ROBIN WOOLEN<\/a><\/span> [\/et_pb_text][et_pb_text disabled_on=”on|on|” _builder_version=”3.0.62″ text_font=”PT Serif||on||” text_text_color=”#363636″ text_font_size=”16″ text_line_height=”1.4em” background_size=”initial” background_position=”top_left” background_repeat=”repeat” text_orientation=”center” max_width=”140px” module_alignment=”center” custom_margin=”10px||60px|”] Robin Woolen, MBA, IGP has worked in the field of information lifecycle management since 1994 with a specialty in strategic consulting focused on enterprise-scale information management. [\/et_pb_text][\/et_pb_column][et_pb_column type=”2_3″ _builder_version=”3.0.47″ column_padding_mobile=”on” parallax=”off” parallax_method=”off”][et_pb_text _builder_version=”3.19.9″ text_font=”PT Serif||||” text_text_color=”#363636″ text_font_size=”24″ text_font_size_last_edited=”on|tablet” text_line_height=”1.5em” background_size=”initial” background_position=”top_left” background_repeat=”repeat” max_width=”720px” custom_margin=”0px||0px|”]<\/p>\nMost organizations have been using Microsoft\u2019s Exchange in the Cloud for quite some time and many of them have bought into Office 365 for the price point alone. A recent trend is to fully adopt the Office 365 environment, scale back the traditional on-premise server farms and move everything to the Cloud as part of an overall digital transformation of the workplace. This is a noble endeavor, but invariably there are issues mainly around what to do with all the \u201cvaluable\u201d stuff people are hoarding in their personal files. Can we all agree that we all have our secret stash in our network shares that we don\u2019t want to give up?<\/p>\n
Office 365 is a great environment for keeping and managing content IF you take the time to set it up BEFORE allowing anyone into it. To do otherwise is to perpetuate the chaos you already have in the network share files right now. So, let\u2019s talk about a straightforward formula for setting up Office 365 so that you minimize the chaos and give you the best chance for digital transformation.<\/p>\n
[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section][et_pb_section fb_built=”1″ _builder_version=”3.0.74″ background_color=”#f7f7f4″ custom_padding=”0px||0px|”][et_pb_row make_fullwidth=”on” custom_width_px=”680px” use_custom_gutter=”on” gutter_width=”1″ custom_padding=”0px||0px|” make_equal=”on” column_padding_mobile=”on” background_color_2=”#efefe9″ parallax_method_1=”off” parallax_method_2=”off” _builder_version=”3.0.47″ background_size=”initial” background_position=”top_left” background_repeat=”repeat”][et_pb_column type=”2_3″ _builder_version=”3.0.47″ column_padding_mobile=”on” parallax=”off” parallax_method=”off”][et_pb_image src=”https:\/\/skip.careersingovernment.com\/tools\/wp-content\/uploads\/2019\/03\/junk2.jpg” show_bottom_space=”off” force_fullwidth=”on” _builder_version=”3.19.9″ animation=”off”][\/et_pb_image][\/et_pb_column][et_pb_column type=”1_3″ _builder_version=”3.0.47″ column_padding_mobile=”on” background_color=”#efefe9″ parallax=”off” parallax_method=”off”][et_pb_image src=”https:\/\/skip.careersingovernment.com\/tools\/wp-content\/uploads\/2019\/03\/junk3.jpg” show_bottom_space=”off” force_fullwidth=”on” _builder_version=”3.19.9″ animation=”off”][\/et_pb_image][et_pb_text disabled_on=”off|off|” _builder_version=”3.19.9″ text_font=”PT Serif||||” text_text_color=”#818178″ text_font_size=”24″ text_font_size_last_edited=”on|phone” text_line_height=”1.4em” background_size=”initial” background_position=”top_left” background_repeat=”repeat” text_orientation=”center” module_alignment=”center” custom_margin=”20%|10%||10%” custom_margin_tablet=”|10%||10%” custom_margin_last_edited=”on|desktop”]<\/p>\n
Office 365 cannot be \u201cfixed\u201d after the fact.<\/span><\/p>\n[\/et_pb_text][et_pb_text _builder_version=”3.0.47″ text_font=”PT Sans|on|||” text_text_color=”#888888″ text_font_size=”12″ text_letter_spacing=”2px” text_line_height=”1.2em” background_size=”initial” background_position=”top_left” background_repeat=”repeat” text_orientation=”center” module_alignment=”center” custom_margin=”20px||20%|” custom_margin_tablet=”20px|||” custom_margin_last_edited=”on|tablet”] ROBIN WOOLEN [\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section][et_pb_section fb_built=”1″ _builder_version=”3.0.47″ custom_padding=”0px||0px|”][et_pb_row use_custom_width=”on” custom_width_px=”1200px” use_custom_gutter=”on” gutter_width=”4″ custom_padding=”20px||0px|” custom_padding_tablet=”0px|||” column_padding_mobile=”on” custom_padding_last_edited=”on|tablet” parallax_method_1=”off” parallax_method_2=”off” parallax_method_3=”off” parallax_method_4=”off” admin_label=”row” _builder_version=”3.0.47″ background_size=”initial” background_position=”top_left” background_repeat=”repeat”][et_pb_column type=”4_4″ _builder_version=”3.0.47″ column_padding_mobile=”on” parallax=”off” parallax_method=”off”][et_pb_text _builder_version=”3.19.9″ text_font=”||||” text_text_color=”#363636″ text_font_size=”30px” text_font_size_last_edited=”on|tablet” text_line_height=”1.4em” background_size=”initial” background_position=”top_left” background_repeat=”repeat” custom_margin=”60px||0px|” custom_margin_tablet=”40px||0px|” custom_margin_last_edited=”on|tablet”]<\/p>\n
To begin with, you should understand that SharePoint is baked into the entire platform. \u00a0Call it OneDrive with Groups, Departments, Document Types or Tags, if you want to be able to find it once you file it away, it is all configured the same. I recommend a standardized environment that has a well-defined User interface so that everyone, regardless of their function, sees the same basic structure. Most organizations have a workforce that moves periodically either geographically or functionally and it lessons the learning curve for them if their workspace is somewhat familiar.<\/p>\n
Part of configuring this environment is narrowing the scope of the organization\u2019s documents to just what the individual User deals within their daily business process. You do this by configuring the system with the organization\u2019s Record Schedule and aligning it with the Department or Group. When you register a User with a Department or Group, they see only those documents they need to do their daily business process. Additionally, documents can originate as templates within the system that are then automatically tagged with the document type as well as the author\u2019s name, date and other standardized metadata without the need for the User to manually enter it. The retention period can also be set within the system so that a document\u2019s lifecycle can be automatically maintained in a workflow.<\/p>\n
Does this sound like nirvana? It\u2019s close, but once you have created this wonderful new world you have to move people in. Data migration into a new environment is nothing new and always challenging. The primary issue is always identifying what is truly valuable from ROT – Redundant, Obsolete and Trivial information. The identification process can be assisted through technology, but the bottom line is that it takes time and effort by people that truly understand the data to make the judgment call of what to keep and what is not needed. Ultimately, I always recommend turning the network share access settings to \u201cRead Only.\u201d This setting saves the data in the share but does not allow any more data to be put into it. If the User needs some file in a network share for whatever reason, they can copy it into the new environment. Eventually, the data in the network share can be destroyed when the lease on the server comes due.<\/p>\n
Right about now many of you are reading this and asking yourself if your environment is configured like this. For those of you that are saying \u201cno\u201d here is what you have to do – start over. Office 365 cannot be \u201cfixed\u201d after the fact. If people are already using the environment, you cannot try to back your way into a new configuration. Trust me on this one. You will lose some data somewhere and never realize it. It is better to create a completely new environment and migrate the data from there. Office 365 is a great environment for keeping and managing content IF you take the time to set it up BEFORE allowing anyone into it. Take the time to do it right.<\/p>\n
[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section][et_pb_section fb_built=”1″ _builder_version=”3.0.47″ custom_padding=”75px|0px|30px|0px”][et_pb_row use_custom_width=”on” custom_width_px=”780px” custom_padding=”0px|0px|73.90625px|0px” column_padding_mobile=”on” parallax_method_1=”off” _builder_version=”3.0.47″ background_size=”initial” background_position=”top_left” background_repeat=”repeat”][et_pb_column type=”4_4″ _builder_version=”3.0.47″ column_padding_mobile=”on” parallax=”off” parallax_method=”off”][et_pb_text _builder_version=”3.0.47″ text_font=”PT Serif||||” text_text_color=”#363636″ text_font_size=”36″ text_font_size_tablet=”26″ text_font_size_last_edited=”on|tablet” text_line_height=”1.4em” background_size=”initial” background_position=”top_left” background_repeat=”repeat” text_orientation=”center” module_alignment=”center” custom_margin=”||70px|”] Want new articles before they get published? Subscribe to our Awesome Newsletter. 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button_two_border_width__hover_enabled=”off” button_border_color__hover_enabled=”off” button_one_border_color__hover_enabled=”off” button_two_border_color__hover_enabled=”off” button_border_radius__hover_enabled=”off” button_one_border_radius__hover_enabled=”off” button_two_border_radius__hover_enabled=”off” button_letter_spacing__hover_enabled=”off” button_one_letter_spacing__hover_enabled=”off” button_two_letter_spacing__hover_enabled=”off” button_bg_color__hover_enabled=”off” button_one_bg_color__hover_enabled=”off” button_two_bg_color__hover_enabled=”off”] Advice from top Career specialists [\/et_pb_cta][\/et_pb_column][et_pb_column type=”1_3″ _builder_version=”3.0.47″ column_padding_mobile=”on” parallax=”off” parallax_method=”off”][et_pb_image src=”https:\/\/www.careersingovernment.com\/tools\/wp-content\/uploads\/2016\/11\/news-cig.jpg” show_bottom_space=”off” align=”center” force_fullwidth=”on” _builder_version=”3.0.74″ animation_style=”slide” animation_direction=”left” 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background_position=”top_left” background_repeat=”repeat” button_text_size__hover_enabled=”off” button_one_text_size__hover_enabled=”off” button_two_text_size__hover_enabled=”off” button_text_color__hover_enabled=”off” button_one_text_color__hover_enabled=”off” button_two_text_color__hover_enabled=”off” button_border_width__hover_enabled=”off” button_one_border_width__hover_enabled=”off” button_two_border_width__hover_enabled=”off” button_border_color__hover_enabled=”off” button_one_border_color__hover_enabled=”off” button_two_border_color__hover_enabled=”off” button_border_radius__hover_enabled=”off” button_one_border_radius__hover_enabled=”off” button_two_border_radius__hover_enabled=”off” button_letter_spacing__hover_enabled=”off” button_one_letter_spacing__hover_enabled=”off” button_two_letter_spacing__hover_enabled=”off” button_bg_color__hover_enabled=”off” button_one_bg_color__hover_enabled=”off” button_two_bg_color__hover_enabled=”off”] Public Sector Trends [\/et_pb_cta][\/et_pb_column][\/et_pb_row][\/et_pb_section]<\/p>\n","protected":false},"excerpt":{"rendered":"
Most organizations have been using Microsoft\u2019s Exchange in the Cloud for quite some time and many of them have bought into Office 365 for the price point alone. A recent trend is to fully adopt the Office 365 environment, scale back the traditional on-premise server farms and move everything to the Cloud as part of an overall digital transformation of the workplace. This is a noble endeavor, but invariably there are issues mainly around what to do with all the \u201cvaluable\u201d stuff people are hoarding in their personal files. Can we all agree that we all have our secret stash in our network shares that we don\u2019t want to give up?<\/p>\n","protected":false},"author":3025,"featured_media":34068,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"on","_et_pb_old_content":"","_et_gb_content_width":"","_cbd_carousel_blocks":"[]","_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"categories":[13],"tags":[604],"class_list":["post-34067","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-about-gov","tag-information-technology"],"acf":[],"yoast_head":"\n
Information Governance Insights: Don\u2019t Move Junk Into a New House - Careers in Government<\/title>\n<meta name=\"description\" content=\"Office 365 is a great environment for keeping and managing content IF you take the time to set it up BEFORE allowing anyone into it.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.careersingovernment.com\/tools\/gov-talk\/about-gov\/information-governance-insights-dont-move-junk-into-a-new-house\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Information Governance Insights: Don\u2019t Move Junk Into a New House - Careers in Government\" \/>\n<meta property=\"og:description\" content=\"Office 365 is a great environment for keeping and managing content IF you take the time to set it up BEFORE allowing anyone into it.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.careersingovernment.com\/tools\/gov-talk\/about-gov\/information-governance-insights-dont-move-junk-into-a-new-house\/\" \/>\n<meta property=\"og:site_name\" content=\"Careers in Government\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/CareersInGovernment\" \/>\n<meta property=\"article:published_time\" content=\"2019-03-09T23:48:17+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2019-03-09T23:48:28+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.careersingovernment.com\/tools\/wp-content\/uploads\/2019\/03\/junk1.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"960\" \/>\n\t<meta property=\"og:image:height\" content=\"640\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Robin Woolen\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@TheRecordsGuru\" \/>\n<meta name=\"twitter:site\" content=\"@careersingov\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Robin Woolen\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"15 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/www.careersingovernment.com\\\/tools\\\/gov-talk\\\/about-gov\\\/information-governance-insights-dont-move-junk-into-a-new-house\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.careersingovernment.com\\\/tools\\\/gov-talk\\\/about-gov\\\/information-governance-insights-dont-move-junk-into-a-new-house\\\/\"},\"author\":{\"name\":\"Robin Woolen\",\"@id\":\"https:\\\/\\\/www.careersingovernment.com\\\/tools\\\/#\\\/schema\\\/person\\\/ec95718fa854647f303538bd817f572f\"},\"headline\":\"Information Governance Insights: Don\u2019t Move Junk Into a New House\",\"datePublished\":\"2019-03-09T23:48:17+00:00\",\"dateModified\":\"2019-03-09T23:48:28+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/www.careersingovernment.com\\\/tools\\\/gov-talk\\\/about-gov\\\/information-governance-insights-dont-move-junk-into-a-new-house\\\/\"},\"wordCount\":3054,\"publisher\":{\"@id\":\"https:\\\/\\\/www.careersingovernment.com\\\/tools\\\/#organization\"},\"image\":{\"@id\":\"https:\\\/\\\/www.careersingovernment.com\\\/tools\\\/gov-talk\\\/about-gov\\\/information-governance-insights-dont-move-junk-into-a-new-house\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/www.careersingovernment.com\\\/tools\\\/wp-content\\\/uploads\\\/2019\\\/03\\\/junk1.jpg\",\"keywords\":[\"Information Technology\"],\"articleSection\":[\"About the Public Sector\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.careersingovernment.com\\\/tools\\\/gov-talk\\\/about-gov\\\/information-governance-insights-dont-move-junk-into-a-new-house\\\/\",\"url\":\"https:\\\/\\\/www.careersingovernment.com\\\/tools\\\/gov-talk\\\/about-gov\\\/information-governance-insights-dont-move-junk-into-a-new-house\\\/\",\"name\":\"Information Governance Insights: Don\u2019t Move Junk Into a New House - 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