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Improving Records Management at Contoso Corporation

Improving Records Management at Contoso Corporation. (Concurrency Corporation). Contents. Executive Summary Current State Analysis Future State Analysis Business Case Adoption & Implementation Planning Next Steps. 2. Executive Summary.

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Improving Records Management at Contoso Corporation

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  1. Improving Records Managementat Contoso Corporation (Concurrency Corporation)

  2. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 2

  3. Executive Summary • Your are a large software company and recognize the need to better manage your corporate records. Your firm experiences many challenges with the current records management process, including: • Inability to consistently apply metadata, retention schedules, record declarations, and legal holds to records • Significant compliance concerns regarding new content types (multimedia, blogs, wikis, etc.) and communications (emails, IM, etc.) • Accidental destruction of important documents and potential spoliation of evidence • Long record review cycle time, laborious manual review effort • Accidental dissemination of sensitive subject matter and intellectual property • As employees are unsure of record handling procedures, legal department receives increased volume of potential records for review 3

  4. Engagement Participants 4

  5. Executive Summary • Concurrency proposes expanding upon your current Office SharePoint System deployment to enable a comprehensive Records Management System (RMS). Implementing an RMS Solution will allow you to: • Mitigate risk, solve compliance, protect your IP and still embrace powerful new communications and collaboration tools with the ability to drive “compliance everywhere” • Manage versions, apply retention schedules, declare records, or place legal holds through SharePoint 2010 • Drive improved user adoption and adherence to compliance policy • Implementing the proposed EPM Solution will provide you with: • Reduction in content review process by 5 days • Reduction in legal expense by $100-200K per year • An extension of records management policies beyond record center to all SharePoint Server team sites • Reduction in operating costs related to records management • Reduction in opportunity costs from record mismanagement 5

  6. Executive Summary

  7. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 7

  8. Current State Process Analysis Records Management Process – Analysis Summary 8

  9. Current State Process

  10. Current State Process

  11. Current State Process

  12. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 12

  13. Future State Process Analysis Records Management Process – Analysis Summary 13

  14. Prioritized Process Solutions High 5 Consistently apply policy and manage record declarations for both traditional and social content (SharePoint Server 2010) Level of Complexity 3 Identify, collect, and preserve content throughout SharePoint for legal discovery (SharePoint Server 2010) Establish automated legal hold process (SharePoint Server 2010) Create workflow for content creation and routing to legal department (SharePoint Server 2010) 1 Low 5 1 3 High Low Value to Business 14

  15. Future State Process Analysis

  16. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 16

  17. Anticipated Benefits - Process 17

  18. Anticipated Benefits - Financial 18

  19. Anticipated Costs 19

  20. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 20

  21. Adoption & Implementation Planning Summary 21

  22. Project Plan 22

  23. Potential Adoption Roadblocks 23

  24. Adoption Roadblock Mitigation Actions by Stakeholder 24

  25. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 25

  26. Next Steps • Review presentation and proposal with decision maker(s) and stakeholders for approval • Consider a SharePoint Deployment Planning Services (SDPS) follow-up engagement • Execute work order for project • Schedule kick off meeting for week of _____ and weekly status meetings • Propose schedule: • A) Deadlines for initial milestones, or • B) Date to finalize initial milestones 26

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