Make SharePoint The
Heart Of Your
Information
3 Ways To Extend Your Investment
Jim Merrifield

Contact Jim:
jmerrifield@filetrail.com
@IGmode
linkedin.com/in/jmerrifield

www.FileTrail.com

Jim Merrifi...
Nick Inglis

Contact Nick:
ninglis@leftgen.com
@nickinglis
@leftgengroup
linkedin.com/in/nickginglis
www.LeftGen.com
www.N...
Make SharePoint The Heart Of Your Information
1. Understand SharePoint As A Platform
2. Build Information Governance Into ...
SharePoint as a Platform
» Ask 10 people what SharePoint is, get 10 different answers.
» SharePoint is a platform.

» Defi...
SharePoint as a Platform
» According to IDC in 2011, SharePoint still had gaps in key

Content Management areas including ...
SharePoint as a Platform
» What do we need SharePoint for?
» Leverage a Reference Architecture.
» Doculabs has a great mod...
SharePoint as a Platform
Map enterprise
technologies with key
functions that
organizations require.
SharePoint as a Platform

Color code to fitness of
the solution for the task.
SharePoint as a Platform
Go through this for your
current state and for
your proposed future
state.
SharePoint as a Platform

Identify areas where
SharePoint will serve
and where it will not
serve.
Information Governance & SharePoint
» SharePoint, if left to it’s own devices will not provide

comprehensive Information ...
Information Governance & SharePoint
SharePoint Information Governance Key Elements:
Information Governance & SharePoint
Where we’ll focus today: Content & Classification.
Information Governance & SharePoint
Content Governance must be applied in
SharePoint. It should ensure that all Content
is...
Information Governance & SharePoint
Content Governance includes:
» Site Provisioning & Disposition
» Metadata (Columns) St...
Information Governance & SharePoint
Classification Governance includes:
» Setting Up Consistent Classification
» Automatin...
SharePoint & Everything Else
As great as this is to have managed and governed in
SharePoint, we likely have other systems ...
SharePoint & Everything Else
It is not acceptable to inconsistently apply governance policies
between systems and between ...
FileTrail Bridges the Gap
» Consistent application and integrated view of electronic and

paper through FileTrail’s integr...
Integrated view of electronic and physical items.

21
RFID Growth
89%

90%

81%

3100

3000

80%

2500

63%

60%

2157

50%

1500

40%

30%

1198

1000

20%

500

676
20

10%

...
Govern Your Content
About FileTrail
Founded in 2000

HQ in San Jose, CA

Over 20 years of URM Experience

East Coast:
Washington DC

450 Clien...
Make SharePoint The Heart Of Your Information
1. Understand SharePoint As A Platform
2. Build Information Governance Into ...
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Make share point the heart of your information 3 ways to extend your investment

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1. Understand SharePoint As A Platform
2. Build Information Governance Into & Throughout SharePoint
3. Align SharePoint With Everything Else For Consistent Application Of Policy & Procedure

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Make share point the heart of your information 3 ways to extend your investment

  1. 1. Make SharePoint The Heart Of Your Information 3 Ways To Extend Your Investment
  2. 2. Jim Merrifield Contact Jim: jmerrifield@filetrail.com @IGmode linkedin.com/in/jmerrifield www.FileTrail.com Jim Merrifield is the Director of Information Governance for FileTrail, Inc. He focuses on educating enterprise organizations on how to design and implement an effective records management and information governance strategy. Prior to joining FileTrail, Jim was the Records Manager at Finn Dixon & Herling LLP. Jim holds both industry leading designations, the certified Information Governance Professional (IGP) and certified Information Professional (CIP). Jim is codeveloper of the ARMA IGP Course, an AIIM education partner and President of the ARMA Connecticut Chapter.
  3. 3. Nick Inglis Contact Nick: ninglis@leftgen.com @nickinglis @leftgengroup linkedin.com/in/nickginglis www.LeftGen.com www.NickInglis.com Nick Inglis is the Founder of LeftGen Information Management Group based out of Providence, RI. Nick was formerly the Director of Professional Development at AIIM. He is the author of the AIIM SharePoint Governance Toolkit, codeveloper of the ARMA IGP Course, and is widely respected as a leading voice on SharePoint and Information Governance. Nick is an AIIM SharePoint Master, AIIM Enterprise 2.0 Master, AIIM Enterprise Content Management Specialist and Inbound Marketing Certified Professional.
  4. 4. Make SharePoint The Heart Of Your Information 1. Understand SharePoint As A Platform 2. Build Information Governance Into & Throughout SharePoint 3. Align SharePoint With Everything Else For Consistent Application Of Policy & Procedure
  5. 5. SharePoint as a Platform » Ask 10 people what SharePoint is, get 10 different answers. » SharePoint is a platform. » Define what SharePoint will do, clearly define what it WILL NOT do.
  6. 6. SharePoint as a Platform » According to IDC in 2011, SharePoint still had gaps in key Content Management areas including Web Content Management, Document Imaging and Records Management. » Today, those gaps are being removed. » Microsoft has continued building functionality through the 2013 release of SharePoint
  7. 7. SharePoint as a Platform » What do we need SharePoint for? » Leverage a Reference Architecture. » Doculabs has a great model for building a Reference Architecture: http://www.richardmedinadoculabs.com/1/post/2013/04/an-ecmenterprise-reference-architecture-and-ecm-glossary.html
  8. 8. SharePoint as a Platform Map enterprise technologies with key functions that organizations require.
  9. 9. SharePoint as a Platform Color code to fitness of the solution for the task.
  10. 10. SharePoint as a Platform Go through this for your current state and for your proposed future state.
  11. 11. SharePoint as a Platform Identify areas where SharePoint will serve and where it will not serve.
  12. 12. Information Governance & SharePoint » SharePoint, if left to it’s own devices will not provide comprehensive Information Governance. » Some elements will be there like Site Provisioning, but even those need to be improved.
  13. 13. Information Governance & SharePoint SharePoint Information Governance Key Elements:
  14. 14. Information Governance & SharePoint Where we’ll focus today: Content & Classification.
  15. 15. Information Governance & SharePoint Content Governance must be applied in SharePoint. It should ensure that all Content is managed with consistency throughout it’s lifecycle from creation through to disposition.
  16. 16. Information Governance & SharePoint Content Governance includes: » Site Provisioning & Disposition » Metadata (Columns) Standardization » Library & List Standards » File Plan Application » Establishing Site Templates
  17. 17. Information Governance & SharePoint Classification Governance includes: » Setting Up Consistent Classification » Automating Records Declaration » Defining Points of Divergence For Properties » Use of the Managed Metadata Service & Content Type Hub
  18. 18. SharePoint & Everything Else As great as this is to have managed and governed in SharePoint, we likely have other systems and paper in which we need to align this work.
  19. 19. SharePoint & Everything Else It is not acceptable to inconsistently apply governance policies between systems and between formats (electronic & paper). You need to be able to manage, track and govern content in all formats.
  20. 20. FileTrail Bridges the Gap » Consistent application and integrated view of electronic and paper through FileTrail’s integrated RM in SharePoint. » Management of paper through RFID » Automatic declaration of content (electronic & paper) through FileTrail applying information management policies in SharePoint w/ FT.
  21. 21. Integrated view of electronic and physical items. 21
  22. 22. RFID Growth 89% 90% 81% 3100 3000 80% 2500 63% 60% 2157 50% 1500 40% 30% 1198 1000 20% 500 676 20 10% 2285 1834 2000 220 Reduction in time spent on audits and looking for lost items. Client survey 10/2010 Clients continue to invest in RFID-based solutions 2011 2010 2009 2008 Full Coverage 2006 Portable Device only Mixed Environment 2005 0 0% 2007 70% 3500 2012 (proj… 100% FileTrail is the Leader in RFID Deployments in Carpeted Space Gartner Research +$4Billion market in ’09 with 20%- 30% CAGR
  23. 23. Govern Your Content
  24. 24. About FileTrail Founded in 2000 HQ in San Jose, CA Over 20 years of URM Experience East Coast: Washington DC 450 Clients and 20% Annual Growth North America: 80% Europe: 20% APAC & Africa Information Intelligence Leader in Management, Asset Tracking and process improvement 24
  25. 25. Make SharePoint The Heart Of Your Information 1. Understand SharePoint As A Platform 2. Build Information Governance Into & Throughout SharePoint 3. Align SharePoint With Everything Else For Consistent Application Of Policy & Procedure

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