SharePoint Requires Technical & Content Governance - How to Get Started
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SharePoint Requires Technical & Content Governance: How to Get Started CHRISTIAN BUCKLEY CHIEF EVANGELIST @METALOGIX JEFF SHUEY DIRECTOR OF STRATEGIC ALLIANCES @GIMMALGROUP
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Slides shared during a webinar with myself and Jeff Shuey, Director of Strategic Alliances at Gimmal, in which we discuss some of the differences between technical and content governance, providing guidance on how an organization should plan for corporate, IT, SharePoint, and content governance activities.
Transcript of SharePoint Requires Technical & Content Governance - How to Get Started
SharePoint Requires Technical & Content Governance:How to Get Started
CHRISTIAN BUCKLEY
CHIEF EVANGELIST
@METALOGIX
JEFF SHUEY
DIRECTOR OF STRATEGIC ALLIANCES
@GIMMALGROUP
Christian BuckleyChief Evangelist & SharePoint MVP
Metalogix
www.buckleyplanet.com
@buckleyplanet
Our Continuing Mission:Improve the use and performance of Enterprise Content topower knowledge sharing and collaboration.
14,000+ customer license shipped
Fastest and Largest growing ISV.
Complete & Best-of-Breed SharePoint Infrastructure Management Suite
We are committed to your Success with SharePoint
Best of Breed Content Infrastructure Management Suite
• Provide single source delivery of complete suite of best-in-class SharePoint technology
• Now offering the industry’s premier SharePoint governance, backup and monitoring.
• Deliver world-class live 24x7 support to our customers
• Over 14,000 customers in 86 countries on 7 continents
• The fastest growing SharePoint-focused Independent Software Vendor (ISV) in the world
Single Source to Deploy, Operate, and Protect SharePoint
Information Management for Everyone
Gimmal Company Overview
From PLANNING Services toDEPLOYMENT of Gimmal Software and long-term SUPPORT
Global ISV
Headquartered in Houston TX.
Founded in 2002
Information Management for Everyone
Gimmal Software Products & Mobile Offering
Providing Information Management for Everyone
Bringing People, Process & Technology Together
Content Archiving and Interoperability for SAP on SharePoint
Content Consistency and Lifecycle Control
DoD 5015.2 Certified Records Management for SharePoint
For Electronic and Physical Records
Phone
Tablet
What does governance look like
inside of your organization?
Draft Outline of presentation
Information Management for Everyone
• Industry analysts estimate of the growth of unstructured content
• A big contributor to content growth is Redundant, Obsolete and Trivial (ROT) files.
• The question is …
– Which 40%?
An Inconvenient Truth about ROT
40%
ROT is Risky, Costly & Dangerous
Governance is about taking action to help your team organize, optimize, and manage your systems and resources.
SharePoint has become a place to
surface information
Technical Governance Means…
Logins work Data is secure System performs well Metadata applied End users can quickly find their content Storage is optimized Content lifecycles in place, regularly reviewed Legal and regulatory requirements being met
Corporate
IT SharePoint
Content
Strategies
Priorities
Budgets
Customers
Facilities
Hardware
Software
Assurance
Test
Support
Ownership
Permissions
Roles
Storage
Architecture
Retention
Auditing
Reporting
Permissions
Ownership
Requirements
Retention
Search
Decommission
Are you effectively managing your SharePoint Permissions?
• Perform regular security checks across your farm, down to the document level
• Proactively review, delete, and reassign user permissions as needed
• Clean up users who are no longer in Active Directory but are in SharePoint
• Review SharePoint groups
• Have a process to backup and restore permissions
• Document site permissions (roles) so that its easier to duplicate for new employees
• Monitor SharePoint CALs
Any changes required to your Content & Storage?
• Monitor and track the growth of sites for better planning, especially with migrations
• Analyze web part usage to determine which sites are using which web parts
• Understand and manage SharePoint features
• Ensure consistent branding and behavior: site themes, quotas, regional settings
Do you know your Usage and Activity trends?
• Analyze activity down to the site, page, document level
• Identify who is accessing which documents, including details on that activity (i.e. checking in a document, editing a document, or just viewing a document’s properties)
• Isolate sites that are no longer needed and delete them
• Compare activity from the past to help anticipate the future
• Find sites with the most or least activity
Do you need to reorganize your farm?
• Proactively manage architecture of your site collections, sites, lists, libraries, folders and items within your farm or across farms
• Have a plan for moving content and structure from test environment to production environment
• Understand impacts due to architectural changes or business changes
The future of SharePoint…
Surfacing Data
Everyone wants an easy button
Ask yourself:
What is required? What can be automated? Who manages each site, site collection, and farm? Do the standards change across them? What roles and permissions are in place? How transparent does it need to be? What is our ongoing change management and
review model?
Best Practices
Make governance a priority
Look at your systems holistically (a business view), regardless of where the servers sit
Clarify and document your permissions, information architecture, templates, content types, taxonomy -- and ownership of each
First define what policies, procedures, and metrics are needed to manage your environment, and then look at what is possible across your various tools and platforms
Thank you!
