IRMS014 – Andrew Warland gives a SharePoint case study

Andrew Warland is information architect at UnitingCare NSW.ACT,  which is the largest provider of aged care services in the State of New South Wales, Australia.

Andrew has helped UnitingCare to implement SharePoint 2010 for document management and collaboration.   They set up different SharePoint web applications for different purposes including web applications for:

  • their intranet
  • team sites (the main area for day to day document management and collaboration)
  • project sites (similar to team sites but for projects that involve cross team collaboration)
  • apps (where specific lists and libraries have been designed for specific processes, including instances where they have used infopath to design specific forms)

In this podcast Andrew talks us through the information architecture choices that UnitingCare have made for the governance of their team sites and project sites, including their decisions:

  • to have a shallow site structure, with each site collection only allowed one-level of sub-site
  • to use the out-of-the box ‘document’ content type for most libraries, rather than set up multiple content types
  • to disable the use of folders within document libraries
  • to set document libraries to be relatively limited in scope
  • to set libraries so that they can be closed at a certain point (many of their libraries are set up to be closed at the end of a calendar year and a new library opened to cover the following year)
  • to use libraries rather than content types as the basis for retention
  • not to use the SharePoint records centre

Andrew talks about the rationale behind these decisions;  how he has gone about incorporating a business classification scheme into the SharePoint envirionment, and his thoughts on how UnitingCare will go about applying retention rules in phase 2 of the project

Andrew was interviewed by James Lappin on 22 April 2014

Play the podcast:

[audio http://traffic.libsyn.com/irmspodcast/IRMS014.mp3 ]

Download the podcast:

http://traffic.libsyn.com/irmspodcast/IRMS014.mp3

IRMS013 – Laurence Hart on trends in collaboration and records management software

Laurence Hart is a thought leader in the enterprise content management space. He writes the Word of Pie.  blog, and has been a leading proponent of the Content Management Interoperability Services (CMIS) standard.

Laurence has been in the ECM industry for nearly twenty years and has worked with Alfresco, Documentum, SharePoint, Box, Nuxeo, and many other solutions. He recently had a six month spell as content management strategist for Alfresco.  James Lappin interviewed him at the start of that spell.

Laurence gives his perspective on the current state of enterprise content management, including:

  • a comparison of the product strategy of SharePoint with that of Alfresco
  • an assessment of the current state of adoption of the CIMIS standard
  • why he believes that believes that records management software needs a revolution to avoid having to rely on end-users declaring records
  • the use of business rules engines and/or autoclassification to reduce the records management burden on end-users

The podcast is 50 minutes long

[audio http://traffic.libsyn.com/irmspodcast/IRMS013.mp3]

Direct download

http://traffic.libsyn.com/irmspodcast/IRMS013.mp3

IRMS012 – Barbara Reed on records management theory

In this podcast Barbara Reed and James Lappin discuss the Australian contribution to records management theory, and in particular the development by Frank Upward and others of the records continuum theory.

Barbara describes what it was like working alongside Frank at Monash University in the 1990s as he began to formulate and articulate the theory.

Barbara’s career has spanned both consultancy and academia – she is principal consultant at Recordkeeping Innovation, and is widely published in academic and professional journals.

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IRMS011 – Cassie Findlay on the redrafting of ISO 15489

It is over a decade since the international records management standard ISO 15489 was published, and in that time there has been massive changes in technology and in the way organisations operate. An  ISO working group is currently  redrafting the standard, and they will be meeting next in Washington in May 2014.    Cassie Findlay is project lead for the working group, and in this podcast she gives her perspective on the standard, and on the redrafting process.  She discusses:

  • why the redraft of ISO15489 is likely to be a major change rather than an incremental change
  • the implications of taking a risk based approach to records management
  • the differences between a functional analysis approach and a process approach to records management
  • issues around the management of e-mail

Play the podcast with this audioplayer (needs html5 or flash)

Or download it from here