ End-users should have a say over the system

◦ Adopt a customer is always right mentality

◦ End user control is critical

Be agile

◦ We won’t get it absolutely perfect the first time

◦ Build in time to refine the solution during the project


16

Foundational Philosophy

Be responsive

◦ Respond to end-user needs quickly and efficiently

Be proactive

◦ Follow up with end-users to ensure they’re happy


17

Activities

Week 1: Vision and Road Mapping

Week 2: Approach Development

Week 3: Understanding the Business

Week 4: Training

Week 5-8: Requirements, Design, Configure, and Review

Week 9-10: Migration and refinement

Week 11: Records Management Configuration

Week 12: Support and fine tuning


18


19

WEEK 1Vision and road mapping.


20

Establish Vision

Aspirational future view:

◦ Purpose

◦ Scope

◦ Outcomes

Why It’s important to know where

we’re headed:

◦ Ensure consistent messaging

◦ Garner executive buy-in

◦ Shape decision making

◦ Frame the program

◦ Form the roadmap

◦ Build excitement in the organization

◦ Understand ROI

◦ Incorporate long term planning in

execution


21

Create Roadmap

Technology

◦ Focus on getting the basics working for end-users

◦ Look for low hanging fruit where processes can be improved

People

◦ Start with the groups that have the highest chance of success

Willingness to engage

Low complexity

Low volume

Smaller group

Good understanding of content

◦ Move through to the groups that are more complex and less willing


22

Roadmap Example

2017 2018 2019

Baseline document and records management

Advanced workflow and scanning

System integration and mobile access

HR

IT

Legal

Com

Tax

Finance

Audit

Corp Admin

Engineering

BD


23

WEEK 2Consensus on approach.


24

Security

• Open vs Closed

• Ownership

• Special Access for IT and RM

• Reporting

Migration

• Scope

• Tools

• Ownership

• Process and End-user Participation

Governance• Roles and Responsibilities

• Guidelines, Policies, and Procedures

• Ownership

Search• Tools

• Ownership

• Process

Applied

Records

Management

• Guidelines for Auto-classification and Auto-declaration

• In-place vs Record Center

• File Plan Refinement

Change

Management

• Training Plan

• Communication Plan

• Support Plan


25

WEEK 3Understand the business.


26

People

Create a group vision for what this project could be, in order to …

◦ Create excitement

◦ Foster buy-in

Understand the group’s purpose in the organization and what motivates them

Gain insight in to pain points and opportunities


27

Content Audit

Need to understand the content landscape

◦ Types of documents

◦ Format

◦ Size

◦ Volume

◦ Source

◦ Processes

◦ Security

◦ Collaboration


28

WEEK 4Training.


29

Training

People often have questions and concerns that distract them during requirements

sessions

◦ Does SharePoint do versioning?

◦ What is a Content Type?

Before conducting requirements sessions:

◦ Important for end-users to understand the basics of SharePoint

◦ Important for records managers to understand the complexities of configuration

Train early and train often


30

WEEKS 5-8Requirements, design, configuration, and review.


31

Requirements, Design, Configuration, and

Review

Card Sorting Content Mapping

SharePoint

Configure and Review

Interactive sessions with end users to

organize content.

Logical mapping of content into sites,

libraries, lists and including metadata,

security and volume.

Prototype in SharePoint and review

experience with end-users.


32

WEEKS 9-11Migration, refinement, and compliance.


33

Migration Parties

SharePoint

Refinement Compliance

As areas of the solution settle, add

advanced records management

configuration.

Manual migration with end users to

reinforce training, receive feedback, and

fine tune system. Augment with scripts

and tools as needed.

Refine based on end user feedback

that’s based on usage, volume.


34

WEEK 12Support and report.


35

Active Support Passive Support Report

Develop reports and dashboards to

understand adoption, collaboration and

compliance.

Phone, email and walk by end users to

ensure they are comfortable and don’t

need any help.

Ensure end users have a means of

reaching out, content to read (how do

I’s) and other resources for help.


36

KEEP ON ROLLIN’Applying this approach throughout the organization.


37

Strategy

Tackle one group/process first

◦ Refine your approach

◦ Demonstrate ROI

Tackle consecutive groups/processes using overlapping approach

◦ During development, start another group/process

◦ Combine training where possible


38


39

Questions?

Graham Sibley

[email protected]

http://twitter.com/gsibley

http://linkedin.com/in/gsibley

mailto:[email protected]

http://twitter.com/gsibley

up and running with sharepoint records management · sharepoint refinement compliance as areas of...

Documents