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Effectively Use SharePoint as Your ECM Solution

Structure your content for a successful user experience.

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Without spending the time up front building a management team and content structure, organizations report:

  • Employees don’t use the new technology after a major investment.
  • Users cannot find the documents they need.
  • IT bears all the responsibility for delivering a business-friendly and responsive SharePoint solution.
  • Departments and power users create sites without controls or guidance.
  • Content and collaboration services do not support actual business operations or requirements.
  • Employees create their own content repositories on their hard drives or in email and avoiding SharePoint.
  • Sites become cluttered and abandoned.
  • Without training and controls, unauthorized users are granted access to critical and private information.

With careful planning up front and accountable decision makers guiding the SharePoint program:

  • Users can quickly find and share the documents they need for their work.
  • Routine workflows are automated.
  • All authorized users can access the information they need themselves without having to request access via email each time.
  • The business is leading the direction of SharePoint use and expansion.
  • Records are retained and disposed of in compliance with schedules.
  • Content owners and business leaders use SharePoint’s analytics to continuously understand and improve content services.
  • When an employee leaves or goes on vacation, other team members can easily navigate their workspaces.

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Module 1: SharePoint Foundations

The Purpose

  • Introduce key SharePoint and ECM concepts.
  • Build a management team/governance committee of decision makers from the lines of business.
  • Define how to communicate major change to users.
  • Create vision for SharePoint content services.

Key Benefits Achieved

  • Accountabilities assigned for during the project and ongoing
  • Understanding of the size of the work involved in building the SharePoint solution
  • Rules and guidelines for the setup and use of SharePoint

Activities: Outputs:
1.1 Review SharePoint and ECM concepts.
  • High-level information landscape
1.2 Identify governance committee members and SMEs.
  • ECM governance charter
1.3 Develop the vision for the SharePoint program.
  • SharePoint vision and mission statement
1.4 Determine approach to engaging and educating users.
  • Communication plan
1.5 Develop policies.
  • SharePoint policy (or information management policies)

Module 2: SharePoint Information Architecture

The Purpose

  • Understand current information communities and workflows.
  • Outline information architecture work items.
  • Understand concepts like metadata, records management retention, standard terminology.

Key Benefits Achieved

  • Best-practice approach to building information architecture (IA)
  • Plan for building content structures
  • Understanding of expertise and time required to build IA foundation
  • Management team has the knowledge to negotiate with technology and service providers

Activities: Outputs:
2.1 Gather key use cases.
  • List of each stakeholder’s top three priority use cases
2.2 Decide scope from among use cases.
  • Pilot scope workflows
  • Pilot scope documents
2.3 Audit key content.
2.4 Review IA best practices.

Module 3: SharePoint Inventory and Migration

The Purpose

  • Identify which documents are to be migrated and build a structure for organizing them in the new environment.

Key Benefits Achieved

  • List of documents to be migrated
  • Framework for building a content structure in the new SharePoint system
  • Support decisions about approach to migration (e.g. third-party service, Microsoft API)

Activities: Outputs:
3.1 Inventory documents to be migrated.
  • Content audit
3.2 Develop migration plan.
  • Migration plan
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