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Streamline Your SharePoint Document Management Strategy
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Streamline Your SharePoint Document Management Strategy

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Determine where your organization fits on the document management maturity model.

Determine where your organization fits on the document management maturity model.

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  • A few things this session isn’t:
    I want you to leave knowing where to start and the right questions to ask your content owners.
  • Wikipedia says …

    Did you know that 85% of CEOs believe collaborative tools can help their employees be more efficient and only 14 % of them actually have a strategy to do so?

    What makes a good strategy
  • Discovery is the process of learning about your content:

    -- Google web master tools
    -- Power mapper
    -- Mind Jet

    How do I audit 1 million documents – that doesn’t make sense. Patterns.
  • Mange files that have no check in version!!! So cool.
  • Tip if you have many content types – use the content type hub. It will even push down retention policies!
  • Document centers are sites.
  • Are you using office web apps or o365?
    Why not OneDrive?
  • Transcript

    • 1. Maggie Swearingen
    • 2. • Sr. Manager at Protiviti • Information Architect • Using SharePoint for 5 years • Specialize in user adoption, taxonomy planning and governance • Terrible weakness for tabloid magazines Linkedin.com/in/mswearingen @mswearingen
    • 3. The Next 75 Minutes    
    • 4. Document Management ECM
    • 5. But, What is Document Management?
    • 6. Business Case Search
    • 7. We aren’t getting rid of our shared drives – but we want to begin the process of moving content to team sites in SharePoint. How do we even start?
    • 8. Identify Content Discover Analyze Refine Implement
    • 9. Discover  
    • 10. Department Document Needs Assessment     
    • 11. Analyze       
    • 12. Refine   
    • 13. Implement   
    • 14. Document Management Maturity Model Simple Functional Sophisticated Mature
    • 15. Simple    
    • 16. Functional    
    • 17. Sophisticated     
    • 18. Document Sets     
    • 19. Document Centers  
    • 20. Mature     
    • 21. Retention Policies  
    • 22. The Great Debate         http://technet.microsoft.com/en-us/library/ee424394(v=office.15).aspx
    • 23. What is e-Discovery?
    • 24. E-discovery Food for Thought Optimize CONTINUOUS IMPROVEMENT Continuously improving the eDiscovery Optional (Additional Enhancements) Execute Process eDiscovery Run the eDiscovery Queries Finalized eDiscovery Prototype • Build out the cases • Add sources and ensure proper searching • Create a security group for eDiscovery managers • Grant permissions accordingly • Run queries • Export content in a format that is compatible with the Electronic Discovery Reference Model standard. • Close the case • Dashboard Summary of findings Configure eDiscovery Setup Configure SharePoint based on Plan Plan Document Outline goals, configuration parameters and sources Completed eDiscovery Readiness Worksheet • Discovery Interviews • Documented Plan (Number of case needed, naming convention for cases, identification of sources, communication plans, defining permissions for managing a case, defining guidelines for creating queries, procedures for retaining and closing cases) Discovery Understand of Needs Interviews with stakeholders eDiscoveryProcess
    • 25. A Word About Governance   
    • 26. Roles & Responsibilities   
    • 27. Content Review Policies        
    • 28. Information Architecture Policies      
    • 29. Isthisa collaboration library? Areweusing Check-in/Out Isitan‘archive’? Areweusing contenttype syndicationto matcharchived contentwithlive content? WhyNot? Areweusing versioning? Arethesecontent typesenabledin multiple sites/libraries? Arewe usingthem for workflows? Thenwhyare youbothering with syndication? Areweusingthemfor retentionpolicies?
    • 30. So Where Have We Been?     
    • 31. Thanks to our sponsors!
    • 32. Connect. Collaborate. Share. Toronto SharePoint Users Group http://www.meetup.com/TorontoSPUG/ Toronto SharePoint Business Users Group http://www.meetup.com/TSPBUG/ SharePoint Saturday Toronto http://spbuzz.it/spstoyam
    • 33.  
    • 34.     

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