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Welcome Everyone!
Thank you for joining us as we explore
5 steps to get started with effective content governance strategy...
• Webinar content will last for 50 minutes followed by Q&A session which
we will try to address key questions or we will f...
 Netwoven is a solution consulting firm serving large & mid-size enterprises
 Founded in 2001 by former Microsoft execut...
Our Clients
Expert Staffing
• Contract Staffing
• Permanent Staffing
Products
• Microsoft O365
• Microsoft CRM
• Nintex
• Docusign
• A...
Migration to Office365
Dynamics CRM solutions
Social and Search based solutions
Expert Staffing Assistance
Nintex Authoriz...
• Co-founder, President & CEO at Netwoven
• Specializes in:
• Business and IT Strategy consulting
• Subject Matter Expert ...
• Market Trends
• Content Landscape and Challenges
• Governance defined
• Why governance has failed?
• 5 ways to improve c...
A Big Thank You
• Every 2 days we generate more data than we did from the
dawn of time through 2003
• Worldwide volume of data is growing ...
• Proliferation of consumer storage solutions
• OneDrive, Google Drive, Dropbox, Box.net, …
• In a recent survey, most use...
Content Landscape and Challenges
Internal Content
• Policies and
Procedures
• Best Practices
• Collaborative
Content
• Ope...
Content Governance Defined
• Set of practices within your content
strategy that tries to deal with the
realities of creati...
• Lack of organizational support
• Applying same rules of governance to different types of content
• Focusing only on tech...
5 Steps for Effective Governance
1. Understand and apply the Content Pyramid
2. Define the attributes of the content asset...
• Not all content is same in an organization
• Different types of content require different business rules
• Different typ...
1: Understand the Content Pyramid
• Published Content
• Portal
• Enterprise Document Repository
• Knowledge Base
• Support...
• Perform a content audit
• Classify content into various buckets
• Assess the content lifecycle
• Identify the personas f...
• Attributes are meta data associated with a content asset
• A content asset can be document, audio, video, blog posts and...
• Administration
• General attributes
• Findability
• Specific keywords to help find the content
• Compliance
• What is th...
2: Define attributes for the content assets
SAMPLE ATTRIBUTES
• Assigning attributes to a content asset is a necessary evil. However, it is required for effective
governance
• Content ...
3: Automate the attribute collection processes
SAMPLE UPLOAD FORM
4: Develop and implement Content Publishing and Archival
Strategy
• Regardless of where the content is in the pyramid, it ...
4: Develop and implement Content Publishing and Archival
Strategy
Joe
Consumer
Author
Review /
Approve
Publish
Measure
Out...
4: Develop and implement Content Publishing and Archival
Strategy
SAMPLE WORKFLOW
• Define and implement publishing proces...
• Focus on strategy before
automation
• Implement all the components of
governance
• Business Governance
• Technical Gover...
• Define a governance board
• Ensure governance board has a working committee
comprising of business, content and technica...
STEP 5: Develop an overall governance body
SAMPLE BOARD AND
WORKING GROUPS
Governance Board
Business Working Group
User Ex...
• Role of the content working group
• Manage business processes for content lifecycle
• Manage asset attributes
• Manage T...
• Role of Technical Working Group
• Manage the overall system from a technical perspective
• Stay updated on new updates, ...
STEP 5: Develop an overall governance body
SAMPLE REPORTS
How to implement governance in O365?
• SharePoint Sites
• Managed Meta
Data
• Search
• SharePoint Sites
• Office 365
Group...
Summary
1. Understand the Content Pyramid
2. Define attributes for the content assets that
should be collected
3. Automate...
Call To Action
• Jumpstart your Content Governance plan with our expert advice and get on a path
to good governance
• Gove...
Webinar Prize Winner
Amazon Gift Card of Retail
Value $75!
All attendees who registered and are attending
the webinar toda...
Andrew Sutton
Engagement
Director
Netwoven
Expert Panel
Viraj Bais
CTO
& Co-founder
Netwoven
Matt Maher
Technical
Director...
Thank you for participating!
Connect with us!
Visit us
www.netwoven.com
www.netwovenblogs.com
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5 steps to get started with effective content governance strategy and how Office 365 can help?

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Information and content governance is frequently a missing piece of a content management strategy. Developing a CMS without governance or retention policy makes organizations vulnerable to litigation and compliance concerns.

Key Takeaways from the webinar:

- Introduction to enterprise content governance
- Challenges with current systems and business processes
- 5 ways to improve content governance (best practices)
- Administrative and user controls across the Office 365 suite
- Features of Office 365 auditing tools
- Features and controls in OneDrive for Business
- Q&A and wrap up

Published in: Business
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5 steps to get started with effective content governance strategy and how Office 365 can help?

  1. 1. Welcome Everyone! Thank you for joining us as we explore 5 steps to get started with effective content governance strategy *Netwoven Confidential & Proprietary Information
  2. 2. • Webinar content will last for 50 minutes followed by Q&A session which we will try to address key questions or we will follow up after the webinar. • If you have a question or an issue: o Type your question in the question window of the GoToWebinar control panel on the right side of your desktop o We will sort through the questions real time and present those most frequently asked to our panel at the end of the presentation o If you have any issue, click on the hand • If you have a question that does not get addressed, we will post answers in our Netwoven blog or contact us via email. How to Ask Questions Walt De Petris
  3. 3.  Netwoven is a solution consulting firm serving large & mid-size enterprises  Founded in 2001 by former Microsoft executives  Top domain experts from multiple industries and technology firms like Microsoft, Accenture, Oracle & Intel  Provide Technology solutions to enable business  U.S. headquartered company with global development center Who is Netwoven?
  4. 4. Our Clients
  5. 5. Expert Staffing • Contract Staffing • Permanent Staffing Products • Microsoft O365 • Microsoft CRM • Nintex • Docusign • Agilepoint • Metalogix • Tzunami Consulting • Content, Collaboration & Social • Big Data & Analytics • Cloud Services • Digital Marketing & CRM Our Offerings
  6. 6. Migration to Office365 Dynamics CRM solutions Social and Search based solutions Expert Staffing Assistance Nintex Authorized Reseller Enterprise Content Management Web, Intranet & Collaboration Sites Big Data Management & Visualization Integrated Digital Marketing Platform Managed Services
  7. 7. • Co-founder, President & CEO at Netwoven • Specializes in: • Business and IT Strategy consulting • Subject Matter Expert in Sales and Marketing consulting • Subject Matter Expert in Enterprise Content Management • Led Enterprise Applications Consulting Practice at Microsoft • Led profitable BI Consulting Practice at Oracle • Manager in Accenture’s Life Sciences Practice • Implemented large scale deployments of enterprise applications for Fortune 100 and smaller customers About Niraj Tenany
  8. 8. • Market Trends • Content Landscape and Challenges • Governance defined • Why governance has failed? • 5 ways to improve content governance • How to apply the governance techniques to Office 365? • Q&A and wrap up Today’s Agenda
  9. 9. A Big Thank You
  10. 10. • Every 2 days we generate more data than we did from the dawn of time through 2003 • Worldwide volume of data is growing at 59% per year • Recent surveys show 85+% of data is unstructured • In 5 years the majority of analytic data will come from unstructured sources Source – Gartner Market Trends
  11. 11. • Proliferation of consumer storage solutions • OneDrive, Google Drive, Dropbox, Box.net, … • In a recent survey, most user stored about 2,000 documents & most weren’t needed • On average, 9% files were shared with other users or externally. ~185 files • Of these files, about 20% contained some kind of compliance related data • Real risks to your business and executives is very hard to insure • Excess litigation, fines, loss of intellectual property & damage to reputation • Target credit card breach resulted in $88M costs after insurance • Heterogeneous software environment in organizations Content Landscape and Challenges
  12. 12. Content Landscape and Challenges Internal Content • Policies and Procedures • Best Practices • Collaborative Content • Operational content External Content • Web Pages • Case Studies • White Papers • Blogs • Newsletters • FAQs • eBooks
  13. 13. Content Governance Defined • Set of practices within your content strategy that tries to deal with the realities of creating and publishing content • It integrates creators, editors, reviewers, and publishers
  14. 14. • Lack of organizational support • Applying same rules of governance to different types of content • Focusing only on technology rather than overall governance of business, technology and content Why Content Governance has failed?
  15. 15. 5 Steps for Effective Governance 1. Understand and apply the Content Pyramid 2. Define the attributes of the content assets 3. Automate the attribute collection processes 4. Develop and implement content publishing and archival strategy and processes 5. Establish an overall Governance body that encompasses business, technical and content governance Content Governance Apply the content pyramid Define the attributes of the content assets Automation for managing attributes Content publishing and archival Governance body
  16. 16. • Not all content is same in an organization • Different types of content require different business rules • Different types of content have different personas • Differentiate between external content and internal content • Map various technologies to the content pyramid 1: Understand the Content Pyramid
  17. 17. 1: Understand the Content Pyramid • Published Content • Portal • Enterprise Document Repository • Knowledge Base • Support Portal • Collaboration Content • Project Collaboration • Personal Business Content • Business related documents being created by individuals Published Content Enterprise Document Repository Collaboration Content (Department, Project, Social) Personal Business Content
  18. 18. • Perform a content audit • Classify content into various buckets • Assess the content lifecycle • Identify the personas for each of the buckets 1: Understand the Content Pyramid
  19. 19. • Attributes are meta data associated with a content asset • A content asset can be document, audio, video, blog posts and other types of content • Attributes significantly improve findability of content • Attributes significantly improve personalization and relevancy • Attributes enable automation for publishing and archiving • Several categories of attributes can be applied to a content asset 2: Define attributes for the content assets
  20. 20. • Administration • General attributes • Findability • Specific keywords to help find the content • Compliance • What is the content retention policy? • What is the content obsolescence Policy? • Access Control • Who can access the content asset? • Who can delete the content? 2: Define attributes for the content assets Content Asset Administration Findability Compliance Access Control
  21. 21. 2: Define attributes for the content assets SAMPLE ATTRIBUTES
  22. 22. • Assigning attributes to a content asset is a necessary evil. However, it is required for effective governance • Content submitters do not like to provide this information as it hurts productivity • Striking a balance between collecting the attributes and end user experience is critical • Attributes vary based on where the content lies in the content pyramid 3: Automate the attribute collection processes
  23. 23. 3: Automate the attribute collection processes SAMPLE UPLOAD FORM
  24. 24. 4: Develop and implement Content Publishing and Archival Strategy • Regardless of where the content is in the pyramid, it needs to go through an approval process • Approval processes can be formal or informal. • The higher in the content pyramid, the more formal the process becomes. • Approval process can be setup so for some pieces of content it is auto approved when submitted
  25. 25. 4: Develop and implement Content Publishing and Archival Strategy Joe Consumer Author Review / Approve Publish Measure Outcome Archive Sally Jane Mike Jill
  26. 26. 4: Develop and implement Content Publishing and Archival Strategy SAMPLE WORKFLOW • Define and implement publishing processes that span from creation to archival. Organizations often have publishing processes not do not have archival processes. • Ensure publishing processes map appropriately to the content hierarchy • Collaborative content requires informal publishing processes • Published content requires formal publishing processes • Consider third party workflow tools to automate the process if your system does not support a robust tool. This is a very mature area now.
  27. 27. • Focus on strategy before automation • Implement all the components of governance • Business Governance • Technical Governance • Content Governance • Measure and Monitor Business Governance Technical Governance Content Governance 5: Develop an overall governance body
  28. 28. • Define a governance board • Ensure governance board has a working committee comprising of business, content and technical people • Ensure that the charter is well defined along with goals • Maintain a dashboard to monitor and measure success • Set expectations that the governance board and working committee are here to stay and the workload will increase over time rather than decrease. Governance Board Business Working Group Content Working Group Technical Working Group STEP 5: Develop an overall governance body
  29. 29. STEP 5: Develop an overall governance body SAMPLE BOARD AND WORKING GROUPS Governance Board Business Working Group User Experience Designer Publishers / Business Content Stewards Global Asset / Taxonomy Owner Global Portal Admin Owner Content Working Group Authors Reviewers / Approvers Publishers / Business Content Stewards Archivists Technology Working Group Developers Search Administrator System Administrator Business Owners
  30. 30. • Role of the content working group • Manage business processes for content lifecycle • Manage asset attributes • Manage Taxonomy and associated business processes • Manage training content for various roles • Manage reports STEP 5: Develop an overall governance body
  31. 31. • Role of Technical Working Group • Manage the overall system from a technical perspective • Stay updated on new updates, features and functions • Manage custom development and configuration • Manage support processes • Manage user roles and groups • Manage permissions for trained users into contribution and archivist roles • Manage requests for new branded templates, workflows, and reports STEP 5: Develop an overall governance body
  32. 32. STEP 5: Develop an overall governance body SAMPLE REPORTS
  33. 33. How to implement governance in O365? • SharePoint Sites • Managed Meta Data • Search • SharePoint Sites • Office 365 Groups • OneDrive Personal Business Content Collaboration Content Enterprise Document Repository Enterprise Published Content
  34. 34. Summary 1. Understand the Content Pyramid 2. Define attributes for the content assets that should be collected 3. Automate the attribute collection processes to make it easy for contributors 4. Develop and implement content publishing and archival strategy and processes 5. Establish an overall Governance body that encompasses business, technical and content governance Content Governance Defining the content pyramid Defining the attributes for assets Automation for managing attributes Content publishing and archival Governance body
  35. 35. Call To Action • Jumpstart your Content Governance plan with our expert advice and get on a path to good governance • Governance consulting includes • Governance Workshop • Governance Analysis and recommendations • Deliverables include • Actionable governance workbook • Templates customized for your needs SAMPLE DELIVERABLES
  36. 36. Webinar Prize Winner Amazon Gift Card of Retail Value $75! All attendees who registered and are attending the webinar today! And the Winner is….
  37. 37. Andrew Sutton Engagement Director Netwoven Expert Panel Viraj Bais CTO & Co-founder Netwoven Matt Maher Technical Director Netwoven Rajya Bhaiya Engagement Director Netwoven
  38. 38. Thank you for participating! Connect with us! Visit us www.netwoven.com www.netwovenblogs.com

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