Now lets take a look at a practical example of how the Business Information Framework will work in a common scenario.
The creation and distribution of a Policy
An individual is tasked to perform some collaboration work on a new policy
From the publishing portal and navigate they way (via the navigational taxonomy) to an operational area designed with document management features [click]
The individual works on the policy with a group of co workers [click] through multiple iterations [click] until they are ready for it to be approved and published.
The policy then undergoes an approval workflow [click] and at the end of that workflow a copy is PDF’ed and sent to the Publishing Portal for everyone to find the latest version [click]
And another copy is also sent to the records centre with some meta data as a history of that transaction [click]
Over the long term the operational site is used to manage all the various minor and major versions of the policy [click]. With each new major version, a copy will always be sent to the publishing portal [click] as the latest, and a copy [click] to the records centre as a record of that major version.
REVIEW: The operational site is where information is created, organised and maintained. Collaboration remains within the operational site with it’s minor and major version and any administrative meta data such as the next review date. However for the rest of the organisation, they just want to access the latest version in one spot regardless of which team is responsible for its creation, and in a easily portable format such as PDF. Finally a copy sent to the records centre as a record of a business transaction that during this period of time the published version was that policy.
This is how we used to perform collaboration
Security governance tied to separate areas based on Information Architecture
Processes used to be created within SharePoint to automate the flows
Highlight the complex RACI Matrix.
If not done properly we end up into breaking permissions