SharePoint Information Governance for effective Search and Records Management Compliance

SAI > SharePoint > Sharepoint information architecture

Manage contents consistently for better find-ability and reduced compliance risks Content Classification, Governance and Integration with Search Solutions

SAI IA initiatives will develop strategy and planning to establish comprehensive IAwith associated information governance rules for compliance with information management objectives of SharePoint environment.

Following activities are performed to satisfy the legal, compliance, and operational needs for the management of electronic documents in SharePoint.

Define SharePoint Foundation

Enterprise Information Lifecycle Model which defines the elements of Enterprise Content Management (ECM) solution will be reviewed with stakeholders.

Following tasks are performed during this activity

  1. Introduction and education session with stakeholders and Subject Matter Experts (SME)
  2. Definition of lifecycle status for the enterprise
  3. Definition of business rules for each lifecycle status
  4. Define logical storage location, security, versioning, retention, and disposition for each lifecycle status
  5. Define the core enterprise metadata required by the Information Lifecycle

Content Analysis

Understand existing contents and metadata by performing content audit to determine the content properties, relationship and interdependencies. SAI will review current Document Management sites (or applications), internal and external sites, home directory and file share structures as part of this exercise.

Terms and content concepts will be extracted from Content analysis report.

Taxonomy Development

Iterative approach to validate the terms for complete taxonomy with SME and respective stake holders. SAI Taxonomy manager provides specialized taxonomy for various industry verticals for Tagging, Navigation, and Search. This can provide a quick start for taxonomy development and for explaining to power users.

SAI information architects can validate the existing Taxonomy implemented against industry standards. Our Taxonomy testing methodology can determine the effectiveness of deployed terms for classification and search

As part of Taxonomy Implementation, Taxonomy Governance will be developed to keep Terms current and also Change management developed for training for users and stakeholders

Metadata Development

Existing content repositories and business process are analyzed to extract Meta data which can drive the information management goals. This will eliminate redundant Meta data across multiple data store providing an Enterprise Meta data managed from one central location.

Deliverables

The SharePoint Information Architecture design can be used to control how SharePoint is implemented within the organization to ensure consistency, easy navigation, and the ability to add compliance related elements at any time.

Information Architecture artifacts developed will consist of an extensible content classification strategy and site structure to support the information lifecycle model

  • Content Audits
  • Taxonomy
  • Metadata
  • Content Types
  • Use Cases
  • Site Maps
    • High Level Site, Library and List Standards
    • High Level Site Standards for Navigation, Corporate Branding and Layout
    • High Level Standards for SharePoint Line of Business Integration and Extension
    • Intranet Site Model navigation, corporate branding and layout
  • Document Libraries
  • Wireframes
  • Types of SharePoint solutions offered to business (Project, Organization, Community, Personal) based on stakeholder and power user discussions

SharePoint Information Architecture will implement a consistent user experience for Content creation, Content Tagging, Search, and Navigation in SharePoint environment.

SharePoint Information Architecture, Framework, and Methodology.

SAI IA engagement will enable business owners to implement SharePoint information governance without IT involvement. Compliance is guaranteed by implementing a complete enterprise information lifecycle, ensuring all contents are classified and disposition rules are applied as required.

Features

Benefits

Site map

Site Provisioning

Business owners can self-provision sites with defined content disposition rules and information policies

Taxonomy

Taxonomy Manager

Import SKOS based Taxonomies for various department and industry verticals

Dropzone

Drop Zone

Auto classify contents and meta data population during content creation process

search

Search

Custom search web part for business owners to configure the end user search screen and also displayed attributes of search results.

metadata rules

Metadata rules

Content owners can define policies to auto assign metadata and trigger rule based system actions based on metadata values

Content organizer

Content Organizer

Centrally define the content organizer rules and push the rules to multiple sites. Eliminate the need to setup the rules locally to every site.

Records Management

Records Management

File plan builder supporting physical and electronic records management. Content disposition rules based on events or business/compliance needs.

Email management

Email Management

Microsoft Outlook emails can be saved directly into SharePoint