Part 2: A SharePoint Information Governance approach that works
In Part 1 of our blog on SharePoint Information Governance, we talked about the challenges of information governance in SharePoint. A sound information governance strategy includes enterprise search. Most end users are unable to find relevant information to support business objectives resulting in the inability to find, re-use, and re-purpose information. The second building block in our framework is Insight. Regardless of the enterprise search solution the delivery of meaningful results depends on the ability to effectively index and classify content and to develop taxonomies to better manage the content. The search engine itself provides the features, functions, and interface while the classification structure delivers relevant results.
A key component in any information governance is Governance itself. The over-arching enterprise governance structure allows staff to work in the most efficient and effective way possible by giving them access to information assets in a controlled and secure manner. A key component is ease-of-use and transparency. This building block consists of tools that ensure information quality, maintains the lifecycle of information, addresses the retention and disposition of records, secures and protects privacy, and establishes standards when dealing with information assets including unstructured content.
A comprehensive approach for managing information is necessary to ensure compliance with policies. This approach ensures consistency, is implemented transparently, improves record keeping, and enables the establishment of monitoring and auditing processes to ensure proof of compliance and data protection. One of our building blocks is Policy. This building block includes the ability to identify records, privacy information, and intellectual assets and fully automate the process to handle the appropriate disposition of the content. This includes discovering where the content resides, cleansing the content through organizationally defined concepts and descriptors, identifying the relationships within the content and then defining the policies with automatic enforcement.
Part of an information governance plan includes the proactive identification and protection of unknown privacy exposures before they occur as well as monitor in real-time organizationally defined vocabulary and descriptors in content as it is created or ingested. Clients are able to automatically secure sensitive information, declare documents of record, automate workflow initiation so comply with federal regulations and reduce organizational risk. Within SharePoint this includes the ability to automatically apply correct content types when organizationally defined descriptors and vocabulary reside within documents.
As you plan or augment your information governance plan, evaluate technologies that gain control of unstructured content and run natively in SharePoint. In addition, look for vendors that have a proven track record for successfully solving Information Governance challenges in SharePoint. A technology solution should leverage features in SharePoint for sharing metadata across multiple site collections and server farms. The organizational role is to develop the rules and processes to adopt and enforce, and utilize the strengths of SharePoint while maximizing the value and minimizing the risk associated with information from within SharePoint as well as diverse repositories.