The document discusses best practices for document management in SharePoint. It recommends a four phase process for identifying content and moving it to SharePoint: discover, analyze, refine, and implement. It also describes a document management maturity model with four levels - simple, functional, sophisticated, and mature. Additional topics covered include document sets, document centers, retention policies, governance, and roles and responsibilities.

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
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5. Document
Management
ECM

6. But, What is Document Management?

7. Business Case
Search

8. 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?

9. Identify Content
Discover Analyze Refine Implement

10. Discover
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11. Department Document Needs Assessment
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12. Analyze
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13. Refine
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14. Implement
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15. Document Management Maturity Model
Simple
Functional
Sophisticated
Mature

16. Simple
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17. Functional
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18. Sophisticated
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19. Document Sets
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20. Document Centers
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21. Mature
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22. Retention Policies
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23. The Great Debate
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http://technet.microsoft.com/en-us/library/ee424394(v=office.15).aspx

24. What is e-Discovery?

25. 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

26. A Word About Governance
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27. Roles & Responsibilities
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28. Content Review Policies
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29. Information Architecture Policies
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30. 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?

31. So Where Have We Been?
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32. Thanks to our sponsors!

33. 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

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