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A Realistic Approach to Content Governance with SharePoint 2013

In a post to AIIM’s Expert Blogs titled Enterprise Content Governance 2014: A SharePoint Point of View, Mike Alsup, Senior Vice President at Gimmal Group draws a quick sketch of what I would characterize as a realistic view of the components of a truly useful content governance plan for an ECM effort for a larger community of SharePoint users.

Here is a list of some of the important takeaways, as I see it, from Mr. Alsup’s post:

  1. SharePoint is now clearly the leading option for most larger user communities with a need for a method of managing a very wide range of content
  2. Microsoft® has achieved this position for SharePoint as a result of wide adoption of Office 365. The extent of this adoption received a recent jolt upwards with the release of Office for iOS devices. Plans for an Office for Android devices port are also driving higher levels of adoption.
  3. Certainly any large community of users will need to create a governance plan, but the groups from the community with a seat at the planning table can be nicely assembled from “Legal, Records and IT” rather than from every LoB (silo) within the community.
  4. The Office 2013 App Model has also contributed to higher levels of adoption for SharePoint as the preferred platform for ECM, but a substantial segment of larger communities are looking to standardize on one App platform, rather than supporting many App platforms

A quick read of Mr. Alsup’s post will likely be helpful. If SharePoint 2013, or SharePoint Online (via Office 365) is already an established component of office automation for a specific community, then the cost of procuring an ECM platform will be less expensive than would otherwise be the case. After all, why waste time reviewing standalone, third party applications, when, as Mr. Alsup notes, SharePoint is already the widest used underlying platform for ECM?

Provisioning resources for the task of putting together a useful governance plan for, as Mr. Alsup makes clear, content types, rather than specific instances of content becomes more manageable, especially when community-wide buy-in is removed from the list of mandatory requirements.

Finally, opting for Apps, rather than custom applications, should deliver cost savings (not to mention much better security). So ECM stakeholders can plan on lower development costs, higher levels of engagement via personnel already on staff (after all, skills with HTML and JavaScript are more readily available than as is the case for Visual Studio), etc.

SharePoint-Videos SharePoint 2013 courses include a number on technical topics directly related to Mr. Alsup’s Enterprise Content Governance notion. Please contact us for further information on this point.

Ira Michael Blonder

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