July 21, 2016

Locating Records is the First Step in SharePoint Information Governance Implementation

3 minute read

Effectively locating records is a key first step in SharePoint information governance implementation and can be a huge potential source of cost if not properly addressed.

A recent article from the document management research and evaluation firm Software Advice reviews the results of their survey of U.S. office workers in which they asked about how they use paper and digital documents during a variety of workplace tasks. There were several interesting key findings:

  • Workers in traditional offices spend an average of six hours per week physically searching for paper documents (Tweet this!), while workers in digital offices use document management software to immediately locate what they need.
  • Workers in traditional offices spend an average of eight hours per week creating reports from paper documents. A combined 94 percent of workers in digital offices say this task is made easier with document management software.
  • Among businesses that have transitioned to mostly digital files, the types of communications that most often remain in paper are faxes (35 percent), notes to co-workers (35 percent) and legal documents and contracts (29 percent).

These findings are in line with what one would expect in the difference between a paper office and a primarily digital one. Locating records quickly and effectively is a key step in the SharePoint information governance implementation process. If you can't locate your records, how can you even begin to govern them?

From a records management standpoint, locating records properly provides not only the ability to apply policies and understand who has access to the record; it is also key to disposition. As far as legal risk goes, it is critical that all of your records are governed and put on an appropriate retention schedule or held in place due to pending litigation.

Beyond risk, locating and managing records efficiently is an enormous time-saver. Employees from all departments benefit from SharePoint information governance, specifically because in almost all organizations, these departments are sharing business critical documents and information constantly. Document management software is a key focus in the article above. Some of the benefits spelled out are keeping documents constantly updated, and saving time when searching for a document. This front end is a key piece in the information governance puzzle but it is only the first step. For a detailed look at what Information Governance entails, check out this previous blog post.

Beginning your SharePoint information governance implementation journey can seem like a long and winding road, but with a few key checkpoints and roadmaps, your organization can be on its way. 

Receive News Updates As Soon As They Happen