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2016 ARMA Houston Spring Conference
Up And Running With SharePoint Records
Management
In 90 Days Or Less
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How is this possible?
Lots of planning and a little blood, sweat, and tears.
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Who am I?
Graham Sibley
CEO @ Collabware
Vancouver, BC, Canada
Aspiring Futurist
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“Based on 20 years of industry data, we can say
that nearly 50 percent of all ECM programs fail
just from a technology perspective. And of the
50 percent that succeed, half of those fail to
really provide value to the business.”
- Lane Severson (CMS Wire)
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The Problem
Slow to start, years to deploy, and failure to achieve results.
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The Goal
Set up a solid foundation and deploy in 90 days or less.
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The Result
Set up a solid foundation and deploy in 90 days or less.
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SHAREPOINTIt’s full of rainbows and unicorns.
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What it can do:
Document Management
◦ Check-in / check-out
◦ Version control
Records Management
◦ In-place records
◦ Centralized records (Records Center)
◦ Automated destruction
Workflow
◦ Extensible
Search
◦ Keyword and metadata
Legal Holds
◦ In-place or centralized
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What it can’t do:
File Plan Management
◦ Manual creation
◦ Automated organization
Event-based Retention
◦ Only time-based formulas supported
◦ Customizable
Bulk Disposition Approval
◦ One approval required per-item
Physical Records
◦ Paper? We don’t need no stinking
paper!
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UP AND RUNNING IN 90 DAYSBuckle up. This is a wild ride.
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Assumptions
Executive mandate is in place
◦ Executive support is a must!
File Plan and Retention Schedule is defined
SharePoint is the technology of choice
◦ DEV, UAT, and PROD environments deployed
◦ Third-party add-ins selected and installed
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Foundational Philosophy
Be end-user focused
◦ End-users should have a say over the system
◦ Adopt a customer is always right mentality
◦ End user control is critical
Be agile
◦ We won’t get it absolutely perfect the first time
◦ Build in time to refine the solution during the project
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Foundational Philosophy
Be responsive
◦ Respond to end-user needs quickly and efficiently
Be proactive
◦ Follow up with end-users to ensure they’re happy
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Activities
Week 1: Vision and Road Mapping
Week 2: Approach Development
Week 3: Understanding the Business
Week 4: Training
Week 5-8: Requirements, Design, Configure, and Review
Week 9-10: Migration and refinement
Week 11: Records Management Configuration
Week 12: Support and fine tuning
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WEEK 1Vision and road mapping.
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Establish Vision
Aspirational future view:
◦ Purpose
◦ Scope
◦ Outcomes
Why It’s important to know where
we’re headed:
◦ Ensure consistent messaging
◦ Garner executive buy-in
◦ Shape decision making
◦ Frame the program
◦ Form the roadmap
◦ Build excitement in the organization
◦ Understand ROI
◦ Incorporate long term planning in
execution
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Create Roadmap
Technology
◦ Focus on getting the basics working for end-users
◦ Look for low hanging fruit where processes can be improved
People
◦ Start with the groups that have the highest chance of success
Willingness to engage
Low complexity
Low volume
Smaller group
Good understanding of content
◦ Move through to the groups that are more complex and less willing
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Roadmap Example
2017 2018 2019
Baseline document and records management
Advanced workflow and scanning
System integration and mobile access
HR
IT
Legal
Com
Tax
Finance
Audit
Corp Admin
Engineering
BD
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WEEK 2Consensus on approach.
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Security
• Open vs Closed
• Ownership
• Special Access for IT and RM
• Reporting
Migration
• Scope
• Tools
• Ownership
• Process and End-user Participation
Governance• Roles and Responsibilities
• Guidelines, Policies, and Procedures
• Ownership
Search• Tools
• Ownership
• Process
Applied
Records
Management
• Guidelines for Auto-classification and Auto-declaration
• In-place vs Record Center
• File Plan Refinement
Change
Management
• Training Plan
• Communication Plan
• Support Plan
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WEEK 3Understand the business.
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People
Create a group vision for what this project could be, in order to …
◦ Create excitement
◦ Foster buy-in
Understand the group’s purpose in the organization and what motivates them
Gain insight in to pain points and opportunities
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Content Audit
Need to understand the content landscape
◦ Types of documents
◦ Format
◦ Size
◦ Volume
◦ Source
◦ Processes
◦ Security
◦ Collaboration
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WEEK 4Training.
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Training
People often have questions and concerns that distract them during requirements
sessions
◦ Does SharePoint do versioning?
◦ What is a Content Type?
Before conducting requirements sessions:
◦ Important for end-users to understand the basics of SharePoint
◦ Important for records managers to understand the complexities of configuration
Train early and train often
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WEEKS 5-8Requirements, design, configuration, and review.
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Requirements, Design, Configuration, and
Review
Card Sorting Content Mapping
SharePoint
Configure and Review
Interactive sessions with end users to
organize content.
Logical mapping of content into sites,
libraries, lists and including metadata,
security and volume.
Prototype in SharePoint and review
experience with end-users.
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WEEKS 9-11Migration, refinement, and compliance.
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Migration Parties
SharePoint
Refinement Compliance
As areas of the solution settle, add
advanced records management
configuration.
Manual migration with end users to
reinforce training, receive feedback, and
fine tune system. Augment with scripts
and tools as needed.
Refine based on end user feedback
that’s based on usage, volume.
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WEEK 12Support and report.
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Active Support Passive Support Report
Develop reports and dashboards to
understand adoption, collaboration and
compliance.
Phone, email and walk by end users to
ensure they are comfortable and don’t
need any help.
Ensure end users have a means of
reaching out, content to read (how do
I’s) and other resources for help.
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KEEP ON ROLLIN’Applying this approach throughout the organization.
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Strategy
Tackle one group/process first
◦ Refine your approach
◦ Demonstrate ROI
Tackle consecutive groups/processes using overlapping approach
◦ During development, start another group/process
◦ Combine training where possible
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Questions?
Graham Sibley
gsibley@collabware.com
http://twitter.com/gsibley
http://linkedin.com/in/gsibley
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