Move Away from File Shares and Organize Enterprise Information

You need a taxonomy, a plan, and a governance strategy.

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Most enterprises suffer from information overload. They have too many files, on too many shared drives, and in too many repositories.
Business users are notoriously resistant to using new technologies such as SharePoint for managing content.
IT has experimented with technologies such as SharePoint in the past, but has met with little success.

Information growth is becoming a bigger concern for both the business users and management.
Everyone recognizes that developing a descriptive taxonomy to support business initiatives and manage risk is important, but nobody knows how to actually do it.

Take the first steps towards Information Organization. Balance business, IT, and user requirements to build an effective strategy.
Create a rough-cut taxonomy to kick-off search, ECM, or SharePoint projects.

See how all the steps you need to take come together, with tools and advice to help with each task on your list.

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Create a plan for organizing unstructured information

Build a corporate taxonomy for managing internal information.
- Storyboard: Move Away from File Shares and Organize Enterprise Information
Maintain the information organization practice within the enterprise

Document information gathered during the information organization workshop.
- Information Organization Program Manual

This guided implementation is a three call advisory process.

Call #1: Retention schedules and metadata

Get insight into the appropriateness of your retention schedule and approach to taxonomy creation.
Call #2: Ensure user buy-in

Information Organization is only the first step. Get guidance on how to actually use your new taxonomy to develop systems that cater to user needs.
Call #3: Rationalize the product roadmap

Discuss the various technologies in the IT portfolio that could be used to meet the enterprise mandate for Information Organization.

Create a list of priorities for your information organization strategy.
Align the priorities with IT and business strategies.
Identify information sources that can serve as targets for an Information Organization initiative.

Identify key issues that need to be addressed by the Information Organization initiative.
Recognize roles that will be affected by the initative.
Target key information sources.

Activities:		Outputs:
1.1	Establish business priorities	Completed project background and justification
1.2	Prepare the business case	Completed business case template
1.3	Identify key sources of information	Draft listing of information sources
1.4	Prioritize information sources	Prioritized listing of information sources

Detail user personas that are crucial to developing both taxonomies and information architectures.
Determine project plans for moving forward with the information organization project.
Create a governance plan to facilitate the ongoing maintenance of the Information Organization project.

Activities:		Outputs:
2.1	Build user profiles	Detailed user personas
2.2	Create the taxonomy	Initial managed metadata template
2.3	Plan the migration	Pilot project plans
2.4	Govern the Information Organization project	Governance plan