Move Away from File Shares and Organize Enterprise Information

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


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An organization without a strategy for unstructured information:

  • Suffers from information overload; too many files, on too many shared drives, and in too many repositories.
  • Is concerned with the lack of control of information in the enterprise.
  • Doesn’t know how to start implementing ECM, SharePoint, or Enterprise Search.

A strategy for unstructured information in the enterprise:

  • Balances the needs of different stakeholders: users and the business.
  • Contributes to revenue growth and creates new value.
  • Improves efficiency and operating margin.
  • Responds to enterprise demand.
  • Future-proofs the enterprise.

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Module 1: Document existing conditions

The Purpose

  • 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.

Key Benefits Achieved

  • 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

Module 2: Optimize Information Organization

The Purpose

  • 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.

Key Benefits Achieved

  • Build a straw man taxonomy.
  • Develop project plans for initiatives that will incorporate the taxonomy.
  • Create a governance structure for the Information Governance 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
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