IRMS 2014 presentation. SharePoint in financially constrained times. Is 'good enough', good enough?

1. © Metataxis 2014 Designing the information-centric environment since 2002 Slide 1 of 14
Metataxis
Is ‘good enough’, good enough?
(implementing SharePoint records management
in financially constrained times)
Marc Stephenson
Technical Director

2. © Metataxis 2014 Designing the information-centric environment since 2002 Slide 2 of 14
Is ‘good enough’, good enough?
Yes

3. © Metataxis 2014 Designing the information-centric environment since 2002 Slide 3 of 14
Is ‘good enough’, good enough?
But…

4. © Metataxis 2014 Designing the information-centric environment since 2002 Slide 4 of 14
Some SharePoint Statistics*
• SharePoint projects
• 33% of organisations are 'struggling'
• 28% are 'stalled'
• 40% are 'moving forward'
• 6% describe SharePoint as 'a great success'
• SharePoint and Records Management
• 45% prepared to use it (16% of which need third party products or customisation)
• 11% of small organisations feel SharePoint still can’t meet their needs
• 24% of large organisations feel SharePoint still can’t meet their needs
• 21% already using a dedicated RM system (mostly not linked to SharePoint)
* AIIM Industry Watch SharePoint 2013 'Clouding the issues', October 2013, © AIIM 2013, www.aiim.org

5. © Metataxis 2014 Designing the information-centric environment since 2002 Slide 5 of 14
Why use SharePoint for RM?
• It’s not going anywhere (soon) – SharePoint 2016
• Many organisations already ‘have it’
• Many organisations are already using it, kind of…
• License is relatively cheap
• Very broad and deep functionality for information management
• Strongly integrated into Office
• Large ecology of products and services
• Very configurable, customisable and integratable
• Top in many Gartner Magic Quadrants (alas not RM)
• Because it’s Microsoft
• Because there is no economic alternative
• Because it can be made to be good enough

6. © Metataxis 2014 Designing the information-centric environment since 2002 Slide 6 of 14
SharePoint Document Management
• Create, edit, delete
• Find (search, browse, filter, view, sort, group)
• Version control and check in/out
• Move and copy, but with some complications
• Edit in a web page
• Mobile/tablet friendly
• Secure and control access
• Auditing usage
• Rich metadata configuration and management
• Rich structuring and navigation options
• Workflows
• Significantly better than a network drive
• As good as any other document management system

7. © Metataxis 2014 Designing the information-centric environment since 2002 Slide 7 of 14
SharePoint Records Management
• Manual and automatic record declaration
• Document/record routing mechanisms – RM and archiving
• Retention and disposal rules – event, trigger, action (workflow, code)
• Multi-level retention and disposal rules
• Retention and disposal can be based on fileplan or content type
• Support holds and e-discovery
• Supports auditing and reporting
• ‘In-place’ and separate ‘records centre’ models
• Integrated into enterprise content management
• Scalable and robust
• Increasingly being used
• Significantly better than a network drive
• Nearly as good as any other records management system

8. © Metataxis 2014 Designing the information-centric environment since 2002 Slide 8 of 14
Records Management Strengths
• Retention and disposal
• Capture and declaring
• Security
• Metadata
• Search
• Administration
• Fileplans and structuring
• Workflow
• Integration
• Offline and mobile access
• Configurable
• Flexible

9. © Metataxis 2014 Designing the information-centric environment since 2002 Slide 9 of 14
Records Management Weaknesses
• Email management
• Digital preservation/continuity
• Non-document capture
• Physical records
• Security
• Auditing and reporting
• Configurable
• Flexible

10. © Metataxis 2014 Designing the information-centric environment since 2002 Slide 10 of 14
Net effect of the weaknesses
• Very information architecture dependent
• RM regime may need significant simplification, or…
• …you may need to add custom workflows
• …you may need to add custom code
• …you may need add-ons
Alas
• Guidance is very thin on the ground…
• … you often have to just try stuff

11. © Metataxis 2014 Designing the information-centric environment since 2002 Slide 11 of 14
So how do I do SharePoint RM right?
1. Design and implement in a ‘SharePoint way’
2. To keep the strengths strong
3. To weaken the weaknesses

12. © Metataxis 2014 Designing the information-centric environment since 2002 Slide 12 of 14
What does that mean in practise?
• Understand the context in which SharePoint sits – culture, IT, business…
• Think about the IM ‘Big Picture’ – inventory, strategy, IA, governance…
• Consider the wider implications – ways of working, culture, comms, people…
• Think about programme management – buy-in, 80/20, add-ons, phasing…
• Resourcing – skills transfer, IM PMs, project vs. BAU…
• Consider add-ons… do we really need them? detailed requirements evaluation
• Have appropriate user engagement, training and support
• Recognise the importance of culture
• Have ongoing governance

13. © Metataxis 2014 Designing the information-centric environment since 2002 Slide 13 of 14
Final thought
It’s all about the information (that changes the least)
• NOT processes
• NOT technology
• NOT people
• NOT organisational structures
These are important, but not as much
as the information

14. © Metataxis 2014 Designing the information-centric environment since 2002 Slide 14 of 14
Is ‘good enough’, good enough?
Questions?
marc@metataxis.com
www.metataxis.com