SharePoint Requires Technical & Content Governance - How to Get Started


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Slides shared during a webinar with myself and Jeff Shuey, Director of Strategic Alliances at Gimmal, in which we discuss some of the differences between technical and content governance, providing guidance on how an organization should plan for corporate, IT, SharePoint, and content governance activities.

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SharePoint Requires Technical & Content Governance - How to Get Started

  2. 2. Christian Buckley Chief Evangelist & SharePoint MVP Metalogix @buckleyplanet
  3. 3. Our Continuing Mission: Improve the use and performance of Enterprise Content to power knowledge sharing and collaboration. 14,000+ customer license shipped Fastest and Largest growing ISV. Complete & Best-of-Breed SharePoint Infrastructure Management Suite We are committed to your Success with SharePoint
  4. 4. Best of Breed Content Infrastructure Management Suite • Provide single source delivery of complete suite of best-in-class SharePoint technology • Now offering the industry’s premier SharePoint governance, backup and monitoring. • Deliver world-class live 24x7 support to our customers • Over 14,000 customers in 86 countries on 7 continents • The fastest growing SharePoint-focused Independent Software Vendor (ISV) in the world Single Source to Deploy, Operate, and Protect SharePoint
  5. 5. Jeff Shuey Director of Strategic Alliances Gimmal @jshuey
  6. 6. Information Management for Everyone Gimmal Company Overview From PLANNING Services to DEPLOYMENT of Gimmal Software and long-term SUPPORT Global ISV Headquartered in Houston TX. Founded in 2002
  7. 7. Information Management for Everyone Gimmal Software Products & Mobile Offering Providing Information Management for Everyone Bringing People, Process & Technology Together Content Archiving and Interoperability for SAP on SharePoint Content Consistency and Lifecycle Control DoD 5015.2 Certified Records Management for SharePoint For Electronic and Physical Records Phone Tablet
  8. 8. What does governance look like inside of your organization?
  9. 9. Draft Outline of presentation
  10. 10. Information Management for Everyone • Industry analysts estimate of the growth of unstructured content • A big contributor to content growth is Redundant, Obsolete and Trivial (ROT) files. • The question is … – Which 40%? An Inconvenient Truth about ROT ROT is Risky, Costly & Dangerous
  11. 11. Governance is about taking action to help your team organize, optimize, and manage your systems and resources.
  12. 12. SharePoint has become a place to surface information
  13. 13. Technical Governance Means…  Logins work  Data is secure  System performs well  Metadata applied  End users can quickly find their content  Storage is optimized  Content lifecycles in place, regularly reviewed  Legal and regulatory requirements being met
  14. 14. Corporate IT SharePoint Content Strategies Priorities Budgets Customers Facilities Hardware Software Assurance Test Support Ownership Permissions Roles Storage Architecture Retention Auditing Reporting Permissions Ownership Requirements Retention Search Decommission
  15. 15. Are you effectively managing your SharePoint Permissions? • Perform regular security checks across your farm, down to the document level • Proactively review, delete, and reassign user permissions as needed • Clean up users who are no longer in Active Directory but are in SharePoint • Review SharePoint groups • Have a process to backup and restore permissions • Document site permissions (roles) so that its easier to duplicate for new employees • Monitor SharePoint CALs
  16. 16. Any changes required to your Content & Storage? • Monitor and track the growth of sites for better planning, especially with migrations • Analyze web part usage to determine which sites are using which web parts • Understand and manage SharePoint features • Ensure consistent branding and behavior: site themes, quotas, regional settings
  17. 17. Do you know your Usage and Activity trends? • Analyze activity down to the site, page, document level • Identify who is accessing which documents, including details on that activity (i.e. checking in a document, editing a document, or just viewing a document’s properties) • Isolate sites that are no longer needed and delete them • Compare activity from the past to help anticipate the future • Find sites with the most or least activity
  18. 18. Do you need to reorganize your farm? • Proactively manage architecture of your site collections, sites, lists, libraries, folders and items within your farm or across farms • Have a plan for moving content and structure from test environment to production environment • Understand impacts due to architectural changes or business changes
  19. 19. The future of SharePoint…
  20. 20. Surfacing Data
  21. 21. Everyone wants an easy button
  22. 22. Ask yourself:  What is required?  What can be automated?  Who manages each site, site collection, and farm?  Do the standards change across them?  What roles and permissions are in place?  How transparent does it need to be?  What is our ongoing change management and review model?
  23. 23. Best Practices  Make governance a priority  Look at your systems holistically (a business view), regardless of where the servers sit  Clarify and document your permissions, information architecture, templates, content types, taxonomy -- and ownership of each  First define what policies, procedures, and metrics are needed to manage your environment, and then look at what is possible across your various tools and platforms
  24. 24. Thank you!
  25. 25. Christian Buckley @buckleyplanet Jeff Shuey @jshuey