In the midst of all this wonderful discussion about information governance and records management in 2018, we shouldn’t forget a simple rule: the work still needs to be done.
The key to a successful SharePoint implementation from a content management point of view is metadata. Metadata management should be a tier one priority during the object review and cleanup prior to the Records Center implementation and the Records Center retention policies rollout.
Object Review and Cleanup
Metadata is crucial to reviewing objects in all storage locations — especially if the team isn’t allowed to actually look at the objects themselves. A story can still be gleaned from the metadata of each object. The baseline statistics will identify duplicate objects to be deleted, individual objects to be deleted, objects that should remain in collaborative file shares, intranet sites and libraries for the year, and objects that should be transferred immediately to the repository.
Sample metadata includes:
- File Name
- File Extension
- File Type
- Creation Time
- Owner User Name
- Last Access Time
- Last Modified Time
- Days Since Last Access
- Days Since Last Modify
- Days Since File Creation
- Days Since Creation
- File Path
- Read Only
- System Flag
- Encrypted Flag
- Not Content Indexed
- Duplicate Key String
Sample metadata survey questions include:
- System and driver objects per drive?
- Original size of the network drives? Also deltas as well as growth.
- Total percentage and number counts per file extension per department’s drive? Also deltas as well as growth.
- Duplicate object decision guidelines may include:
- What if there are more than two similar objects? Choose the best location.
- Retain both if they’re housed in different drives but still necessary.
- What if they’re titled similarly, but different objects? They each remain.
- Collaborative file shares:
- Recent growth
- 1 year growth
- 5 year growth
- Typical name per file type as well as numbers and percentages?
- Records series counts per department per drive?
- Numbers and percentages of duplicates? Their locations?
- Dates since last accessed or last modified? Numbers and percentages? Averages?
- Unapproved extensions in SharePoint based on policies (e.g., “.msg”)?
- High volume corporate records owners?
- If the content was in boxes, how many TB would this content be?
Ultimately the purpose of this exercise is to inform a collaborative and personal file shares management policy (if it does not exist already). Bonus: predicting and monitoring annual growth rates in file shares and the intranet as well as assigning responsibility for the orphan objects.
Retention Schedules, Revised
The retention schedule is the public-facing tool that explains retention policies — but it’s just a summary. Create an internal view of the retention schedule for the implementation team.
For a SharePoint project, divide the retention schedule according to each records management service: site collection assignment, content type, required and preferred metadata, custom view enabled, information policy, declaration method, etc. Each records series should be completely populated with this information and distributed as regularly as updates are issued. Remember, SharePoint Records Management services are hard to unravel once they’re built — use this template as the architecture guide.
A second version outlines the destruction policy per records series. Each series has subtleties that are specific to industry, the organization, and its departments and functional teams. Literally, the influences trickle down.
The destruction policy should reflect quantitatively the results from the hard copy and electronic surveys (see questions above) completed with each functional team. Because the organization has a comprehensive records retention schedule, the destruction policy version might have two simple percentages per series: working documents and records OR each series could be divided by the more traditional categories of vital, permanent and non-permanent records. Regardless, this is an opportunity to provide the organization with the 180 view of the information map.
- Cirrus Insight to Unite Salesforce, Gmail on Mobile Devices
- The Future of Digital Marketing: 8 Trends
- 2014 Predictions: What Side of the Future Are You On?
- Ignoring the Cloud Costs Money, Ignoring Big Data Could Cost You Your Business
- 'Have it Your Way' SharePoint: Two Paths, Many Options
- Oracle WebCenter Sites Review: Strengths, Weaknesses
- Why Apple Needs Topsy in a $200 Million Way