Cimtech One-day Courses

Information Architecture for SharePoint Document and Records Management

One-day course
Venue: Innovation Centre, University of Hertfordshire, College Lane, Hatfield, AL10 9AB. (Map)
2012 Dates: 23 February, 24 May, 18 October.

SharePoint information governance
Information architecture design
Analysing and organising content
Applying retention schedules
Tagging content
Migration issues

Course brochure (PDF)
Online booking form
Programme details
Local hotels
Travel

Overview

This course is aimed at information managers, records managers and IT project managers considering the use of SharePoint for documents and records management. The course content will help you create a well-managed SharePoint implementation that meets Information Governance requirements and creates a sustainable solution for documents and records.

The course gives concrete and impartial advice from a non-technical perspective. It covers both 2007 and 2010 SharePoint releases and the substantial differences between them.

You will take away from this course:

clear ideas of what content to put into SharePoint and what not to
an outline of your Information Governance requirements
advice on records management in SharePoint
methods of carrying out an information audit to prepare for SharePoint
methods of organising and tagging content in SharePoint
practical guidance on migrating content into SharePoint.

Programme

The morning starts with coffee and introductions.

Session 1 covers the design of a corporate information architecture: how to decide what goes where between SharePoint, data applications, intranet, shared drives, EDRM, email accounts, paper and Enterprise 2.0 applications. It discusses Information Governance requirements, the differences between information, documents and records and the legal admissibility implications of each solution. It looks at different types of SharePoint sites and how to use the Records Centre.

Session 2 gives practical advice on carrying out an Information Audit to identify and categories the contents for SharePoint. It offers two audit options: one using central resources and one using local staff to complete questionnaires. The session explains the uses of an audit, how it can best be managed, what tools to use, how to include databases and different media and how the data can be analysed and the results used.

Session 3 looks at how to structure content into SharePoint site collections, sites and document libraries and how to populate the structure using the results of the Information Audit. Good classification design will provide ease of use and a sustainable structure while enabling records management, workflow and access controls to be applied. The session will identify design constraints and offer principles and tips. It will demonstrate an example of a well-structured SharePoint implementation.

Session 4 looks at retention schedules: how to design them, where to find good examples and how to apply them. It discusses how to apply retention schedules to the SharePoint Records Centre and active sites and how to execute disposal.

Session 5 looks at tagging SharePoint content: using metadata to assist with searching and managing content. It will discuss how to use Views to represent content in different ways for different users, how to design Content Types and how to use Managed Metadata, Managed Terms and Managed Keywords. It looks at automated classification and folksonomy as alternatives to traditional classification.

Session 6 discusses how to migrate existing content to SharePoint sites and what to do with the residue. It looks at tools to automate the deduplication, tagging and movement of content and the human issues involved in change management.

Programme details*

PROGRAMME
09.15	Registration and coffee
09.30	Introductions
09.45	Session 1 Information architecture design Planning the management of corporate information: what goes where between SharePoint, data applications, intranet, shared drives, EDRM, email accounts, paper and Enterprise 2.0. Information governance issues. Different types of SharePoint sites. How to use the Records Centre.
	Discussion
10.45	Coffee break
11.00	Session 2 Analysing content Conducting an Information Audit: objectives, options and outputs. Direct and devolved methods.
	Discussion
12.15	Lunch break
13.00	Session 3 Organising content Creating a classification scheme and applying it to the SharePoint site structure. Mapping the Information Audit to the scheme. Design constraints, principles and tips. Access control.
14.00	Session 4 Applying retention schedules Designing retention schedules. How to apply them to your SharePoint sites.
	Discussion
14.45	Tea break
15.00	Session 5 Tagging content Designing a metadata model. Standards and best practice. Methods of automating capture. Designing Content Types and Managed Metadata. Taxonomy v. folksonomy.
15.45	Session 6 Migration issues Migration, change management and tools to help with deduplication and weeding.
	Discussion
16.30	Close

* Cimtech reserves the right to alter the timing and content of the sessions.

Speakers

All sessions will be delivered by Cimtech senior consultants including Alison Gibney and David Pitt.

Fees

£225.00 +VAT (early discount rate)
£250.00 +VAT (full rate)
Course fees includes lunch, refreshments and a copy of the course documentation.(A £25.00 early booking discount is offered on bookings received at least 28 days in advance of the course date. See course brochure for details.)

Booking

Please use our online booking form to reserve one or more places on this course. Alternatively, download the course brochure (PDF) and complete the booking form on page 4. Special diets can be accommodated.

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