Hi all on the list
Eleanor's idea of an RMS SharePoint Interest Group specifically looking at
the RM/IM issues sounds like a great idea to me
James
On Fri, Aug 6, 2010 at 1:29 PM, Eleanor Rowe <[log in to unmask]>wrote:
> Hi
>
> We have just bought Sharepoint 2010 as our EDRMS – it’s a jointly led
> project between me - as RM - and ICT – collaboration is key and we see our
> roles as mutually supportive and helpful in what is a steep learning curve
> for us. The council are keen to establish good governance, information
> sharing and security but above all improved searching and confidence in
> search and retrieval. RM is also important as save and ignore is costly.
> User friendly is key to use and acceptance. We also want to use workflow to
> streamline processes and scanning of incoming mail etc. Office space is at
> a premium, cost cutting is a priority, paper is no longer in favour.
>
>
>
> I agree with Clare in that we would benefit from some specific guidance on
> how to do what we need in this system to ensure good use of the system. I
> am also keen that we embrace many of the new sharing and business
> process/workflow features that SP2010 has. At the moment I am doing an
> audit of our records and looking at how best to introduce discipline in
> information management which will translate into this new system (oh boy is
> it an empty box!) and how best to achieve this (doc libraries, metadata,
> content type etc etc etc – bewildering) and how it all relates ie if we do
> this what effect will it have on that in future – its scary.
>
>
>
> So if anyone out there is in a similar position and want to collaborate on
> how to get the best from SP2010 I would love to hear from you and am
> equally happy to share our experiences as we are doing this in real time
> now! Configuration and planning are key to not mucking it up! Maybe a
> Sharepoint users group? I know there are other such groups out there but
> perhaps not specifically looking and RM/IM issues
>
>
>
> Thanks for the discussion on this – its been useful
>
> Kind regards
>
> Eleanor
>
>
>
> Eleanor Rowe
>
> Records Manager
>
> The Moray Council
>
> Elgin
>
> IV30 1HS
>
> tel 01343 562633
>
> www.moray.gov.uk
>
>
>
>
>
>
>
>
>
> *From:* The UK Records Management mailing list [mailto:
> [log in to unmask]] *On Behalf Of *Cowling Clare
> *Sent:* 04 August 2010 10:52
>
> *To:* [log in to unmask]
> *Subject:* Re: SharePoint
>
>
>
> Hi Chris,
>
>
>
> I don't think I’m being unfair to SharePoint (which I quite like as a
> collab tool); I’m simply telling it like it is – or my perception of same -
> based on eg the AIIM survey, James’ article and what others tell me is
> happening in their organisations, which is that SharePoint has been deployed
> whether or not the business has asked for it. OK, so was email, and it
> took us IRMs far too long to get our heads around how to manage that (if
> indeed we have).
>
>
>
> What I want to do is to provide practical advice up front on how to manage
> the management of SharePoint (so to speak). I’m not even thinking about
> “records management” in the purist sense – just how to manage the
> collaboration features and document management will do. Hence my plea for
> help.
>
>
>
> Clare
>
>
>
> Clare Cowling
> Senior Compliance Adviser (Information & Records Management)
> Corporate Governance Directorate
> Transport for London
> Windsor House, 42-50 Victoria Street, London SW1H 0TL
>
> T: 020 7126 4236
> F: 020 7126 3185
> E: [log in to unmask]
>
> Mobile: 07545200429
>
>
>
>
>
> *From:* Tinsley, Chris [mailto:[log in to unmask]]
> *Sent:* 04 August 2010 10:31
> *To:* Cowling Clare; [log in to unmask]
> *Subject:* RE: SharePoint
>
>
>
> Clare
>
>
>
> This is a bit of an unfair assessment of SharePoint and it’s deployment.
>
>
>
> I would argue strongly that deployment of SharePoint is a business
> decision, taken not because IT particularly want it or to specifically do RM
> type things but because it fills a perceived requirement in the business.
> May be it is put in place because it can do a lot of the so called
> Enterprise 2 functions. It can be a website, you can build Wikis and blogs
> it has a social networking element and you can do some elements of RM. It is
> not best of breed at any of these things but can do them all, sort of. I
> like SharePoint and am impressed by what it can do not what if fails to
> address properly. Good record keeping is essential for business but RM has
> never been a business driver the business has always driven the RM
> requirement.
>
>
>
> I suppose for a business the question do you want to buy a collaboration
> tool and a website tool and a separate RM tool pay for all the separate
> training and hope you can get them all working in harmony or would you like
> to buy a single tool from a supplier that your already have a relationship
> with and get all your training done in one go.
>
>
>
> Perhaps a relevant point here is that the providers of RM solutions do not
> provide the sort of environment that SharePoint provides. This means their
> products generally don’t work in the same way, are not intuitive and don’t
> do the other functions business wants.
>
>
>
> SharePoint may not be a perfect answer to our RM problems but it is a good
> tool answering more than RM issues.
>
>
>
> Chris
>
>
>
> *From:* The UK Records Management mailing list [mailto:
> [log in to unmask]] *On Behalf Of *Cowling Clare
> *Sent:* 04 August 2010 09:58
> *To:* [log in to unmask]
> *Subject:* SharePoint
>
>
>
> Dear all,
>
> Have been following the discussion on MSS 2010 with interest (and thanks
> James for that excellent article). Now can we get down to the nitty
> griity?
>
>
>
> The facts are:
>
> · SharePoint is being sold as the solution to pretty much
> everything. Whether it does or doesn’t do it all (and we know it doesn’t)
> is irrelevant because...
>
> · Most SharePoint deployments are being driven by IT or devolved
> to individual departments. This means that depts have SharePoint thrown at
> them, are given a bit of tekkie training (if they are lucky) and are left to
> get on with it.
>
> · SharePoint will continue to be deployed in preference to other
> tools/systems because it’s – ostensibly – cheap. In the current climate,
> that’s what matters.
>
> · Most SharePoint administrators and probably 99% of users
> probably have little or no theoretical – or even practical - information and
> records management (IRM) training.
>
> · SharePoint doesn’t have Outlook integration as standard.
>
> · SharePoint doesn’t “do” records management, though as far as
> most organisations are concerned, what is does do is good enough and who
> really cares anyway? Having no RM has worked a treat with email and shared
> network drives, hasn’t it? Why change the habits of a lifetime?
>
>
>
> My questions are:
>
> · What are we IRMs doing about it? We constantly hear that good
> governance is essential when SharePoint is deployed (well, of course), but
> where is the *specific* guidance for our organisations? Are we actually
> saying that each deployment has to wait until we have gotten around to
> creating a (sort of) file plan/filing structure, metadata rules, disposal
> rules etc for everything in each site/sub-site - documents, blogs,
> discussion boards etc? Ye gods. I suppose that there *may* be
> organisations with umpteen records managers employed full-time to do this
> work up front...
>
> · Because SharePoint deployment is usually an IT project none of
> the above will happen until after the fact, if at all (I’m sure there are
> some wonderful exceptions and if so please share your achievements!). How
> do we deal with this issue?
>
>
>
> My suggestions are:
>
> · Organisations are in dire need of practical guidance on what to
> do eg some basic down to earth advice on best practice re document libraries
> (how many of you have noticed sites where all documents, irrespective of
> what they are about, are just bunged under “Shared documents”?), what sort
> of metadata to include and why, how and why to mandate best practice eg by
> enabling version control, why it’s crucial to monitor access permissions,
> have disposal rules...etc etc.
>
> · We could simply circulate guidance already in place ie the usual
> best practice bumph about managing permissions, managing folders, document
> naming conventions, security classifications, version control, disposal
> schedules etc and say that they apply equally to SharePoint *or*
>
> · We could create some SharePoint specific best practice guidance
> which users understand (eg *why* – as well as how - we need to have proper
> control and monitoring and someone managing the site who actually knows a
> bit about IRM, rules about how we name and version control documents, where
> we store them within the site – those document libraries again – whether we
> need to define content types – do we? - how long we keep them, essential
> metadata, should we “archive” documents, should we have records centres or
> manage in place etc). This kind of guidance needs to encompass both MOSS
> 2007 and MSS 2010 and, as James has pointed out so clearly, that means
> non-system specific guidance on how to manage documents as records, whether
> or not to use folder structures etc. All very confusing and if I’m
> confused, what about the poor user/administrator?
>
> · I lean to the second option because many of us have already had
> to produce best practice guidance on managing mailboxes and shared network
> drives in situ, so it seems logical to have some specifically for
> SharePoint. I’m trying to write some but as I’m a total novice regarding
> SharePoint I’m quite frankly stuck.
>
>
>
> My plea to the group is:
>
> · Would anyone who has already done this be willing to share with
> the rest of us to stop the dreaded re-invention of the wheel? Help....
>
>
>
> Clare
>
>
>
> p.s. The points/thoughts/questions above are based entirely on reading
> articles and on discussions with IRMs and SharePoint users in other
> organisations, not on where I work.
>
>
>
> Clare Cowling
> Senior Compliance Adviser (Information & Records Management)
> Corporate Governance Directorate
> Transport for London
> Windsor House, 42-50 Victoria Street, London SW1H 0TL
>
> T: 020 7126 4236
> F: 020 7126 3185
> E: [log in to unmask]
>
> Mobile: 07545200429
>
>
>
>
>
>
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