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Nirma 2011 presentation on share point

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This is a presentation I delivered at NIRMA 2011 discussing the elements needed for a successful SharePoint 2010 implementation.

This is a presentation I delivered at NIRMA 2011 discussing the elements needed for a successful SharePoint 2010 implementation.

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  • 1. Implementing SharePoint 2010 for Managing Content and Records
    Bob Larrivee, Director and Industry Advisor
    AIIM Learning Center
    AIIM International
  • 2. About AIIM
    International - Members in 146 countries
    Independent - Unbiased and vendor neutral
    Implementation Focused - Processes, not just technology
    Industry Intermediary - users, suppliers, consultants, analysts, and the channel
    www.aiim.org
    www.aiimcommunities.org
    © AIIM | All rights reserved
  • 3. Creation outpaces management…
    Word, PowerPoint, Excel
    JPEGs, TIFFs
    E-mails with attachments
    Business system documents
    …on the network on PCs, on sticks, on phones, on PDAs
    © AIIM | All rights reserved
  • 4. Resulting in: the enterprise content mess
    © AIIM | All rights reserved
  • 5. What in the world is ECM?
    Strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to key organizational processes.
    © AIIM | All rights reserved
  • 6. Research Shows
    60% of ECM Users cite “Content Chaos” for adopting ECM
    36% of organizations have no senior level ownership of document and records management
    41% have little to no confidence that their electronic information is accurate, accessible and trustworthy
    56% are not confident that emails are recorded, complete and retrievable
    60% find it is easier to locate “knowledge” on the web that in their own internal systems
    Source: AIIM Industry Watch - State of the ECM Industry 2010
    © AIIM | All rights reserved
  • 7. Research Shows
    Over 60% of organizations have yet to bring their SharePoint installation into line with existing compliance policies.
    46% reported their biggest on-going issue to be the lack of strategic plans on what to use SharePoint for, and what not to use it for. Next are governance issues, and the lack of expertise to maximize its usefulness.
    Regarding records management strategies, 29% have endorsed the native Record Center functionality whilst 41% will continue to use existing records repositories. 35% have no long-term retention strategy, including 27% of even the largest organizations.
    Source: AIIM Industry Watch 2011 - Using SharePoint for ECM: How well is it meeting expectations?
    © AIIM | All rights reserved
  • 8. Research Shows
    A third of organizations will pull as much information into SharePoint as possible to provide a universal information portal, whereas 37% plan to use SharePoint as a master-portal linking to other repositories. 19% plan to link to SharePoint from an existing dedicated portal or ECM system.
    The IT department is in charge of SharePoint in all but 28% of organizations. Only 17% have a representative governance committee or board-level management.
    70% have no acceptable-use policy and only 28% have a guidance policy on corporate classification and use of content types and columns. Only 11% have legal discovery policies for SharePoint.56% are not confident that emails are recorded, complete and retrievable
    Source: AIIM Industry Watch 2011 - Using SharePoint for ECM: How well is it meeting expectations?
    © AIIM | All rights reserved
  • 9. SharePoint Must Support
    Organizational Information
    Content Management
    Records Management
    Ways of Working
    Process Management
    Change Management
    The Future
    Continuous Improvement
    © AIIM | All rights reserved
    SharePoint is a Registered Trademark of Microsoft
  • 10. Beyond the Technology
    SharePoint environments include
    Governance
    eDiscovery
    Taxonomy
    Metadata
    Security
    Source: AIIM Industry Watch - SharePoint-strategies and experiences
    © AIIM | All rights reserved
  • 11. Questions to Ask
    Do you have an established taxonomic structure?
    What is your metadata strategy?
    Is security aligned with your information architecture?
    For managing both physical and electronic information?
    When did you last assess your recovery plan?
    Have you identified and addressed vital records recovery?
    Are your retention policies in line with regulatory guidelines at all levels?
    Multi-national organizations will have varying requirements.
    © AIIM | All rights reserved
  • 12. Align for Success
    Marchand’s Strategic Information Alignment Framework
    Add value
    customers and markets
    Minimise Risks
    market, financial, legal,
    operational risks
    Reduce Costs
    transaction and
    processes
    Create New Reality
    Intelligence (social, political, technological, etc)
    Source: “Competing with Information,” Donald Marchand (2000)
    © AIIM | All rights reserved
  • 13. Source: Amazon.com
    Adding value
    © AIIM | All rights reserved
  • 14. Costs: Paper
    Companies spend $20 in labor to file a document, $120 to find a misfiled doc, and $220 to reproduce a lost doc
    7.5% of all docs get lost; 3% of the remainder, misfiled
    Professionals spend 5-15% of their time reading information, but up to 50% looking for it
    Average document photocopied 19 times
    There are over 4 trillion paper documents in the U.S. alone growing at a rate of 22% per year
    Source: PriceWaterhouseCoopers
    © AIIM | All rights reserved
  • 15. Costs: Storage, transmission, space
    Email
    Corporate users received an average of 18 megabytes (MB) per day in 2007
    Expected to grow to over 28 MB per day by end of 2011
    Users send and receive an average of 133 messages per day
    Source: Radicati Group
    Average cost to send a package via courier service is between $8 and $15
    Cost of office space has increased 19%
    Source: Office Space Across the World 2008
    © AIIM | All rights reserved
  • 16. Creating a new reality: Collaboration
    © AIIM | All rights reserved
  • 17. Minimise risk: Business continuity
    Paper warehouse destroyed in fire
    A huge fire has ripped through a six-storey paper storage warehouse in east London.
    Flames shot 20 to 30ft into the air and smoke from the blaze could be seen across the city.
    About 100 firefighters were called to the site in Twelvetrees Crescent in Bow on Wednesday night but say it needs to burn itself out.
    © AIIM | All rights reserved
  • 18. Document Problems and Consequence
    • Document consequences of identified problems
    • 19. Mistakes
    • 20. Lost productivity
    • 21. No record integrity
    • 22. Poor collaboration
    • 23. No version control
    • 24. Duplications
    • 25. Processing delays
    • 26. No sharing of best practices
    • 27. Pain of audits/investigations
    Identify problems of current-state environment
    Difficult finding files
    Process not defined/standardised
    Email, chat, IM, voice mail not managed
    Poor readability and accessibility
    Paper documents take up space
    Files misplaced, Multiple copies
    © AIIM | All rights reserved
  • 28. Link benefits to business goals and CSFs
    Drives
    Contributes to
    (Balanced scorecard)
    Management / executive board
    Strategic(C-level)
    Operational(Consequential impact)
    Business area managers
    Users / other stakeholders
    Tactical
    © AIIM | All rights reserved
  • 29. Building an SharePoint environment
    Tools and Instruments
    Using the right tools is vital to the design’s construction.
    Futures
    The best designs for an ECM environment includes a continuous improvement programme with a vision of the future.
    Foundation
    Building a sustainable ECM environment requires strong foundation with a good understanding of the technologies and architectural design.
    © AIIM | All rights reserved
  • 30. Bob Larrivee, Director and Industry Advisor
    AIIM International
    Email: blarrivee@aiim.org
    Twitter: BobLarrivee
    www.aiim.org
    www.aiim.org/training
    www.aiimcommunities.org
    Thank You
    © AIIM | All rights reserved

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