Topic-icon Sharepoint 2016

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2 years 11 months ago #18 by rlb3903
Sharepoint 2016 was created by rlb3903
Is there any organization planning on using SharePoint 2016 as their ECM system? Is it an upgrade from a previous SharePoint System, is it replacing another ECM system? Is it a total new ECM application?

Are you doing it with inhouse IT resources or using an outside IT integrator and supplemental 3rd party records software?

Is this application for all organizational electronic records including email?

Do you have any cost or time table estimates for such a project?

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2 years 11 months ago #29 by foirecords@hotmail.com
Replied by foirecords@hotmail.com on topic Sharepoint 2016
To the extent we will implement an EDRMS, it will be an adaption of the SharePoint product. I realize you said ECM but I'm not comfortable with the definition (or lack of same) with the term.

The native SharePoint product is not a ready for prime time RM system IMHO, it requires the addition of 3rd party add-ons to be fully functional in that regard (note that I haven't seen 2016, we are only just now upgrading to 2013). That being said, we are with our upgrade to SP2013 introducing RM specific metadata and advice that moves the needle in our favour. :)
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2 years 11 months ago #30 by rlb3903
Replied by rlb3903 on topic Sharepoint 2016
I am working with a city that want to use SharePoint 2016 as their ECM system. The challenge is that they have never used SharePoint before nor have they had an ECM system. From a records management point of view, SharePoint 2016 is no different than SharePoint 2013. It still need 3rd party software and a systems integrators to make it work. Also significant amount of time and money.
Now will you have a better system than just buying an ECM system and will your employees use it more, maybe!. It is all about top level management support and continuous training.

Dr. Robert L. Bailey, CRM, MIT, ECMp
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2 years 10 months ago #31 by bruce.norman.smith@gmail.com
Replied by bruce.norman.smith@gmail.com on topic Sharepoint 2016
I think the 'reasonable person' would say that a 25-50% improvement of Document and Records Management controls with an application like Microsoft SharePoint Server is one step towards better compliance. Not the last step, but a reasonable first step on the path of continuous improvement.

It is true that executive and management support are critical for adoption; project management and financial funding for planning and roll-out (for both the IT and business aspects) are essential for finishing what you start in a timely manner with high quality; communications and training plans are imperative for helping business staff develop new technology skills and break old technology habits; and web designers working with business analysts are important for ensuring you have branding and a user experience that makes your business users want to adopt a new electronic Document/Records/Content management system.

So much of this is not about the technology (Ford/Chevy, Coke/Pepsi - every product has pros and cons) but rather about technical change management and psychological management of change.

All that being said SharePoint 2013 was a huge improvement over the past releases of the application, and SharePoint 2016 is introducing a new set of improvements to both the user experience based on lessons learned from SP2013 and SharePoint Online feedback, and to the technical functionality with improvements in other areas like Microsoft SQL Server.

I haven't seen anything specific in the area of RM improvements in SharePoint 2016 (I think Microsoft decision makers have wisely realized they should leave this specialist development to the specialists) so 3rd party products like Collabware/Gimmal/OpenText will continue to be important for those wishing to reach a Gold or Platinum level of RM compliance with this tool.

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