Slides shared during a webinar with myself and Jeff Shuey, Director of Strategic Alliances at Gimmal, in which we discuss some of the differences between technical and content governance, providing guidance on how an organization should plan for corporate, IT, SharePoint, and content governance activities.

1. SharePoint Requires
Technical & Content
Governance:
How to Get Started
CHRISTIAN BUCKLEY
CHIEF EVANGELIST
@METALOGIX
JEFF SHUEY
DIRECTOR OF STRATEGIC ALLIANCES
@GIMMALGROUP

2. Christian Buckley
Chief Evangelist & SharePoint MVP
Metalogix
www.buckleyplanet.com
@buckleyplanet
cbuck@metalogix.com

3. Our Continuing Mission:
Improve the use and performance of
Enterprise Content to
power knowledge sharing and
collaboration.
14,000+ customer license shipped
Fastest and Largest growing ISV.
Complete & Best-of-Breed SharePoint
Infrastructure Management Suite
We are committed to your
Success with SharePoint

4. Best of Breed
Content Infrastructure Management Suite
• Provide single source delivery of complete suite of
best-in-class SharePoint technology
• Now offering the industry’s premier SharePoint
governance, backup and monitoring.
• Deliver world-class live 24x7 support to our customers
• Over 14,000 customers in 86 countries on 7 continents
• The fastest growing SharePoint-focused Independent
Software Vendor (ISV) in the world
Single Source to Deploy, Operate, and Protect SharePoint

5. Jeff Shuey
Director of Strategic Alliances
Gimmal
jshueywa.blogspot.com
@jshuey
Jeff.shuey@gimmal.com

6. Information Management for Everyone
Gimmal Company Overview
From PLANNING Services to
DEPLOYMENT of Gimmal
Software and long-term SUPPORT
Global ISV
Headquartered in Houston TX.
Founded in 2002

7. Information Management for Everyone
Gimmal Software Products & Mobile Offering
Providing
Information Management
for Everyone
Bringing
People, Process & Technology
Together
Content Archiving and
Interoperability for SAP
on SharePoint
Content Consistency
and Lifecycle Control
DoD 5015.2 Certified
Records Management
for SharePoint
For Electronic and
Physical Records
Phone
Tablet

8. What does
governance look like
inside of your organization?

9. Draft Outline of presentation

10. Information Management for Everyone
• Industry analysts estimate of the
growth of unstructured content
• A big contributor to content growth
is Redundant, Obsolete and Trivial
(ROT) files.
• The question is …
– Which 40%?
An Inconvenient Truth about ROT
ROT is Risky, Costly & Dangerous

11. Governance is
about taking action
to help your team
organize, optimize,
and manage your
systems and
resources.

15. SharePoint has
become a place to
surface information

17. Technical Governance Means…
 Logins work
 Data is secure
 System performs well
 Metadata applied
 End users can quickly find their content
 Storage is optimized
 Content lifecycles in place, regularly reviewed
 Legal and regulatory requirements being met

18. Corporate IT SharePoint Content
Strategies
Priorities
Budgets
Customers
Facilities
Hardware
Software
Assurance
Test
Support
Ownership
Permissions
Roles
Storage
Architecture
Retention
Auditing
Reporting
Permissions
Ownership
Requirements
Retention
Search
Decommission

19. Are you effectively managing
your SharePoint Permissions?
• Perform regular security checks across your farm,
down to the document level
• Proactively review, delete, and reassign user
permissions as needed
• Clean up users who are no longer in Active
Directory but are in SharePoint
• Review SharePoint groups
• Have a process to backup and restore
permissions
• Document site permissions (roles) so that
its easier to duplicate for new employees
• Monitor SharePoint CALs

20. Any changes required to
your Content & Storage?
• Monitor and track the growth of sites for better
planning, especially with migrations
• Analyze web part usage to determine which
sites are using which web parts
• Understand and manage SharePoint features
• Ensure consistent branding and behavior:
site themes, quotas, regional settings

21. Do you know your Usage
and Activity trends?
• Analyze activity down to the site, page, document level
• Identify who is accessing which documents, including
details on that activity (i.e. checking in a document,
editing a document, or just viewing a document’s
properties)
• Isolate sites that are no longer needed and
delete them
• Compare activity from the past to help
anticipate the future
• Find sites with the most or least activity

22. Do you need to reorganize your farm?
• Proactively manage architecture of your site
collections, sites, lists, libraries, folders and
items within your farm or across farms
• Have a plan for moving content and
structure from test environment to
production environment
• Understand impacts due
to architectural changes or
business changes

23. The future of SharePoint…

25. Surfacing Data

26. Everyone wants
an easy button

27. Ask yourself:
 What is required?
 What can be automated?
 Who manages each site, site collection, and farm?
 Do the standards change across them?
 What roles and permissions are in place?
 How transparent does it need to be?
 What is our ongoing change management and
review model?

28. Best Practices
 Make governance a priority
 Look at your systems holistically (a business
view), regardless of where the servers sit
 Clarify and document your permissions,
information architecture, templates, content
types, taxonomy -- and ownership of each
 First define what policies, procedures, and
metrics are needed to manage your
environment, and then look at what is possible
across your various tools and platforms

29. Thank you!

30. Christian Buckley
cbuck@Metalogix.com
@buckleyplanet
Jeff Shuey
jeff.shuey@gimmal.com
@jshuey