I gave this this presentation at the Collab365 Global Conference in September 2020. It covers the main elements you need to consider in developing an information architecture and management plan for Office 365
Extending your Information Architecture to Microsoft TeamsChristian Buckley
Session from SharePointFest Seattle, Aug 22nd, 2019, presented by Microsoft RD + MVP Christian Buckley (@buckleyplanet). Content updated from previous versions of this session.
One of the collaboration strengths of Microsoft Teams is its relatively simple hierarchy, focused on improving small team (inner loop) collaboration and communication. However, organizations still need to be thoughtful about how they align their broader information architecture (IA).
This session outlines the core tenets of your SharePoint IA, how these translate across Microsoft Teams, and how Teams impacts your long-term IA strategy.
Microsoft Teams Governance and Security Best Practices - Joel OlesonJoel Oleson
In this session we will focus on the recommendations from the field - what we have learned in the trenches along with recommended best practices related to Teams management, provisioning, OneDrive and SharePoint sharing, as well as retention and sensitivity labelling strategies and common industry considerations for financial data, healthcare and legal holds.
Agenda:
We will walk through these key points:
1. Getting started with classifications, retention, and sensitivity.
2. Best practices in setting retention policy durations
3. Industry practices in setting archiving policies
4. When to use a suffix or prefix? Which is better?
5. Data backup and its importance with relevant policy settings
6. Best practices for auditing security and settings
7. Maximizing Teams Security
8. Best practices for global administration
9. Best practices for Teams administration
Register Now
I'm looking forward to seeing everyone on the webinar.
Joel Oleson
Microsoft MVP and Regional Director
Contact Innovate Vancouver to help on your next project!
Knowledge Management in Sharepoint - Article:
https://innovatevancouver.org/2022/10/10/knowledge-management-in-sharepoint/
Travis Barker, MPA GCPM
Consulting@innovatevancouver.org
https://innovatevancouver.org
Introduction to SharePoint Information ArchitectureGregory Zelfond
SharePoint Information Architecture is the art and science of organizing and labeling the content (documents, data, sites) to support findability and usability
SharePoint Site IA Architecture Design Considerations - Innovate Vancouver.pdfInnovate Vancouver
Contact Innovate Vancouver to help on your next project!
Knowledge Management in Sharepoint - Article:
https://innovatevancouver.org/2022/10/10/knowledge-management-in-sharepoint/
Travis Barker, MPA GCPM
Consulting@innovatevancouver.org
https://innovatevancouver.org
10 Best SharePoint Features You’ve Never Used (But Should)Christian Buckley
A walk through of the advances made in the SharePoint 2010 platform from earlier versions, as well as a list of 10 out of the box features that most end users are not using, but should. From a webinar given on 6-5-2012
Extending your Information Architecture to Microsoft TeamsChristian Buckley
Session from SharePointFest Seattle, Aug 22nd, 2019, presented by Microsoft RD + MVP Christian Buckley (@buckleyplanet). Content updated from previous versions of this session.
One of the collaboration strengths of Microsoft Teams is its relatively simple hierarchy, focused on improving small team (inner loop) collaboration and communication. However, organizations still need to be thoughtful about how they align their broader information architecture (IA).
This session outlines the core tenets of your SharePoint IA, how these translate across Microsoft Teams, and how Teams impacts your long-term IA strategy.
Microsoft Teams Governance and Security Best Practices - Joel OlesonJoel Oleson
In this session we will focus on the recommendations from the field - what we have learned in the trenches along with recommended best practices related to Teams management, provisioning, OneDrive and SharePoint sharing, as well as retention and sensitivity labelling strategies and common industry considerations for financial data, healthcare and legal holds.
Agenda:
We will walk through these key points:
1. Getting started with classifications, retention, and sensitivity.
2. Best practices in setting retention policy durations
3. Industry practices in setting archiving policies
4. When to use a suffix or prefix? Which is better?
5. Data backup and its importance with relevant policy settings
6. Best practices for auditing security and settings
7. Maximizing Teams Security
8. Best practices for global administration
9. Best practices for Teams administration
Register Now
I'm looking forward to seeing everyone on the webinar.
Joel Oleson
Microsoft MVP and Regional Director
Contact Innovate Vancouver to help on your next project!
Knowledge Management in Sharepoint - Article:
https://innovatevancouver.org/2022/10/10/knowledge-management-in-sharepoint/
Travis Barker, MPA GCPM
Consulting@innovatevancouver.org
https://innovatevancouver.org
Introduction to SharePoint Information ArchitectureGregory Zelfond
SharePoint Information Architecture is the art and science of organizing and labeling the content (documents, data, sites) to support findability and usability
SharePoint Site IA Architecture Design Considerations - Innovate Vancouver.pdfInnovate Vancouver
Contact Innovate Vancouver to help on your next project!
Knowledge Management in Sharepoint - Article:
https://innovatevancouver.org/2022/10/10/knowledge-management-in-sharepoint/
Travis Barker, MPA GCPM
Consulting@innovatevancouver.org
https://innovatevancouver.org
10 Best SharePoint Features You’ve Never Used (But Should)Christian Buckley
A walk through of the advances made in the SharePoint 2010 platform from earlier versions, as well as a list of 10 out of the box features that most end users are not using, but should. From a webinar given on 6-5-2012
Information Architecture Guidelines (SharePoint) - Innovate Vancouver.pdfInnovate Vancouver
Draft
Knowledge Management in Sharepoint - Article:
https://innovatevancouver.org/2022/10/10/knowledge-management-in-sharepoint/
Contact Innovate Vancouver to help on your next project!
Travis Barker, MPA GCPM
Consulting@innovatevancouver.org
http://innovatevancouver.org
Understanding Records Management in Office 365RecordPoint
The world of SharePoint compliance and records management became more complicated as we moved to Office 365. Instead of records centers, we have labels, and it can be difficult to understand how exactly to stay in compliance. In this session, we will review the compliance features in Office 365, including Advanced Data Governance, Labels, and Retention Policies. We will then compare these features against common records management and compliance business requirements to see how they stack up.
An updated version of Understanding the SharePoint basics given at SharePoint Saturday Twin Cities. This covers an introduction to SharePoint Objects and some do's and don'ts when beginning your SharePoint Site.
As organizations consider SharePoint Online as an option for hosting their SharePoint environments, you may ask yourself how an enterprise can actually move a large number of SharePoint sites to the cloud. In this session we will discuss a large scale SharePoint migration to Office 365 which starts with several highly customized sites and multiple versions of SharePoint. We will look at the project structure and plan, staffing, benefits and pitfalls, technical considerations, lessons learned, and how you can plan for a successful move to SharePoint Online.
An overview of SharePoint metadata targeted at business users.
* Why metadata matters
* Choosing your strategy
* Impact on search
* Lists, content types
* Managed metadata and keywords
Presented at IntraTeam 2012
This is the slide deck of our webinar on Microsoft Search (formerly known as Bing for Business ) , where myself and Microsoft MVP Vijai Anand have discussed about what is Microsoft Search , how to get started with Microsoft Search in your Office 365 tenant ,how to configure it as an admin for your end users , how to use it and we also discussed about the value proposition of Microsoft Search along with the roadmap .This is a demo heavy session where we have managed to do a demo on all the features of Microsoft Search.
Building Modern Intranets With SharePoint & TeamsJoy Apple
A lot has changed since Microsoft began recommending flat information architecture for modern SharePoint intranets.
In this session we’ll discuss:
- 3 dimensional intranets
- The advantages of flat information architecture
- How hub sites provide consistent navigation, content rollups, and visitor permissions
- How Teams connected team sites play a role in the intranet
- Using Yammer for Communities
IRMS UG Principles of Retention in Microsoft 365Joanne Klein
There's only 4 of them, but they're important. Really important.
This session will talk about why it's essential for Records Managers and Information Management teams to have an authoritative understanding of the principles. They inform the retention and deletion processes and actions which are the technical underpinning of your Information Governance/Records Management (IG/RM) implementation. This is what ultimately determines the retention and deletion actions taken on each piece of content.
Understanding the principles of retention is an important prerequisite to a holistic IG/RM design and implementation. It can help ensure you are deleting content when you no longer need/require it and retaining content for as long as you are required to meet your corporate governance requirements and your legal, business, and regulatory obligations.
Labelling in Microsoft 365 - Retention & SensitivityDrew Madelung
Are you classifying your data in Microsoft 365? You can add data classifications using sensitivity and retention labels but they do two very different things. In this session I will break down what the label options are, how you can use them, and why you should deploy them in your organization to keep your content compliant and secure.
Webinar: Microsoft Teams is Here! Presented by Avanade, AvePoint and Microsoft.Dux Raymond Sy
Just announced, Christophe Fiessenger, Program Manager for Office 365 Groups at Microsoft and AvePoint present a new webinar on Office 365 Groups! Register now: http://avept.it/2gIdgZF
By definition, Microsoft Teams is a chat-based workspace in Office 365 designed for teams of colleagues to collaborate. By design, Microsoft Teams is poised to change the way every individual in your organization works together – from Millennials to Baby Boomers.
Our panel of subject matter experts and MVPs, from AvePoint, Avanade, and Microsoft, discussed:
What is Microsoft Teams and what can it do for my organization?
What are the benefits of introducing Microsoft Teams to my end users?
What are the considerations of introducing Microsoft Teams to my end users?
How do I provide guidance (and governance) for my end users when rolling out Microsoft Teams alongside Yammer, Office 365 Groups, and everything else in their collaboration toolkit?
By the end of our webinar, we hope to have brought clarity about he impact Microsoft Teams can have on your organization and how adopting this upcoming addition to Office 365 can ensure your multi-generational teams are collaborating and communicating effectively.
A slide deck to complement my 2-hour, FREE, on demand SharePoint Training available here: https://youtu.be/mSVC08zbQ7M
The following topics are covered in the course:
- What is SharePoint, OneDrive and Office 365
- The concept of Sites, Pages and Web Parts
- How to upload and download documents from the document library
- How to share a document in SharePoint
- How to setup alerts to be notified of changes to your documents or content
- How to create your own views in a library or list
- The concept of Versioning, Check-in and Check-out
- The concept of Co-Authoring
- How to sync documents to your desktop via OneDrive
- How to sync Calendar, Tasks and Contacts to Outlook
- How to search for documents and items in SharePoint
- How to Export SharePoint information to Excel
Understanding Security and Compliance in Microsoft Teams M365 North 2023Chirag Patel
Presented at M365 North on 16 May 2023.
Did you know there are about 25 key security and privacy features in Microsoft Teams to keep your organisation secure and compliant? We will cover what these features are as overview and deep dive with some of them so you can apply it to your Microsoft Teams environment.
Preparing for Microsoft 365 Copilot - Best Practices for Governance and Data ...Nikki Chapple
Microsoft 365 Copilot is a new technology that uses generative AI to help users create content, code, and data insights from within your Microsoft 365 Apps such as Word, Excel, PowerPoint, Outlook, Teams and Loop. It can boost productivity, creativity, and skills, but it also poses some challenges for governance and data security. To prepare for Microsoft 365 Copilot, users need to follow some best practices, such as:
- Assessing their technical , and data security readiness.
- Understand the importance of “Just enough access”
-How to build your data security and governance maturity by setting up data security, governance and access controls at the tenant level, the container (Team or Group) level and at the individual user level.
By following these best practices, users can ensure that they get the most out of Microsoft 365 Copilot while protecting their data and reputation.
SharePoint vs Microsoft Teams vs Office 365 Groups: What Should I Use When?Nikkia Carter
Delivered on 14 February 2019 to SUGDC (SharePoint User Group of DC).
Microsoft technology is moving at a rapid pace. New ways to work are being developed rapidly as well. A few such new tools are Office 365 Groups and Microsoft Teams. These look powerful and promising but they seem similar. Also, where do they fit with SharePoint? In this session, we will look at what each is, what their differences are, and when is the best time to use each.
Workshop - Ways of Working Within the M365 Workspace.pptxSimon Rawson
This is an in-depth walkthrough of Microsoft 365 information architecture. It includes:
* Ways into M365 - Teams, SharePoint and Viva Connections
* Elements of information architecture in M365
* M365 governance
* Classification, security and retention models and the role they play in enterprise search
Presented at SharePoint TechFest 2015 in Dallas, Texas. This deck explains what ECM is and then dives deeper into the capture portion to better understand the process of gathering requirements from customers. This allows us to create a better ECM solution for them.
That latter portion of the deck also briefly goes into governance and enhanced ECM features expected out of SharePoint 2016.
Information Architecture Guidelines (SharePoint) - Innovate Vancouver.pdfInnovate Vancouver
Draft
Knowledge Management in Sharepoint - Article:
https://innovatevancouver.org/2022/10/10/knowledge-management-in-sharepoint/
Contact Innovate Vancouver to help on your next project!
Travis Barker, MPA GCPM
Consulting@innovatevancouver.org
http://innovatevancouver.org
Understanding Records Management in Office 365RecordPoint
The world of SharePoint compliance and records management became more complicated as we moved to Office 365. Instead of records centers, we have labels, and it can be difficult to understand how exactly to stay in compliance. In this session, we will review the compliance features in Office 365, including Advanced Data Governance, Labels, and Retention Policies. We will then compare these features against common records management and compliance business requirements to see how they stack up.
An updated version of Understanding the SharePoint basics given at SharePoint Saturday Twin Cities. This covers an introduction to SharePoint Objects and some do's and don'ts when beginning your SharePoint Site.
As organizations consider SharePoint Online as an option for hosting their SharePoint environments, you may ask yourself how an enterprise can actually move a large number of SharePoint sites to the cloud. In this session we will discuss a large scale SharePoint migration to Office 365 which starts with several highly customized sites and multiple versions of SharePoint. We will look at the project structure and plan, staffing, benefits and pitfalls, technical considerations, lessons learned, and how you can plan for a successful move to SharePoint Online.
An overview of SharePoint metadata targeted at business users.
* Why metadata matters
* Choosing your strategy
* Impact on search
* Lists, content types
* Managed metadata and keywords
Presented at IntraTeam 2012
This is the slide deck of our webinar on Microsoft Search (formerly known as Bing for Business ) , where myself and Microsoft MVP Vijai Anand have discussed about what is Microsoft Search , how to get started with Microsoft Search in your Office 365 tenant ,how to configure it as an admin for your end users , how to use it and we also discussed about the value proposition of Microsoft Search along with the roadmap .This is a demo heavy session where we have managed to do a demo on all the features of Microsoft Search.
Building Modern Intranets With SharePoint & TeamsJoy Apple
A lot has changed since Microsoft began recommending flat information architecture for modern SharePoint intranets.
In this session we’ll discuss:
- 3 dimensional intranets
- The advantages of flat information architecture
- How hub sites provide consistent navigation, content rollups, and visitor permissions
- How Teams connected team sites play a role in the intranet
- Using Yammer for Communities
IRMS UG Principles of Retention in Microsoft 365Joanne Klein
There's only 4 of them, but they're important. Really important.
This session will talk about why it's essential for Records Managers and Information Management teams to have an authoritative understanding of the principles. They inform the retention and deletion processes and actions which are the technical underpinning of your Information Governance/Records Management (IG/RM) implementation. This is what ultimately determines the retention and deletion actions taken on each piece of content.
Understanding the principles of retention is an important prerequisite to a holistic IG/RM design and implementation. It can help ensure you are deleting content when you no longer need/require it and retaining content for as long as you are required to meet your corporate governance requirements and your legal, business, and regulatory obligations.
Labelling in Microsoft 365 - Retention & SensitivityDrew Madelung
Are you classifying your data in Microsoft 365? You can add data classifications using sensitivity and retention labels but they do two very different things. In this session I will break down what the label options are, how you can use them, and why you should deploy them in your organization to keep your content compliant and secure.
Webinar: Microsoft Teams is Here! Presented by Avanade, AvePoint and Microsoft.Dux Raymond Sy
Just announced, Christophe Fiessenger, Program Manager for Office 365 Groups at Microsoft and AvePoint present a new webinar on Office 365 Groups! Register now: http://avept.it/2gIdgZF
By definition, Microsoft Teams is a chat-based workspace in Office 365 designed for teams of colleagues to collaborate. By design, Microsoft Teams is poised to change the way every individual in your organization works together – from Millennials to Baby Boomers.
Our panel of subject matter experts and MVPs, from AvePoint, Avanade, and Microsoft, discussed:
What is Microsoft Teams and what can it do for my organization?
What are the benefits of introducing Microsoft Teams to my end users?
What are the considerations of introducing Microsoft Teams to my end users?
How do I provide guidance (and governance) for my end users when rolling out Microsoft Teams alongside Yammer, Office 365 Groups, and everything else in their collaboration toolkit?
By the end of our webinar, we hope to have brought clarity about he impact Microsoft Teams can have on your organization and how adopting this upcoming addition to Office 365 can ensure your multi-generational teams are collaborating and communicating effectively.
A slide deck to complement my 2-hour, FREE, on demand SharePoint Training available here: https://youtu.be/mSVC08zbQ7M
The following topics are covered in the course:
- What is SharePoint, OneDrive and Office 365
- The concept of Sites, Pages and Web Parts
- How to upload and download documents from the document library
- How to share a document in SharePoint
- How to setup alerts to be notified of changes to your documents or content
- How to create your own views in a library or list
- The concept of Versioning, Check-in and Check-out
- The concept of Co-Authoring
- How to sync documents to your desktop via OneDrive
- How to sync Calendar, Tasks and Contacts to Outlook
- How to search for documents and items in SharePoint
- How to Export SharePoint information to Excel
Understanding Security and Compliance in Microsoft Teams M365 North 2023Chirag Patel
Presented at M365 North on 16 May 2023.
Did you know there are about 25 key security and privacy features in Microsoft Teams to keep your organisation secure and compliant? We will cover what these features are as overview and deep dive with some of them so you can apply it to your Microsoft Teams environment.
Preparing for Microsoft 365 Copilot - Best Practices for Governance and Data ...Nikki Chapple
Microsoft 365 Copilot is a new technology that uses generative AI to help users create content, code, and data insights from within your Microsoft 365 Apps such as Word, Excel, PowerPoint, Outlook, Teams and Loop. It can boost productivity, creativity, and skills, but it also poses some challenges for governance and data security. To prepare for Microsoft 365 Copilot, users need to follow some best practices, such as:
- Assessing their technical , and data security readiness.
- Understand the importance of “Just enough access”
-How to build your data security and governance maturity by setting up data security, governance and access controls at the tenant level, the container (Team or Group) level and at the individual user level.
By following these best practices, users can ensure that they get the most out of Microsoft 365 Copilot while protecting their data and reputation.
SharePoint vs Microsoft Teams vs Office 365 Groups: What Should I Use When?Nikkia Carter
Delivered on 14 February 2019 to SUGDC (SharePoint User Group of DC).
Microsoft technology is moving at a rapid pace. New ways to work are being developed rapidly as well. A few such new tools are Office 365 Groups and Microsoft Teams. These look powerful and promising but they seem similar. Also, where do they fit with SharePoint? In this session, we will look at what each is, what their differences are, and when is the best time to use each.
Workshop - Ways of Working Within the M365 Workspace.pptxSimon Rawson
This is an in-depth walkthrough of Microsoft 365 information architecture. It includes:
* Ways into M365 - Teams, SharePoint and Viva Connections
* Elements of information architecture in M365
* M365 governance
* Classification, security and retention models and the role they play in enterprise search
Presented at SharePoint TechFest 2015 in Dallas, Texas. This deck explains what ECM is and then dives deeper into the capture portion to better understand the process of gathering requirements from customers. This allows us to create a better ECM solution for them.
That latter portion of the deck also briefly goes into governance and enhanced ECM features expected out of SharePoint 2016.
Nuts and Bolts of Building Compliance Process with Nintex and SharePoint 2013Netwoven Inc.
Compliance has become very rigorous and you need a system that can handle all the old processes, as well as any new ones that are initiated. Watch the webinar presented by the experts at Netwoven and Nintex. Here are some key takeaways from the session:
• Critical corporate compliance issues you can address today
• Overview of Microsoft SharePoint & Nintex software compliance features
• Get insights on how to make your applications include compliance reporting
• Best practices for common corporate compliance solutions development
With the increase in unstructured information, organizations are looking for new ways to not only improve their search and retrieval process, but also manage and leverage their information assets to improve performance when migrating information.
In this webinar InfoStrata Solutions and Concept Searching will discuss strategies for analyzing your existing information, to categorize and prioritize your assets prior to migrating to SharePoint. We will explore how to leverage the Term Store in different ways to manage content, and how migration and storage costs can be reduced by de-duplicating, removing, or archiving obsolete content.
What you will take away from this session:
• Understand the migration process, to ensure important content is not lost
• Learn how Concept Searching’s Smart Content Framework™ can provide a new way to undertake bulk migrations
• Learn strengths and weaknesses of the information management capabilities of SharePoint 2010 and 2013
• Best practices on managing content with the Term Store
• The difference between a proprietary taxonomy solution and a fully integrated Term Store solution
• Intuitive and unique features in conceptTaxonomyManager that integrate with the SharePoint Term Store, leveraging metadata to drive business value
Speakers:
Mark Adams, Director at InfoStrata Solutions
Paul Billingham, Sales Director of Europe at Concept Searching
John Challis, Founder and CTO at Concept Searching
SharePoint Governance: Impacts of Moving to the CloudChristian Buckley
Webinar presented by myself (@buckleyplanet) and Antonio Maio (@AntonioMaio2) from TITUS on the impacts to governance strategy as organizations begin planning to expand their SharePoint footprint to the cloud -- whether moving entirely to the cloud, or in a hybrid model. Includes comparisons of on prem and online advantages and risks, and a quiz to help organizations plan accordingly.
SharePoint Governance: Impacts of Moving to the CloudAntonioMaio2
Webinar presented by Christian Buckley(@buckleyplanet) & Antonio Maio(@AntonioMaio2) on the impacts to governance strategy as organizations begin planning to expand their SharePoint footprint to the cloud -- whether moving entirely to the cloud, or in a hybrid model. Includes comparisons of on prem and online advantages and risks, and a quiz to help organizations plan accordingly.
The webinar presentation deck for "Intranet Content Management in a Social World" webinar, presented by Toby Ward, Founder, Prescient Digital Media.
Learn how to create, publish, and manage great content across multiple departments and publishers; and how to ensure old and bad content is renewed, archived or deleted.
A how-to 60-minute webinar hosted by Toby Ward, founder of Prescient Digital Media and the Digital Workplace & Intranet Global Forum conference series. You will learn:
- Rules for creating intranet content
- Intranet governance
- Empowering employees to create the RIGHT CONTENT
- Dos and Don'ts for content management and SharePoint
Webinar: How to align Office 365 components with your organizationDarrell Trimble
Learn about the break down of typical changes in a organization that Office 365 can help with. Transform your place of business into a Digital Workplace using Office 365 components.
See the on demand webinar at:
https://www.spmarketplace.com/
Why Metadata Matters in SharePoint Search and Information Governance WebinarConcept Searching, Inc
Explore innovative approaches to leverage your SharePoint investment and discover how other SharePoint organizations are solving the challenges of information governance in SharePoint and in Office 365.
Join Cem Aykan, Senior Product Manager Search at Microsoft and Don Miller, VP of Commercial Accounts at Concept Searching for this one hour webinar.
• Understand the direction of SharePoint Search and the impact and changing landscape of Microsoft’s focus on the cloud and Office 365
• Obtain a high level view of the importance of metadata in search, records management, data privacy, eDiscovery, litigation support, text analytics, and social content and collaboration
• Find out how you can eliminate manual tagging and develop an enterprise metadata repository to solve all your information governance challenges
• See the award winning conceptClassifier for SharePoint platform in action and how it addresses information governance – on-premise, in the cloud, and in hybrid environments
“A survey of corporate CIOs and general counsels found that, typically, 69% of the data most organizations keep can – and should – be deleted.”
Compliance, Governance and Oversight Counsel (CGOC) Summit
So what happens to the 69%? Most likely it will get migrated with no rhyme or reason. Just because it seems easier. And the organization is still left with mismanaged, useless information. That’s only one migration scenario. Migrations can be fraught with delays, budget overruns, and overall frustration. Register for this practical and informative webinar on March 25th, sponsored by Portal Solutions and Concept Searching and learn how you can eliminate migration challenges and reach the pinnacle of success.
What you will take away:
• Learn from Portal Solutions, an industry recognized SharePoint firm, the best practices and processes to approach migration
• Understand the key challenges that need to be overcome before migration
• Obtain buy-in and build the business case on why migration adds value and does not just move content from one place to another
• Take away a clear vision of the steps involved during migration and the phases to be accomplished
• Hear about Intelligent Migration technologies using conceptClassifier for SharePoint
• See how the technology is a key component in a migration solution
• Find the ROI of using one set of technologies to facilitate the migration process, and deploy metadata enabled solutions for search, content management, data protection, records management, and any application that uses metadata.
Webinar Series: 5 steps to a Digital Workplace on Office 365 - Step 3: Define...Darrell Trimble
Learn the 5 steps to transform Office 365 into a Digital Workplace. This webinar focuses on step 3. Define a strategy for organizing your documents.
See how to design your Intranet Home on SharePoint Online with a content management process working with department portals.
See the on demand webinar at:
https://www.spmarketplace.com/
Document collaboration & review capabilities now on offer within leading reco...PleaseTech
PleaseTech and Peniel Solutions Ltd co-hosted a brief webinar to introduce PleaseReview to the US government and and other federal departments.
PleaseTech recently integrated its collaborative document co-authoring and review software (PleaseReview) into TransAccess, Peniel Solutions document and records management solution. PleaseReview and TransAccess are available on Peniel Solutions’s GSA IT Schedule 70.
Reduce Cost, Time, and Risk – eDiscovery and Records Management in SharePointConcept Searching, Inc
No organization wants to deal with litigation. eDiscovery is expensive, time consuming and risky. What are the costs? Add them up. Litigation support vendors $75K - $180K; document reviewers $80K to $180K; document review - one gigabyte takes 12.5 days; junk cull $75K to $180K; and the costs continue to mount. This webinar, sponsored by C/D/H and Concept Searching, addresses the common challenges, technology approaches, and a solution guaranteed to deliver results.
SharePoint has records management and the improved eDiscovery Center, but without a framework and specialized tools you are still facing an uphill battle. Join us for this informative webinar about effective records management and eDiscovery technologies that save you money and time, and reduce organizational risk.
What you will learn during this session:
• How to develop a strategy to incorporate eDiscovery and records management into an enterprise content lifecycle management approach.
• Common strategic errors made in eDiscovery and records management.
• How to rapidly find the relevant responsive documents.
• Why vocabulary normalization is key to finding all relevant documents, regardless of keywords.
• Best practices for management of records for disposition, preservation and legal hold.
• Issues and pitfalls of records management in SharePoint, common strategic errors, and how they apply to eDiscovery.
• Types of architecture and tools for powerful and flexible management of unstructured and semi-structured content.
• How auto-classification/text mining, workflow and integration with dynamic LOB data can help.
Speakers:
David Tappan, SharePoint Consultant at C/D/H
Don Miller, Vice President of Sales at Concept Searching
Successful artificial intelligence enables organizations to capture the thought process of top performers and deploy it as a virtual coach. Combining artificial intelligence with expert knowledge, metadata generation, auto-classification, and taxonomy management delivers great knowledge transfer.
In this webinar Discovery Machine and Concept Searching will demonstrate how their combined offering enables enterprises to establish an effective information framework by enhancing access to corporate knowledge sources with artificial intelligence.
Join us to find out more about how the solution can save your organization both time and money, while increasing accuracy and consistency of corporate knowledge access.
What you will learn about during this session:
• Capturing enterprise knowledge and deploying subject matter expertise as a virtual coach
• Effective content identification and classification, regardless of content location in the enterprise
• Eliminating the error and cost burdens of identification and management of records
• Documenting knowledge in the context of business process to create tangible knowledge assets
• Increasing the quality of information for decision making
• Automatic migration of content driven by classification of metadata
Speakers:
Todd Griffith, CTO and Co-Founder at Discovery Machine
Ken Lemons, Vice President Federal Programs at Concept Searching
John Challis, Founder and Chief Executive Officer at Concept Searching
Similar to The art of information architecture in Office 365 (20)
SharePoint File and Sharing Links.pptxSimon Rawson
This presentation examines:
* Sharing links and the difference between links and file paths
* Managing (and revoking) content sharing
* Limitations in library and list permissions
Process mapping for Information Management professionalsSimon Rawson
This presentation was delivered at the Records and Information Management Professionals' Association July 2019 Victoria seminar. The aim is to provide an overview of process mapping in an information management context for Information Managers.
Information and Records Management in SharePoint - An In-depth ReviewSimon Rawson
In this presentation, Simon covers the EDRM functions of SharePoint 2010/13 and regulatory requirements for Records Management. Suzette covers the National Archives of Australia (NAA) Information Checkup 2.0 and how Australian Government agencies can use it as a self-check tool.
The presentation was originally developed as a hands on training course for Synergy Corporate Technologies where it formed one of the modules of the 5-day SharePoint 2010 Administration course.
This version of the presentation has been updated to include the new EDRM functions available in SharePoint 2013.
The presentation goes into considerable depth about the EDRM functions in SharePoint – and therefore this is not a light read!
Process-Centric Governance and Information ArchitectureSimon Rawson
All content is produced by processes, intended for the support or consumption of other processes. This is a premise I have propounded for over a decade. I have challenged thousands of people over nearly a decade to disprove this statement and offered $100 to anyone who can find an example which proves otherwise. I still have that $100 tucked away.
This presentation shows a high level process-centric information architecture, and tools to map processes and associate the content inputs and outputs. It shows examples of governance structures for ECM/KM projects, and the topics a governance strategy/plan should cover.
Finally, lessons learned about the common characteristics of highly successful ECM/KM projects are described.
Managing Innovation Using Content Management and Workflow Simon Rawson
Managing innovation results in improved products and services, and organisational profitability and longevity. This presentation shows a process for collecting and acting on innovation
Ausspc 2010 Presentation Building Lob Solutions With Share Point 2010Simon Rawson
This presentation was delivered at the SharePoint 2010 Conference. It presents key factors for building line of business solutions using ECM technologies.
Oprah Winfrey: A Leader in Media, Philanthropy, and Empowerment | CIO Women M...CIOWomenMagazine
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Modern Database Management 12th Global Edition by Hoffer solution manual.docxssuserf63bd7
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name:Solution manual for Modern Database Management 12th Global Edition by Hoffer
Edition:12th Global Edition
author:by Hoffer
ISBN:ISBN 10: 0133544613 / ISBN 13: 9780133544619
type:solution manual
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All chapter include
Focusing on what leading database practitioners say are the most important aspects to database development, Modern Database Management presents sound pedagogy, and topics that are critical for the practical success of database professionals. The 12th Edition further facilitates learning with illustrations that clarify important concepts and new media resources that make some of the more challenging material more engaging. Also included are general updates and expanded material in the areas undergoing rapid change due to improved managerial practices, database design tools and methodologies, and database technology.
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Artificial intelligence (AI) offers new opportunities to radically reinvent the way we do business. This study explores how CEOs and top decision makers around the world are responding to the transformative potential of AI.
1. The Art of Information Architecture in
Microsoft 365
Speaker: Simon Rawson
PowerMark Solutions
2. Agenda and Summary
• Information management – document, records and knowledge management
• Information architecture and strategy – 300 level
• Technology – mainly 100 level – however there are a few pearls
• Audience
• Information and Records Managers
• Solution and Information Architects
• Information Strategy Planners
• Business Analysts
• CIO and CKO
• Themes
• Information lifecycle, strategy and models
• Business processes and value
• Compliance
• Adoption and governance
• Cortex and AI
4. The Purpose of Information Governance
“Information governance, or IG, is the set of multi-disciplinary structures,
policies, procedures, processes and controls implemented to manage
information at an enterprise level, supporting an organization's immediate
and future regulatory, legal, risk, environmental and operational
requirements.
IG encompasses more than traditional records management. It
incorporates privacy attributes, electronic discovery requirements, storage
optimization, and metadata management.”
- Wikipedia
• Governance, risk and compliance approach – a defensive model
5. Session
Outcomes
Better understand business processes
How to track and document processes
Understand the process-content interplay
Know the skills and roles to roll it out successfully
Have a model for organisational and business unit engagement you can adapt
to your organisation
Satisfy information management needs for retention and disposal
Ways to engage and obtain senior management sponsorship
6. Digital Transformation,
Collaboration or What?
• “Delivery of products and services in an increasingly effective and
efficient way”
• “Provide self-service to consumers through better information and
automation”
• “Improved collaboration”
• “Paperless work processes”
• “Remote working”
• You need to define what digital transformation means to you and
your organisation – and to your key processes
• You need to find ‘real world’ processes which make a difference –
the ones which make people sit up and take notice
7. • Information management strategy
• Foundation IM infrastructure capability
• Well managed business content (documents, images, audio-visual)
• Taxonomy and classification
• Document approval-type workflow
• Seamless records management
• Seamless intranet
• Collaboration
• Extended capability
• Forms and business process workflow
• Retention for business applications
• Business intelligence & reporting
• Inter-organisation collaboration
• Client engagement
• Automated publishing - web and print
• Processes and content spanning intra- and Internet sites, and mobilised
versions of your content and forms
Foundational Elements
Skills:
• People
• Process
• Change
• Information and knowledge curation
• Technology
8. • Executive sponsorship
• Initial and ongoing budget
• IM strategy linked to corporate strategy - VISION
• Architecture
• Common IA design and processes…
• …keyed to organisational strategy
• Extended for individual business units
• Organisational change
• More effective and efficient business processes
• Training
• More effective communications and collaboration
• Behavioural change
• Support
• Deployment & migration support during implementation
• Governance and support model, processes and tools
• Ongoing business and technical support
• Knowing what the technology can be made to do in support of business processes
Success Factors / Outcomes
Time!!
9. Information and Process Architecture Model
Foundation for ‘On-the-Ground’ Information Management and Digital Service Delivery
13. Demo Recap and Recommendations
• Metadata
• Lifecycle
• Classification – drives search AND retention
• Metadata defaults – reduces the need for users to manually enter metadata
• The importance and use of templates
• Per location defaults – key workflow to update of properties associated with folders and
document sets
• Content types
• Use the Content Type Hub to manage metadata and content types across all Teams and
SharePoint site collections
• Add Content Types to libraries to provision metadata
• Keep content types to a minimum – use metadata to distinguish and classify documents
• Keep it consistent and simple – don’t rely on manually applied metadata
• When configuring IA to support business processes – think about what metadata
supports reporting and performance management
14. Information management is multi-disciplinary and strategic
Information
Management
Process /
Quality
Office
Digital
Transformation
Information
Technology
Marketing &
Comms
Knowledge
Mgmnt
HR /
Training
Customer
Support
Customer
Self
Service
Digital
Transformation Business Units
Key Stakeholders
16. • Print
• Transactional documents (invoices, purchase orders etc)
• Knowledge management
• Learning Management Systems (LMS) content
• Contracts and other legal information
• Procurement information / documentation about products or services your organisation acquires
• Product / service accreditations and other content sourced externally
• Human Resource information management (eg. Certifications and training etc)
• Board and senior management (reports, spreadsheet models etc)
• Internet-based references and resources
• Extranets / partners’ information management systems
Scope: How Well Does M365 Cover
18. These Are a Few of My Favourite Things #1
Qualitem.com
• Live Publish
• Word Document to web content (SharePoint,
WordPress etc)
• Other products for classic to modern page
migration, metadata entry into Office apps
and a few others
19. These Are a Few of My Favourite Things #2
CircleT.com.au
• Kasama
• Cortex ready
• Digital resource center and
modern refinable search
• Other product components
(digital signatures,
document compilation)
• Once-off licence and
installed your tenant
• Find it in AppSource
20. These Are a Few of My Favourite Things #3
Typefi.com
• Typefi Publish
• Single-source publishing
• MS Office and XML source published to e-
book/EPUB, print, web, HTML, and DAISY
• AI-driven automated layout and typesetting
• 80% faster, less manual effort
• SharePoint integrated
• Used by United Nations, US and EU governments,
ISO and many commercial publications
MS Word to…
…and
21. My Contact Details
Simon Rawson
Principal Consultant, Information Management
PowerMark Solutions
simon@powermark.net.au
LinkedIn https://www.linkedin.com/in/simonrawson/
www.powermark.net.au
22. Purchase an “All-Access Pass” today and get all
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10 eBooks plus other goodies.
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Editor's Notes
Too many organisations jump straight into Teams and Microsoft 365 without really considering how they want technology to transform their processes and that they’ll use the platform for the foreseeable future. Most are headed for information sprawl.
This session will cover information process vision setting, senior management buy-in, information lifecycles, search, and continuous improvement - and what you need in the IA to support it.
Although this session focuses on high level information models and concepts, I’ll demonstrate how the concepts can be put into practice and the implications for compliance, security, search and why it’s an important component for the later introduction of AI and Cortex knowledge management.
I’m not going to read through the list of bullet points on my slides. The bullet points are for you to read and for your later consumption. Attendees dialling into this session will have the presentation deck available. Included in the deck are an extensive set of notes.
Feel free to ask questions in the chat window. Although the session is recorded, I’m responding to questions in real time. I’ll leave my contact details and am happy to help after the Collab365 Global Conference concludes.
All too often M365 projects fail to deliver the business value the could and end up instead with uncontrolled sprawl. It’s never too late to retrofit an information architecture into M365, however the longer you go without it, the more difficult it becomes.
The main purpose of the presentation is to give you:
Tools for information strategy planning and engagement with executive management
Show why M365 is strategically important
Give you models for business information governance and support – as opposed to technical solution governance
The presentation and demonstration is going to move pretty quickly – so brace yourselves!
Don’t you hate those presentations full of wonderful, high fidelity images – which don’t give you anything to take away and use?
OK – there is a purpose to this image. It’s a working bulldozer, scarred with signs of use. All the content in these notes has been put into practice in one project or another over more than 10 years.
Feel free to use any of the material. Just remember to attribute it. Any material I’ve borrowed from elsewhere is credited.
This image by the is not a real bulldozer, it’s an image from Grand Theft Auto and is no doubt copyright. Not that there was a copyright notice on the Wikia siteI found it. That’s an issues about information and knowledge management. The context of information you find is sometimes more important than the information itself. More to come on that topic in a couple of slides.
Traditional definitions of information governance focus on risk and compliance. This misses the opportunity side of the coin, which is the better use of information and solutions such as Microsoft 365 to improve business processes effectiveness.
The biggest roadblocks preventing maximally effective deployment of M365 is lack of executive management support, leading to insufficient budget and staffing to be able to do it right. You won’t get that talking about risk and compliance. You’ve got a far better chance of getting that support by talking about how M365 underpins organisational strategy and contributes to innovation and ongoing improvement of your processes, services and products.
I compare the complexity and cost of introducing new information management systems to the complexity of introducing a new ERP system. The 2 main differences are that IM solutions typically get a 10th or less of the budget, and not everyone in an organisation is impacted by the introduction of a new ERP.
‘Digital Transformation’ (in inverted commas)
‘Digital Transformation’ has been with us since the dawn of information technology. IT’s goal has always been to automate information-based business processes.
Key points:
If support systems directly support business processes then satisfaction and longevity will be high
The benefits of ‘digital transformation’ are achieved not by general solution features (e.g. improved collaboration and search), but how well they support discrete key processes
Change management and engagement is key to success (as illustrated in the examples below)
Of primary importance is knowing how your technology can be made to work and using it to directly support business processes. Most innovation is not in technology, but the use to which it is put
All processes are not equal. Understanding what processes are key and focussing on them gives you a good business case…
…and reason for management support
‘There ain’t nothin’ new under the sun, but if the term ‘digital transformation’ provides the budget needed to make ECM projects successful, then play that card
The examples below would be regarded as digital transformation. All are projects on which I have worked.
Example scenario #1
Aviation schedule planning
Planned changes to schedule to accommodate maintenance and passenger demand variation
Versions of potential schedule changes – visually represented
Communicated to engineering, crewing and operations control – remote operations
Acceptance / rejection + reasons captured
Final approval
Release and updated in reservations system
Notifications to booking hall staff to contact impacted passengers
Version history on flights
When flights were changed
The reason – and whether the change was primary or consequential
Comments
The year was 1981. 1986 saw an X-Windows graphical user interface allowing schedulers to drag and drop flights between aircraft but still used the original system in the back end. The system continued in operation with QANTAS for 30 years. Custom built but based on solid information management principles. The graphical UI was built using native X-Windows functionality.
The business case for the GUI was conservatively estimated using discounted cash flow analysis at 3500% ROI. The head of Finance said, “ We can’t put that up to the Board for approval. They would demand to know why we hadn’t done it before.” He put a line through it and pencilled in 35% ROI.
Example #2
ASX participants library, accessible through the ASX website
Listed companies submit one or more documents or lodgements
Some are confidential
Others are available to the public
ASX listing rules and support resources for listed companies
Notification, review and approval workflow for all submitted documents
Public, searchable face, internally workflowed
All functionality based on standard ECM product configuration, with a little lipstick on the public facing UI
The year was 2000. The product was Intranet Solutions IntraDoc. Finally de-commissioned 16 years later in favour of an expanded system.
Example #3
Sensis CitySearch, a guide to bars, venues and events
Clients could list and advertise
Content syndicated from a number of external sources
External face allowed the public to search acts, venues and locations
Internal face:
Content curation
Advertiser account management, used by the Call Centre
3 months after implementation unsolicited feedback was received from the Call Centre saying it was the best system they’d ever been given
It wasn’t a good system – it was jerry-rigged based on what you could do using standard back-end admin features in a web content management system
The system was configured to meet Call Centre process requirements
The engagement, change management, training and immediate post-implementation support was exceptional
Process-centricity
By ‘real world’ processes I mean business processes as opposed to information management processes. A document approval process is an IM process – and nobody gets particularly excited. That’s reflected in the slide quotes about definitions of Digital Transformation.
A travel request and approval, based on a form is getting better. An incident management handling process, using a SharePoint Document Set with a number of pre-provisioned documents such as an online report form, incident investigation report template, with provision for managing outcomes and lessons learned is even more exciting (assuming it’s not duplicating what’s done in other systems). Both examples can be built using ‘out of the box’ (OOB) functionality. OOB you can even build rudimentary reporting e.g. how many travel requests per month, aggregate value of travel, number of incidents by month and severity.
By the end of this presentation / workshop, you’ll:
Better understand business processes
How to track and document processes
Understand the process-content interplay
Know the skills and roles to roll it out successfully
Have a model for organisational and business unit engagement you can adapt to your organisation
Satisfy information management needs for retention and disposal
Ways to engage and obtain senior management sponsorship
The single most valuable person is he or she who understands how the technology can be made to work and solve business problems. Not necessarily how to do it technically. This could be an information management practitioner, a business or process analyst who also understands (or works closely with) IM, or anyone with the aptitude and interest. Most likely it’s going to be a small, close knit team who will be at the heart of your ECM or digital transformation project.
The single most valuable thing this person or team should do, is ensure those skills are fostered in the champions, power users or local administrators in business units. Business units who are knowledgeable about the use of the technology and see the value for their business processes will be engaged. Adoption will not be an issue.
What’s missing from this slide?
Skills and organisational capability!
SharePoint demands:
Solid tech support and skills in the SharePoint development framework
Information and knowledge curation
Process
Change management and training
Communications
It takes time to:
Build skills
Develop experience
Change behaviour
The executive management / organisational strategic layer is your business case.
The inner layers are your change management plan, information architecture, and common working processes
The underpinning principle is that all information and knowledge is generated by processes, for the support or consumption by other processes.
Processes are managed, and understanding and tuning process performance is Management’s key responsibility. Hence Processes and Performance are at the heart of the model. Performance encapsulates elements such as management style, organisational culture, and metrics and reporting about Process performance.
An organisation’s key goal is successful production and delivery of Products and / or Services. This is the reason an organisation exists. You can justifiably argue that Products and Services are central, however from a management perspective, all Products and Services are planned, built and delivered by Processes. Products and Services are delivered by People and Organisational capability.
Surrounding all activities is Communication. Within process instances there is Collaboration (which is generally semi-formalised and subject to established Processes and governance) and Conversations (ad hoc and informal, but absolutely critical for success, and supported by a variety of means such as email, phone calls, ‘water cooler’ chats, and social computing).
Every time a Process is exercised, it’s participants know how well it worked or if there were issues encountered. Processes should ideally have defined steps for review, capturing lessons learned and identifying potential improvements. From the Conversations, mechanisms should be available to capture knowledge and suggestions for improvement. These mechanisms should extend to all participants, including eternal customers.
The responsibility for capturing valuable knowledge and ideas for improvement rests with all participants. Simple mechanisms should be built into information management systems to capture feedback, or be built into every automated workflow. The mechanisms ad management processes for doing so form part of the Benefits Realisation and Innovation Strategy. How this is communicated and delivered forms part of the Communications and Training Strategies. (See later in the presentation on Innovation Management for processes associated with managing and actioning feedback, innovation and improvement.)
Version control
Approval
Review
Action assignment & tracking
Feedback
Status (Draft, Review Draft, Released, Withdrawn, Copy)
Tagging (according to a process-oriented taxonomy)
Document tags or types (e.g. for a ‘policy’, what type such as policy, procedure, guideline, work instruction, QRG, user guide etc)
Copy a link (held locally for convenience and context, but avoiding duplication)
Case management
Process maps / libraries
Corporate and directorate level resources
Policies and procedures
Templates
Processes
Retention and disposal
Sensitivity / protective markings
The Integrated Management System (IMS) or Operations Management System (OMS) is the set of compliance frameworks used within an organisation should be used as the primary taxonomy for information classification. Organisations with risky operations (such as mining, resources, transportation, construction and engineering) or which are heavily regulated (such as Financial Services and Health) are most likely to have an overarching IMS.
Not every organisation has a cohesive, organisation-wide IMS. However every organisation has its own policies and procedures dictating how it operates. Examples of compliance frameworks commonly folded into an IMS include its quality management system (e.g. ISO 9001), risk management (ISO 31000), environmental management (ISO 14001), occupational health and safety (ISO 18001), etc.
More information on IMS can be found at https://www.sciqual.com.au/what-integrated-management-system-ims. A local example of an IMS at work is BP’s OMS, which is the framework covering all operations, including in Australia. (Search on BP OMS finds BP templates for their procedures.)
If we consider policies and procedures etc, what sort of characteristics or processes apply?
Updates to policies or procedures will cascade to related content down the hierarchy – but not up
They apply for a date range (cf. content like meeting documents or financial transaction documents which apply for a given date
They should have a review date or review trigger event
Most policies will apply across the organisation…
…but may have departmental or business unit versions
Procedures and work instructions etc will generally be specific to business units
ISO 9001:2015 clause 4.4 Quality management systems and its processes requires an organisation to “maintain documented information to the extent necessary to support the operation of processes and retain documented information to the extent necessary to have confident that the processes are being carried out as planned.” (https://www.iso.org/files/live/sites/isoorg/files/archive/pdf/en/documented_information.pdf)
What’s missing from this slide?
Stereotypes are dangerous! But nonetheless…
Information Technology
Budget constrained and cost conscious (as opposed to value driven)
Little authority to drive business process improvement
Typically poor at ongoing organisational change management
Typically responsible through Finance or Corporate Services
Information Management
Generally a focus on records and compliance
Risk minimisation mindset as opposed to process improvement mindset
Little focus / skills in developing tacit knowledge and knowledge communities
Rarely appreciates or has authority over business processes
May be housed in Corporate Services or Company Secretariat
Knowledge Management
Focus on communities of practice and both tacit and explicit information
Process improvement / automation is generally outside the brief
The minutiae of managing records is generally outside the brief
Likely to be housed in Human Resources or Corporate Services
Marketing & Communications
Poor skills in business process improvement and the application of workflow / information technologies
Poor knowledge of the formal disciplines of Knowledge Management or Information Management
Generally operates on a delegated model of content information management
Good awareness of communication styles, accessibility and messaging
Process / Quality Office
Generally focussed on strategic processes and solutions
Rarely resourced or focused on providing front-line support and hands on training
Good at strategic alignment
Digital Transformation
Good at strategic alignment
Tends to focus on customer-centric processes and workflow
Tends to exclude Information Management and a vision for information management processes
Tends to be viewed as a separate project, rather than an ongoing business function integrally tied to other information management processes
Business Units
Own the information…
…and have first responsibility for its management and curation
Typically not aware of good information management practice or what their systems can be made to do
BU support roles are typically informal and not part of Position Descriptions…
…managerial roles SHOULD explicitly include this responsibility
Value is only realised when the systems and knowledge are put into play at the ‘coalface’, in user departments or in support of customers.
Effective systems rely on a complex hierarchy of internal stakeholders. The ordering of stakeholders on the left is significant, as shown in the next slide.
Responsibility for content and structure maintenance rests primarily with business units, supported by information management. IT should have no responsibility for content maintenance.
IT and Infrastructure Architecture responsibility rests with IT. Information Management, the Processes Office and Knowledge Management (if there is a dedicated business unit) are key stakeholders and business owners.
Responsibility for Information Architecture and processes rests with Information Management, the Process Office, and Knowledge Management.
Consumer business units (MARCOMMS, Customer Service and Business Units) should not be exposed to the underlying technology architecture, other than is needed for maintenance and configuration.
Which KM systems do participants use?
Consider:
Records Management
Document Management
Intranet
Internet
Collaboration
Business Process Management / Workflow
How completely does this set of technologies manage your information? Consider the full gamut of common processes, including:
Print
Transactional documents (invoices, purchase orders etc)
Learning Management Systems (LMS)
Contracts and other legal information
Procurement information / documentation about products or services your organisation acquires
Product / service accreditations
Human Resource information management (eg. Certifications and training etc)
Board and senior management (reports, spreadsheet models etc)
Internet-based references and resources
Extranets / partners’ information management systems
At this level the Governance Model is generic and can be applied to any information management project. Later stages which further detail each step become more ECM specific (in the case of this presentation, focused on ECM solutions incorporating Records Management, which is certainly not the case in every instance).
This framework has proved its worth in numerous projects. Like any framework, it must be adapted for each project and audience. Alternative frameworks may be just as applicable and valuable. The greatest risk to success is lack of an overarching governance framework that covers initiation through to ‘business as usual’ operation.
Live Publish is one of my favourite things because it supports singe-source publishing from Word documents (an author’s favourite tool) out to intranet / Internet web content management systems.
To make it work authors need to use templates and styles. Groups of files can be released on schedule, meaning that changes or new content can be applied to sections of a site as opposed to a page at a time.
Circle T is one of a small handful of Microsoft systems integrators appointed as a global Charter Partner on the Content Services program.
Circle T has a number of solutions available through Microsoft AppSource which add substantial value for information management in Office 365. In particular these are some of my favourite things:
Support for template search and template management. Template management and use is important, because:
Templates can be exposed on the New menu in Teams and SharePoint – streamlining business unit processes
Default metadata can be associated with templates, meaning the job of maintaining metadata is at least partly hidden from users
In the new world of AI and MS Graph, regular templates support automation and search
A digital asset center, used for corporate services and assets such as signatures, corporate templates etc
Automated document compilation – streamlines contracts, procurement documents, training material based on a set of standard clauses (clause bank)
All of the Circle T components are rigorously based on MS’ modern architecture and best practice. Unlike most component solutions for Office 365, Circle T components are installed in a client’s O365/Azure tenant for a once-off licencing fee (as opposed to ongoing subscriptions).
Many organisations still spend more money annually on print publications than electronic content. Much of the budget is sopped up on cycles of design, proof reading, revisions and editing. Content destined for print, web and e-book distribution relies on typesetters and graphic designers adding design to content typically written in MS Word.
Typefi Publish automates the design and layout work a graphic designer does in Adobe InDesign, enabling true single source, multiple output publishing. Typefi has changed publishing processes in a number of industry sectors including travel guides, pharmaceutical and drug publications and standards publishing.
If you’ve ever picked up a Lonely Planet, Fodors or Rough Guide you are seeing an example of 100% automated layout. Travel publishing is no longer economically or competitively viable using manual layout and design processes, and Typefi is used by all major travel guide publishers. Content is written and edited in Word, then editors trigger publication of review drafts and finals. The design process for a small publication such as a circular or brochure is a second or two.
Typefi is used for longer publications – the longest being approx. 30,000 pages, which takes several hours. All publications and notices published by the World Health Organisation and World Bank are produced by Typefi. All ISO international standards are published through Typefi.
Typefi is not for every publishing process – it’s not suited for highly designed or advertising driven publications (e.g. newspapers and retail catalogues) where each page has its own design treatment. However it’s very well suited to publications such as brochures, manuals and guides, information circulars, reports and standards, and publications published across a number of print, online and e-book formats.
Typefi has on-premise and cloud versions (based in both Azure and AWS) in Europe and the US.