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Wanted: Information Management Policies

Oleson & Wagner’s template on MOSS 2007 includes two sections on policies: operational and application usage. Operational usage policies are more inclined to the technical. Under System Administration: tasks, documentation, policies like disaster recovery, hardware and change management Portal Administration: the same, but instead of geographic locations, the appropriate way to document releases and upgrades are discussed And content management appears under the extranet. Application usage skirts information management and concludes with an open call for volunteers to be SharePoint administrators (!): Site provisioning Site management Storage quotas Document management Content management For inspiration, I turned to my own library of SharePoint 2007 manuals that I bought beginning that year

Mimi Dionne's profile image

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Policy and Procedure Management-A lot Like Dating

Policy and Procedure Management-A lot Like Dating Creation-Part I Although the main objectives are always pretty simple, policy and procedure management is a complicated task and often times can be difficult to fully grasp and understand

Courtney Rothe's profile image


Blog Entry
Policy and Procedure Acknowledgement- The Commitment

[Preface: Policy and Procedure Management-A lot Like Dating & “Policy Distribution- Ready to Meet the Parents?” ] The Ultimate Commitment Once you’ve created, reviewed and distributed company policies and procedures you have reached the last phase of the policy life cycle

Courtney Rothe's profile image

Blog Entry
Understanding Operating in the Hybrid Cloud - Office 365 & SharePoint 2013 - An EPC Group Case Study

EPC Group’s Hybrid Governance Framework Step 1 – Understand what to Enforce Step 2 – Balance the enforcement Step 3 – How and where to enforce Step 4 – Prioritize the enforcement solutions Step 5 – Continue to Review and Enforce When and What to Enforce - EPC Group Framework Governance Feature Enforce Nothing Enforce Something Enforce Everything PII Policy Document (‘here’s our policy on exposing PII’) Monthly Audit (manual or physical ; random or comprehensive) Automated Audit on Upload Site Quota No Quotas or Suggested Quotas Tiered Options; business rules Chargeback model Site Creation Training on Where it Goes IT creates for you Fully automated with workflow Site Expiration At owner discretion Manual email sent to site owners asking.. Automated notification/expiration based on business rules Site Removal Up to owner IT manually removes/archives Automated deletion/archival based on business rules / workflow What to Enforce – What is the Balance (EPC Group Framework Example) Governance Feature Enforce Nothing Enforce Something Enforce Everything Site Templates Let users pick from laundry list Limit list of templates Automatically pick site template based on business rules Metadata / Document Classification Users pick metadata columns & manually enter metadata Document Library templates and managed metadata Automated metadata population ; automated business rule enforcement Site Classification Governance Document Site Label (i.e. HBI/MBI/LBI) Automated site placement based on user input & verification Mission Critical Classification Governance Document IT manually creates site in “special” environment Automated site placement bin redundant data-center based on user input & verification Enforcement Scope – How to Enforce (EPC Group Example) Governance Provisioning Tools (EPC Group Example) Object in SharePoint 2013 and/or Office 365 Automatable Create Site Collections Create Sub Webs Create Hierarchy Available on Office 365 People | My Sites | Social ✓ ✓ ✓ ✓ Web Parts | Apps ✓ ✓ List Templates (STP and XML) ✓ ✓ Web Templates (WSP and XML) ✓ ✓ ✓ Site Quotas ✓ ✓ Web Event Receivers ✓ ✓ ✓ SPD Workflows and Actions ✓ ✓ ✓ * ✓ Feature Stapling ✓ ✓ ✓ ✓ * Workflows ✓ ✓ ✓ ✓ Site Definitions ✓ ✓ ✓ ✓ Timer Jobs ✓ ✓ ✓ ✓ Custom Site Provisioning Handlers ✓ ✓ ✓ ✓ Matching the Policy to the Office 365 and/or SharePoint 2013 Scope (EPC Group Example) Policy Type Scope Possible Options Security\ Identity Management Farm Web Application Provisioning workflows Timer Jobs Web application polices DNS/Infrastructure Reactive reporting Farm Web Application Sites/Webs Timer Jobs External Database Event Receivers Proactive Sites/Webs Custom Forms Event Receivers Feature Receivers Custom Field Controls Auditing Farm Web Application Timer Jobs External Database Changes Sites/Web Features Control Delegates Considerations in Complex Environments • Multi-tenancy ( Office 365 Issues when a user goes outside of I.T. to create a new “environment”) • Multiple farms • Hybrid on-premise and off-premise • Security (FBA, SAML claims, Extranets) • Global Clients with PHI, PII, Safe Harbor, Intellectual Property , EU Pushback, NSA Concerns in recent news Frequently Asked Questions of EPC Group • Terms of Service • Common user interface and navigation • Site directory and Office 365 and/or SharePoint 2013 ’s new Layout • Common header and footer content (standardize and creation of governed branding guide) • Structured provisioning with workflow • Site Mapping | Mapping the Owner to Content • BYOD \ "Bring Your Own Device" Strategies (Mobility) • Custom Branding | Responsive Design in Office 365 \ SharePoint 2013 • Site Backup and Restore (DR) and Archival EPC Group’s Nationally Recognized Practice Areas EPC Group leading SharePoint , Office 365 , Infrastructure Design and Business Intelligence Practice areas continue to lead the way in providing our clients with the most up-to-date and relevant information that is tailored to their individual business and functional needs. Additional "From the Consulting Trenches" strategies and methodologies are covered in EPC Group's new book, " SharePoint 2013 Field Guide: Advice from the Consulting Trenches" covering not only SharePoint 2013, Office 365 and SharePoint Online but Information Management, ECM\RM and overall compliance strategies in this ever changing world of " Hybrid IT

Errin O'Connor's profile image

Blog Entry
SharePoint as a Compliance Tool.

Stop Trying to Reinvent the Wheel If your organization has recognized the benefits of a SharePoint platform and implemented it into your internal workflow, I ask you this: When it comes to Policy Management , Purchase Order Systems , Contract Management and Health and Safety Training Software why start over?

Courtney Rothe's profile image

Blog Entry
WORM=Repurposing

This requires some thought and a strong content management practices with a supporting environment that provides a single source for all content that is accessible by all who are authorized

Bob Larrivee's profile image

Blog Entry
Differences between Enterprise Content Management & Records Management in SharePoint 2013 & Office 365

Understanding and Overcoming Records Management Challenges So many organizations throughout the globe have not implemented successful records management initiatives because of the inherit difficulty applying retention policies to content

Errin O'Connor's profile image


Blog Entry
Maximise SharePoint Value using the “Start Your Day” Game

When it came to planning and prepping the resources for the session earlier that day, I found I didn’t have one of the right graphical templates for “Start Your Day”, so I made my own: Start Your SharePoint Day (Days of the week) - Graphical Template Start Your Day The purpose of the template is to enable me to facilitate a group of ‘stakeholders’ or users (in this case User Group attendees) to plot with post-it’s, drawings etc when they use a product (in this case SharePoint) and for what Purpose

Ant Clay's profile image