Sense-making for Records Managers: Taking a Leading Role in SharePoint Governance

Nermina Bogičević

Presentation Outline

1. Sharepoint projects from Cynefin perspective2. This hype term “governance”…3. Why is it important to be better?

SHAREPOINT PROJECTS FROM CYNEFIN PERSPECTIVE

Part 1

Projects Background

Project Nature of Project Project Team Project Duration

A Improvement of records management and collaboration

Yes 9 months

B Creation of intranet presence; Improvement of records management and collaboration

Yes/No 6+ months (ongoing)

C Improvement of records management and business processes

No 6+ months (ongoing)

D Improvement of records management

Yes 6+ months (ongoing)

The “wicked” ERM problem…

SharePoint Governance Document 1Governance Guiding Principle Explanation

3. SITE DESIGN PRINCIPLES (continued)

b. Design to minimize training requirements

Any user with site design privileges will be encouraged to participate in training to ensure that they use the most appropriate Web Parts and lists for each task.

c. Ensure that findability governs design decisions

Findability means designing sites so that important information is easily visible and that navigational cues are used to help users easily find key information. It also means using metadata to improve accuracy of search results.

d. Site Designers must understand the objectives of the recommended site design standards

Should a site owner decide to introduce a new feature/function a standard procedure of thoroughly testing and consulting the IT in the process should be followed.

e. All sites/pages must have a clearly identified content “owner”

Users need to know who to contact if information on a page or site is out of date or inaccurate.

SharePoint Governance Document 2

THIS HYPE TERM “GOVERNANCE”…Part 2

Ant Clay, The SharePoint Governance Manifesto: Disruptive Governance thinking for the masses, 2013

WHY IS IT IMPORTANT TO BE BETTER?

Part 3

Incentive for EU Records Management

European Document Retention Guide, Iron Mountain, June 2013, p.4

Incentive for EU Records Management

European Document Retention Guide, Iron Mountain, June 2013, p.22

Information Management, September/October 2013, ARMA International

SharePoint anyone?