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The Dirtiest Word in SharePoint: Governance

Learn the truth about SharePoint governance and discover best practices for administration, maintenance, and support in a SharePoint or Office 365 environment. Understand the importance of involving the Line of Business, identifying high-level divisions, and using libraries and metadata for better organization. Determine who is in charge, the level of data granularity, and the use of a Records Center. Benefit from helpful hints and tips for successful governance and records management.

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The Dirtiest Word in SharePoint: Governance

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  1. The Dirtiest Word in SharePoint: Governance Trace ArmstrongTrace.Armstrong@thincit.com

  2. Meet the Speaker Trace Armstrong Manager, SharePoint Consultant THInc.IT

  3. The Truth About Governance

  4. What is SharePoint Governance? A set of standards outlining the administration, maintenance, and support of a SharePoint or Office365 environment. This includes: Server Maintenance, Architecture, REQUIREMENTS, and Document Retention

  5. Involve the Line of Business in the conversation early and often Identify the high level divisions, departments, etc. and use an organizational chart to help discover your high-level buckets Use libraries, then metadata relevant to those high-level buckets to achieve granularity in smaller areas of the organization Best Practices

  6. Determine what is best for your organization • Who is in charge? • How granular is your data? • Do we use a Record Center? • Do we use Workflows? Requirements

  7. The Challenge

  8. Who is in Charge? The Main Project Stakeholder ultimately makes the final decision There must be a single person at the top of the decision-making tree in the organization. There must be people in the various departments present to communicate their needs and policies when it comes to retention and how long documents should be listed as active and not archived. There must be a Business Analyst or IT representative to set proper expectations.

  9. Will vary across your organization The more general your policies, the better Use more Document Libraries to create better data sorting Use Site Columns and Managed Metadata lists within libraries to help with searching and finding data How much Metadata is too much Metadata?

  10. The Records Center The misunderstand but powerful tool available to you in SharePoint Archived Data Better lifecycle management Policy Management Routing and sorting Hold Lists Keeps your active sites and libraries free of data you may need as a record but not in active editing/collaborating

  11. Helpful Hints Things I’ve learned in 8 years of SharePoint Project Work Governance and Records Management is a marathon, not a sprint Use Metadata Define Policies and document them before implementing Use Groups and Roles for Permissions Interface with the Line of Business to better learn their gaps and needs to develop a better solution

  12. Thank you! Trace ArmstrongTrace.Armstrong@thincit.com

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