Information and content governance is frequently a missing piece of a content management strategy. Developing a CMS without governance or retention policy makes organizations vulnerable to litigation and compliance concerns. Key Takeaways from the webinar: - Introduction to enterprise content governance - Challenges with current systems and business processes - 5 ways to improve content governance (best practices) - Administrative and user controls across the Office 365 suite - Features of Office 365 auditing tools - Features and controls in OneDrive for Business - Q&A and wrap up

1. Welcome Everyone!
Thank you for joining us as we explore
5 steps to get started with effective content governance strategy
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Walt De Petris

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About Niraj Tenany

8. • Market Trends
• Content Landscape and Challenges
• Governance defined
• Why governance has failed?
• 5 ways to improve content governance
• How to apply the governance techniques to Office 365?
• Q&A and wrap up
Today’s Agenda

9. A Big Thank You

10. • Every 2 days we generate more data than we did from the
dawn of time through 2003
• Worldwide volume of data is growing at 59% per year
• Recent surveys show 85+% of data is unstructured
• In 5 years the majority of analytic data will come from
unstructured sources
Source – Gartner
Market Trends

11. • Proliferation of consumer storage solutions
• OneDrive, Google Drive, Dropbox, Box.net, …
• In a recent survey, most user stored about 2,000 documents & most weren’t needed
• On average, 9% files were shared with other users or externally. ~185 files
• Of these files, about 20% contained some kind of compliance related data
• Real risks to your business and executives is very hard to insure
• Excess litigation, fines, loss of intellectual property & damage to reputation
• Target credit card breach resulted in $88M costs after insurance
• Heterogeneous software environment in organizations
Content Landscape and Challenges

12. Content Landscape and Challenges
Internal Content
• Policies and
Procedures
• Best Practices
• Collaborative
Content
• Operational content
External Content
• Web Pages
• Case Studies
• White Papers
• Blogs
• Newsletters
• FAQs
• eBooks

13. Content Governance Defined
• Set of practices within your content
strategy that tries to deal with the
realities of creating and publishing
content
• It integrates creators, editors, reviewers,
and publishers

14. • Lack of organizational support
• Applying same rules of governance to different types of content
• Focusing only on technology rather than overall governance of business,
technology and content
Why Content Governance has failed?

15. 5 Steps for Effective Governance
1. Understand and apply the Content Pyramid
2. Define the attributes of the content assets
3. Automate the attribute collection processes
4. Develop and implement content publishing
and archival strategy and processes
5. Establish an overall Governance body that
encompasses business, technical and content
governance
Content
Governance
Apply the
content
pyramid
Define the
attributes of
the content
assets
Automation
for
managing
attributes
Content
publishing
and archival
Governance
body

16. • Not all content is same in an organization
• Different types of content require different business rules
• Different types of content have different personas
• Differentiate between external content and internal content
• Map various technologies to the content pyramid
1: Understand the Content Pyramid

17. 1: Understand the Content Pyramid
• Published Content
• Portal
• Enterprise Document Repository
• Knowledge Base
• Support Portal
• Collaboration Content
• Project Collaboration
• Personal Business Content
• Business related documents
being created by individuals
Published
Content
Enterprise
Document
Repository
Collaboration Content
(Department, Project, Social)
Personal Business Content

18. • Perform a content audit
• Classify content into various buckets
• Assess the content lifecycle
• Identify the personas for each of the buckets
1: Understand the Content Pyramid

19. • Attributes are meta data associated with a content asset
• A content asset can be document, audio, video, blog posts and other types
of content
• Attributes significantly improve findability of content
• Attributes significantly improve personalization and relevancy
• Attributes enable automation for publishing and archiving
• Several categories of attributes can be applied to a content asset
2: Define attributes for the content assets

20. • Administration
• General attributes
• Findability
• Specific keywords to help find the content
• Compliance
• What is the content retention policy?
• What is the content obsolescence Policy?
• Access Control
• Who can access the content asset?
• Who can delete the content?
2: Define attributes for the content assets
Content
Asset
Administration
Findability
Compliance
Access Control

21. 2: Define attributes for the content assets
SAMPLE ATTRIBUTES

22. • Assigning attributes to a content asset is a necessary evil. However, it is required for effective
governance
• Content submitters do not like to provide this information as it hurts productivity
• Striking a balance between collecting the attributes and end user experience is critical
• Attributes vary based on where the content lies in the content pyramid
3: Automate the attribute collection processes

23. 3: Automate the attribute collection processes
SAMPLE UPLOAD FORM

24. 4: Develop and implement Content Publishing and Archival
Strategy
• Regardless of where the content is in the pyramid, it needs to go through
an approval process
• Approval processes can be formal or informal.
• The higher in the content pyramid, the more formal the process becomes.
• Approval process can be setup so for some pieces of content it is auto
approved when submitted

25. 4: Develop and implement Content Publishing and Archival
Strategy
Joe
Consumer
Author
Review /
Approve
Publish
Measure
Outcome
Archive
Sally
Jane
Mike
Jill

26. 4: Develop and implement Content Publishing and Archival
Strategy
SAMPLE WORKFLOW
• Define and implement publishing processes that span from creation to archival. Organizations often have publishing
processes not do not have archival processes.
• Ensure publishing processes map appropriately to the content hierarchy
• Collaborative content requires informal publishing processes
• Published content requires formal publishing processes
• Consider third party workflow tools to automate the process if your system does not support a robust tool. This is a very
mature area now.

27. • Focus on strategy before
automation
• Implement all the components of
governance
• Business Governance
• Technical Governance
• Content Governance
• Measure and Monitor
Business
Governance
Technical
Governance
Content
Governance
5: Develop an overall governance body

28. • Define a governance board
• Ensure governance board has a working committee
comprising of business, content and technical people
• Ensure that the charter is well defined along with goals
• Maintain a dashboard to monitor and measure success
• Set expectations that the governance board and
working committee are here to stay and the workload
will increase over time rather than decrease.
Governance
Board
Business
Working Group
Content
Working Group
Technical
Working Group
STEP 5: Develop an overall governance body

29. STEP 5: Develop an overall governance body
SAMPLE BOARD AND
WORKING GROUPS
Governance Board
Business Working Group
User Experience
Designer
Publishers / Business
Content Stewards
Global Asset /
Taxonomy Owner
Global Portal Admin
Owner
Content Working Group
Authors
Reviewers / Approvers
Publishers / Business
Content Stewards
Archivists
Technology Working Group
Developers
Search Administrator
System Administrator
Business Owners

30. • Role of the content working group
• Manage business processes for content lifecycle
• Manage asset attributes
• Manage Taxonomy and associated business processes
• Manage training content for various roles
• Manage reports
STEP 5: Develop an overall governance body

31. • Role of Technical Working Group
• Manage the overall system from a technical perspective
• Stay updated on new updates, features and functions
• Manage custom development and configuration
• Manage support processes
• Manage user roles and groups
• Manage permissions for trained users into contribution and archivist
roles
• Manage requests for new branded templates, workflows, and reports
STEP 5: Develop an overall governance body

32. STEP 5: Develop an overall governance body
SAMPLE REPORTS

33. How to implement governance in O365?
• SharePoint Sites
• Managed Meta
Data
• Search
• SharePoint Sites
• Office 365
Groups
• OneDrive
Personal
Business
Content
Collaboration
Content
Enterprise
Document
Repository
Enterprise
Published
Content

34. Summary
1. Understand the Content Pyramid
2. Define attributes for the content assets that
should be collected
3. Automate the attribute collection processes to
make it easy for contributors
4. Develop and implement content publishing
and archival strategy and processes
5. Establish an overall Governance body that
encompasses business, technical and content
governance
Content
Governance
Defining the
content
pyramid
Defining the
attributes
for assets
Automation
for
managing
attributes
Content
publishing
and archival
Governance
body

35. Call To Action
• Jumpstart your Content Governance plan with our expert advice and get on a path
to good governance
• Governance consulting includes
• Governance Workshop
• Governance Analysis and recommendations
• Deliverables include
• Actionable governance workbook
• Templates customized for your needs
SAMPLE DELIVERABLES

36. Webinar Prize Winner
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Value $75!
All attendees who registered and are attending
the webinar today!
And the Winner is….

37. Andrew Sutton
Engagement
Director
Netwoven
Expert Panel
Viraj Bais
CTO
& Co-founder
Netwoven
Matt Maher
Technical
Director
Netwoven
Rajya Bhaiya
Engagement
Director
Netwoven

38. Thank you for participating!
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