Records Mgmt & Archiving

From Lotus Notes to Sharepoint and Social Media

Is Sharepoint a failed vision for collaboration?

see:
http://www.cmswire.com/cms/social-business/is-sharepoint-a-failed-vision-for-collaboration-020271.php

However we will judge the history of KM and collaboration, the cornerstone is not technology but people and culture or behaviour.
When we talk about information governance either, the point is not a lack of visions and good policies but the true commitment to business alignment and trust according to desirable behaviour when it comes to implementation in the real world.

Unsurprisingly, IT and business executives both lack the time, inclination and knowledge required to undertake yet another enterprise authority for an unmanaged asset such as data. This inattention by
information-intensive organizations to managing their data as an asset means lost revenue, higher costs, increased liabilities and damaged reputation. (Gartner)

The future of competition is about outbehaviour not outperformance.
(Dov Seidman - http://www.howistheanswer.com/)

see also: http://sachachua.com/blog/2009/09/brainstorming-around-smart-work/

Shortcomings of Sharepoint when using it as a document mgmt strategy:
this was predicted since years ...

go to post

Gimmal Group has recently completed the records management certification of native SharePoint 2010 add-ons based on the DoD 5015.2 standard.

AIIM Blog ERM

An article in the CIO update makes clear:
"The key to managing SharePoint team sites, as with all electronic information, is the disposition (e.g., deletion) of information once it no longer has business value and is not subject to a litigation hold or regulatory retention requirement."

Exactly this phenomena was predicted 3 years ago by AIIM in an article entitled: Put a stop at the Sharepoint sprawl (sic!)
eDoc magazine Jan/Febr. 2008

But techies did not listen to the content managers.

see also the other article about Information Governance:
go to

Pentadoc hat ein interessantes WhitePaper veröffentlicht betr. der ECM-
Tauglichkeit von Sharepoint 2010.

see: http://www.pentadoc.com/Whitepaper.2141.0.html

registration required

Thorough discussion also here on James Lappin's blog: one of the best comments about this topic
Does SP 2010 have a sustainable RM Model?

"Since SharePoint is designed to reduce the need for IT involvement and put more control in the hands of end-users, procedural controls must be established to ensure that the proliferation of sites, libraries and folders does not reach pandemic proportions.
This is managed through an effective, multi-tiered governance structure that provides guidelines and scope at each level to provide boundaries on end-user creativity. These levels often are segmented at the farm, site-collection and site tiers, with each level building details on the decisions made in the tier above."

These requirements are almost impossible to implement in a big company.
Uncontrolled sprawling of Sharepoint instances in the organization can merely be stopped
once the deployment has been started.


Wishful thinking

The analysis of Sharepoint 2010 for RM by James Lappin on the AIIM ERM Blog is really
helpful and currently the most knowledgable in the community .

James Lappin post

However some other comments state that "the article seems more negative on SharePoint than it deserves."

see the comment by Mike Alsup

MOSS 2010 is coming up with significant improvements related
to RM requirements.
HP is adding a backend with TRIM, so that scaling up and archiving will be improved
(hopefully).
HP-TRIM (pdf, 1,936 KB)

Microsoft Infos:
MOSS-2010 (docx, 24 KB)

Analysis from AIIM:
SP-ECM-AIIM (pdf, 183 KB)

Sharepoint is nothing for bean counters in IT. ... the clash of content & technology!
(maybe this is the opportunity that IT is slowly going to understand the requirements
of RM in information mgmt)

"First, we must acknowledge that SharePoint doesn't really fit any of the standard categories used to manage IT applications. It's not an ECM system in the sense of being exclusively focused on that function alone, though it can be used to manage content. It's not a search engine, though it can search across many types of content. It manages web content, but it manages lots of other content too. And finally, the straw that we always grasp at, it's a "collaboration" platform which is fuzziness itself when bean counters try to measure its ROI."


go to AIIM Blog

Fünf Trends von der SharePoint Connections 2010 in Amsterdam:

s. Link