This is a presentation I delivered at NIRMA 2011 discussing the elements needed for a successful SharePoint 2010 implementation.

1. Implementing SharePoint 2010 for Managing Content and Records Bob Larrivee, Director and Industry Advisor AIIM Learning Center AIIM International

2. About AIIM International - Members in 146 countries Independent - Unbiased and vendor neutral Implementation Focused - Processes, not just technology Industry Intermediary - users, suppliers, consultants, analysts, and the channel www.aiim.org www.aiimcommunities.org © AIIM | All rights reserved

3. Creation outpaces management… Word, PowerPoint, Excel JPEGs, TIFFs E-mails with attachments Business system documents …on the network on PCs, on sticks, on phones, on PDAs © AIIM | All rights reserved

4. Resulting in: the enterprise content mess © AIIM | All rights reserved

5. What in the world is ECM? Strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to key organizational processes. © AIIM | All rights reserved

6. Research Shows 60% of ECM Users cite “Content Chaos” for adopting ECM 36% of organizations have no senior level ownership of document and records management 41% have little to no confidence that their electronic information is accurate, accessible and trustworthy 56% are not confident that emails are recorded, complete and retrievable 60% find it is easier to locate “knowledge” on the web that in their own internal systems Source: AIIM Industry Watch - State of the ECM Industry 2010 © AIIM | All rights reserved

7. Research Shows Over 60% of organizations have yet to bring their SharePoint installation into line with existing compliance policies. 46% reported their biggest on-going issue to be the lack of strategic plans on what to use SharePoint for, and what not to use it for. Next are governance issues, and the lack of expertise to maximize its usefulness. Regarding records management strategies, 29% have endorsed the native Record Center functionality whilst 41% will continue to use existing records repositories. 35% have no long-term retention strategy, including 27% of even the largest organizations. Source: AIIM Industry Watch 2011 - Using SharePoint for ECM: How well is it meeting expectations? © AIIM | All rights reserved

8. Research Shows A third of organizations will pull as much information into SharePoint as possible to provide a universal information portal, whereas 37% plan to use SharePoint as a master-portal linking to other repositories. 19% plan to link to SharePoint from an existing dedicated portal or ECM system. The IT department is in charge of SharePoint in all but 28% of organizations. Only 17% have a representative governance committee or board-level management. 70% have no acceptable-use policy and only 28% have a guidance policy on corporate classification and use of content types and columns. Only 11% have legal discovery policies for SharePoint.56% are not confident that emails are recorded, complete and retrievable Source: AIIM Industry Watch 2011 - Using SharePoint for ECM: How well is it meeting expectations? © AIIM | All rights reserved

9. SharePoint Must Support Organizational Information Content Management Records Management Ways of Working Process Management Change Management The Future Continuous Improvement © AIIM | All rights reserved SharePoint is a Registered Trademark of Microsoft

10. Beyond the Technology SharePoint environments include Governance eDiscovery Taxonomy Metadata Security Source: AIIM Industry Watch - SharePoint-strategies and experiences © AIIM | All rights reserved

11. Questions to Ask Do you have an established taxonomic structure? What is your metadata strategy? Is security aligned with your information architecture? For managing both physical and electronic information? When did you last assess your recovery plan? Have you identified and addressed vital records recovery? Are your retention policies in line with regulatory guidelines at all levels? Multi-national organizations will have varying requirements. © AIIM | All rights reserved

12. Align for Success Marchand’s Strategic Information Alignment Framework Add value customers and markets Minimise Risks market, financial, legal, operational risks Reduce Costs transaction and processes Create New Reality Intelligence (social, political, technological, etc) Source: “Competing with Information,” Donald Marchand (2000) © AIIM | All rights reserved

13. Source: Amazon.com Adding value © AIIM | All rights reserved

14. Costs: Paper Companies spend $20 in labor to file a document, $120 to find a misfiled doc, and $220 to reproduce a lost doc 7.5% of all docs get lost; 3% of the remainder, misfiled Professionals spend 5-15% of their time reading information, but up to 50% looking for it Average document photocopied 19 times There are over 4 trillion paper documents in the U.S. alone growing at a rate of 22% per year Source: PriceWaterhouseCoopers © AIIM | All rights reserved

15. Costs: Storage, transmission, space Email Corporate users received an average of 18 megabytes (MB) per day in 2007 Expected to grow to over 28 MB per day by end of 2011 Users send and receive an average of 133 messages per day Source: Radicati Group Average cost to send a package via courier service is between $8 and $15 Cost of office space has increased 19% Source: Office Space Across the World 2008 © AIIM | All rights reserved

16. Creating a new reality: Collaboration © AIIM | All rights reserved

17. Minimise risk: Business continuity Paper warehouse destroyed in fire A huge fire has ripped through a six-storey paper storage warehouse in east London. Flames shot 20 to 30ft into the air and smoke from the blaze could be seen across the city. About 100 firefighters were called to the site in Twelvetrees Crescent in Bow on Wednesday night but say it needs to burn itself out. © AIIM | All rights reserved

19. Mistakes

20. Lost productivity

21. No record integrity

22. Poor collaboration

23. No version control

24. Duplications

25. Processing delays

26. No sharing of best practices

27. Pain of audits/investigationsIdentify problems of current-state environment Difficult finding files Process not defined/standardised Email, chat, IM, voice mail not managed Poor readability and accessibility Paper documents take up space Files misplaced, Multiple copies © AIIM | All rights reserved

28. Link benefits to business goals and CSFs Drives Contributes to (Balanced scorecard) Management / executive board Strategic(C-level) Operational(Consequential impact) Business area managers Users / other stakeholders Tactical © AIIM | All rights reserved

29. Building an SharePoint environment Tools and Instruments Using the right tools is vital to the design’s construction. Futures The best designs for an ECM environment includes a continuous improvement programme with a vision of the future. Foundation Building a sustainable ECM environment requires strong foundation with a good understanding of the technologies and architectural design. © AIIM | All rights reserved

30. Bob Larrivee, Director and Industry Advisor AIIM International Email: blarrivee@aiim.org Twitter: BobLarrivee www.aiim.org www.aiim.org/training www.aiimcommunities.org Thank You © AIIM | All rights reserved