- SOLUTIONS & SERVICES
By Jeff Shuey
May 29 2014
I just listened to a great webcast with AIIM's Theresa Resek talking to Microsoft about their use of SharePoint for Records Management. One of the things that Microsoft’s Andrew SanAgustin said struck a chord. He said that he doesn’t think of records and just records. He thinks of them as assets. He had a pretty slick slide to support that line of thinking too.
I tend to agree. There is, or needs to be, a fundamental shift in the way people think of records. And, by people, I mean everyone within the organization. It seems Microsoft is using this model to help people think about records.
Side Note: It’s nice to see Microsoft is eating it’s own dogfood. Which is not too uncommon. It’s how the business teams can provide direct feedback to the products teams.
This Future of RM follows another oldie, but goodie, from Microsoft. Specifically, from the mind and mouth of Bill Gates. He said information should be available …
Any Place, Any Time and on Any Device
Meaning the content being captured, sought, and processed is portable.
The Future of Records Management includes empowered, enlightened and envisioned Records Managers.
The Records Managers of the future will be able to say (with a straight face):
The RM’s of the future will also be able to say (also with a straight face):
We are staying on top of how the changes in Laws, Business, and How Business Units and Groups work together. It’s interesting and heartening to see that Microsoft is leading the charge here and helping the SharePoint (and I would assume Office 365 teams) are able to empower the Records Managers both today and in the future. The changes (or perhaps adaptations) in SharePoint are smart and functional changes that will help keep SharePoint on the front edge of driving the product and the Microsoft stack deeper into many businesses.
Key Point: This is not to say that the Records Managers of the future have it easy. They still have a job to do. And, it’s a job that involves end users, line-of-business managers, the legal team, the IT organization and executives.
Beware (and respect) the Long Arm of Discovery and Litigation
By setting policy properly … you can focus on the business not the technology.
Three Steps to Records Management success:
These are easy to say, but hard to do in a consistent, predictable and repeatable fashion.
Microsoft is making it easier. However, there is still a need for 3rd party vendors for specific capabilities. I continue to live and work in the Microsoft Partner Ecosystem because Microsoft has realized that partners fill gaps and niches that they have no interest in doing and/or in areas that partners can fill rapidly.
Think of some of these specific use cases:
Also, Workflow, Migration, Storage, email management (and dealing with email attachments too), as well as Social Computing and a few other areas I’m sure I missed here. Out of the Box (OOTB) Microsoft SharePoint doesn’t off end-to-end capabilities to support these functions. This is OK.
One of the key points that kept coming up was the idea and best practice of using technology to drive the business. When policies and procedures (and partners) are involved the business can adapt and adjust in near real-time to changing market and business conditions.
A few best practices suggestions mentioned towards the end of the webcast included these points. Which I thought were spot on.
Nice work and kudos to Theresa Resek of AIIM, Jo Do and Andrew SanAgustin of Microsoft and Kevin Parker of T.White Parker. Thanks to Microsoft for sponsoring and getting this information out in the wild about how Microsoft Office 365 and SharePoint play in the Records Management world.
One thing is quite clear … This is not your Father’s EIM.