General Motors: managing 130,000 users’ documents and records – making it easy, while maintaining controlDaniel HarrisChief SharePoint ArchitectGeneral Motors

SPC297

Finding the balance

Governance

Creativity

Main WorkloadsSearch (content & people)Collaboration & ProjectsPublishing (Department and Intranet Sites)Extranet (Partner & Dealer Collaboration)Document ManagementRecords Management130k internal users, 8,500 sites & ~10TB dataOver 1M pages per day & Over 500 servers supporting SharePoint at GM6 on-premise SharePoint 2010 & SharePoint 2013 Farms used globallyCurrently migrating 2010 to on-premise Host Name Site Collections in SharePoint 2013

How do we use SharePoint at GM?

Clear ownership of contentAccess Control is administered at the site collection level (SP Groups)FeaturesGalleriesReporting

Some drawbacks (eg rollup), but overall best solution

‘Many small site collections’

Governance rulesAny user can request a site collection once they have passed 30 minutes of trainingMust have 2 owners per site – to avoid orphaned sitesLargest site collection (apart from records) is 25GB to avoid ungovernable sites

- eg 50k 500KB files6 month renewal or site is locked for read only – then transferred to managerNo passive deletion & no ‘archiving’

One web app for large files (1GB), standard offering 100MB (moving to 250MB)

Today: ~2000 Site Collection AdministratorsAbout 20 approvers – aligning to main company departments

Approach to governing content

Walkthrough: Requesting a new site collection

A new site in 15 minutes + approval timeClassification of content

PII, SOX, Records, Data ClassificationReview & Approval by Department LeadOther features of solution

Access Control List Reviews Health check emails Renewals Quota increases Site Deletion

Benefits of this approach

GovernanceCreativity

Walkthrough: New site experience

Goals of RM solutionA generic solution for all SharePoint site collectionsWorks for all GM record types Quick to enable & simple to use

- Manual & Workflow declareFlexible – works with in-place & record center managed recordsCompatible with SharePoint 2013 eDiscovery Center & 2010 holdsAlways clear ownership of records – orphan owner identificationRecord non-compliance monitoring and escalation

All records originate from SharePoint No physical recordsConsidered, but did not use 3rd party tools for RM functions

Automated Records Management

User – A person who will create content which needs to be declared as a business record.Site Collection Administrator – Administrative Owner of any SharePoint site.Record Owner – Typically a user, who has been identified as an owner of at least one business record.Record Owner Manager – Solid line manager in Org Manager of Record Owner.Record Library Owner – An administrator of a records library related to a business area, responsible for some administrative duties.ILM Governance Team – Responsible for managing GMRRS and communicating changes. Also to provide support on using SharePoint in partnership with SharePoint team.SharePoint Records Administrator – Responsible for managing Enterprise Content Types (i.e. Record Types), routing rules, setting security and other administration duties on Record Centers. Hold Administrator – Manages the creation, collection and disposal of a legal hold.

Records Management Roles

Only 3 Required TypesDeclared + retention periodDeclared but active -> Inactive + retention periodTax year + retention period

Holds block disposal

All setup by the Record Series = Content typeContent Type also sets in-place vs send to

GM Retention Policies

Clear to understandFollows common SharePoint UIAvoids needing to know about ‘send to’ connectionsCarries out validation and metadata promotion

Record Ribbon Items

Most Records are routed to the Record Centers (some in place)Record Centers are managed by Business GroupLibraries are primarily by Record Type and AudienceAll metadata moves with the RecordAlways include source location in metadataA link is left in Document Library pointing to the Record

Overall Records Solution Design

Routing Rules

Records Center A Records Center B

Records Library A1Records Library A2

Records Library B2

Records Library B1

Collaboration Site ADocument Library A1

Enterprise Content

HubPublishes Record Types

Walkthrough: Record routing rules review

Walkthrough: Setting up a library for records management

Walkthrough: Adding and declaring a record

Walkthrough: Dispose of a record

Runs across all sites and record centersRecords due for disposalInactive reviewsOrphaned owner records

Runs once per week & send emailsLogs all data into SQL server for tracking and reporting

Ongoing Monitoring Rules

Consult with business team on overall processSimple RM solutions delivered in about 2 weeksComplex solutions include site development, workflows, lists, metadata, etc.Training tailored to overall business solutionFocus is on ease of use

- one step declare- prompts to review and dispose

Implementation & Training

GovernanceCreativity

What’s Next?Non-business records

- Drive “Dispose or Declare” behavior

2013 e-Discovery with ExchangeEnhanced auditingHold management

Questions

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