1. Case Study
One organization’s journey to full in-place records compliance using SharePoint

2. Amanda Lovatt Amanda@lovatteffectivesystems.com

3. Information Management Specialist
My Journey
Information Management Specialist
Human Interface to Technology
Systems
Business Architecture
Business Analysis
Lovatteffectivesystems.com

5. Case Study: Client Profile
Canadian Crown Corporation
Established in 1970 by Canadian act of Parliament
Research Projects
Funds research in developing countries to promote growth, reduce poverty and drive large-scale positive change
International
Headquarters in Ottawa with 300 staff
Four international regional office (Uruguay, India, Kenya, Jordan) ~ 50 staff
vesystems.com

6. Result: In-place Records Retention and Disposition
Applied Records Policies
Applied Records Policies
Internal Collaboration
(SharePoint Sites)
Extranet
Automated Transfer
Permanent Archives
(SharePoint Sites)
OneDrive
Intranet
Public Website
lovatteffectivesystems.com

7. IDRC SharePoint Timeline
Information Architecture
Governance
Research Projects Sites (core business)
Administration sites
Operations sites
Design and implement records centre solution
Migrate Livelink/OpenText to new records centres
2014
Collapse Project Sites into 1 library and Document Sets, 5500 sites to 1 library. 88 content types to 3.
SharePoint Optimization: Search, indices, thresholds, backend
Update and simplify file plan
2017
Implement in-place records solution
Migrate former records centres back to Internal Collaboration
Delete records centres
Preparation for SharePoint Online
2018
lovatteffectivesystems.com

8. Migration
lovatteffectivesystems.com

9. lovatteffectivesystems.com

10. IDRC SharePoint OOTB Layer 2 – data integration and sync
lovatteffectivesystems.com

11. Document Management: Key Success Factors
Multi-discipline members
Client focussed
Management Support
Frequent monitoring
Committed
Creative (Videos, on-demand, classroom)
One-on-one
Accessible
Small team (2 IA SMEs)
Strong records knowledge and skills
Focussed
Client-sensitive
Monitoring
Sites
Libraries
Document Sets, Content types, term store and metadata
Views
No drives
Model the business!!
Information Architecture
Governance
Teamwork
Training and Communication
Iterate, Iterate, Iterate
Lovatteffectivesystems.com

12. Document Management: Key Success Factors
Library
Standardization
Standardization of Site Navigation (Quick Launch)
lovatteffectivesystems.com

13. No Shared Drives
lovatteffectivesystems.com

14. Best Advice: Keep It Simple (KISS)
Model the business
Minimize Site Collections
Handle cases/events using Document Sets.
Use metadata but minimize user impact: enterprise keywords, views, defaults
Minimize content types: don’t over or under engineer
lovatteffectivesystems.com

15. lovatteffectivesystems.com

16. lovatteffectivesystems.com

17. Refresher: Records Requirements
Ensure business processes are efficient and consistent
Reduce risks such as information leaks by disposing of information eligible for destruction
Reduce costs from e-Discovery requests
Remove redundant, outdated and trivial information (ROT)
Meet operational and legal requirements
Apply policies across multiple records systems
Manage physical and electronic records
lovatteffectivesystems.com

18. Records Project: Objectives
End-to-end managed lifecycle
Identify records
Retain
Dispose
In-place and federated records solution
No end-user impact
lovatteffectivesystems.com

19. Records Tools
lovatteffectivesystems.com

20. 2. Perform content inventory and audit
Records Project Steps
1. Review File Plan
2. Perform content inventory and audit
3. Map file plan to content
4.Determine add-on application
5. Iterate through clients
lovatteffectivesystems.com

21. 1. Review File Plan Simplified (10 functions, 42 activities)
Mapped to triggers (Last modified, Project completion dates, Status)
Determined retentions and disposition actions
lovatteffectivesystems.com

22. 2. Content inventory and audit
3. Map file plan to content
Sample mappings to File Plan
Validated global policies on libraries, content types and metadata
Majority map to libraries
Standard Meetings, Procedures, Reference, Training libraries mapped
Defined transitory 2 and transitory 5 classifications
lovatteffectivesystems.com

23. 4. Select records management application (GRM)
Gimmal Records Management Purchased from RecordLion in 2017
In-place/federated solution
User friendly and intuitive
Excellent customer support
4. Select records management application (GRM)
lovatteffectivesystems.com

24. Records Management Features
Single File Plan
One set of policies for all information stores
In Place
Information is governed in place with no need for special archives
Records Management Features
Classification
End users work normally while information is classified for them
Disposition
Proper disposition of information including forensic destruction and transfer to NARA
Policies
Apply polices to content regardless of location
Physical Information
Manage physical information from the same interface as digital records

25. Lovatteffectivesystems.com

26. Information Management
5. Iterate through clients
Receptive
Friendly
Forgiving
Physically close
First Client:
Information Management
and Technology
lovatteffectivesystems.com

27. Validate Apply Rules Audit Engage Client Map to File Plan Iterate
Rationale
Follow File Plan
Seamless to user
Support existing Information Architecture
Iterate

28. Lovatteffectivesystems.com

29. Lovatteffectivesystems.com

30. Records Management: Key Success Factors
Multi-disciplinary members
Client focussed
Management Support
Frequent monitoring
Timely
Committed
No client impact
Centrally managed
Small team
Strong SharePoint knowledge
Monitoring
Simplified
Maps easily to IA
Supports in-place records
Triggers and events
File Plan
Governance
Teamwork
Communication
Lovatteffectivesystems.com

32. From Legacy Records Centres to Existing Collaboration Sites
Migration
From Legacy Records Centres to Existing Collaboration Sites
lovatteffectivesystems.com

33. Migration Rationale Validate and “clean” misclassified records
Apply retention
Dispose
Destruction certificates
Consolidated reporting
Decommission LiveLink Records Server /iRIMS
lovatteffectivesystems.com

34. Records Migration Internal Collaboration (SharePoint Sites)
13 Project Based Records Centres
Permanent Archives
(SharePoint Sites)
9 Administrative Based Records Centres
Retention Libraries
(Immediate disposition or with retention)
lovatteffectivesystems.com

35. Lovatteffectivesystems.com

38. Summary: Important Premises
No user action other than working on content in their repositories (SharePoint libraries). No tagging or selection.
User access to content was determined by their business requirements and environment. Records implementation had no impact on their security/access.
Exceptions are for permanent records (e.g. 70 yrs retentions), moved to Archives once the case is closed and x amounts years passed
File Plan CIO Approved. Retention rules non-negotiable
lovatteffectivesystems.com

39. Looking Ahead: IDRC Increased Adoption of Cloud-Based Solutions
Migration to Exchange Online
Extensive Use of Office 365
One Drive for Business
SharePoint On-Premise Moving to Cloud
lovatteffectivesystems.com

40. Result: In-place Records Retention and Disposition
Applied Records Policies
Applied Records Policies
Internal Collaboration
(SharePoint Sites)
Extranet
Automated Transfer
Permanent Archives
(SharePoint Sites)
OneDrive
Intranet
Public Website
lovatteffectivesystems.com

41. Amanda Lovatt Amanda@lovatteffectivesystems.com

42. Thank you Sponsors!!
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43. Salon pm
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