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2008 Productiv
Case Study SharePoint Server 2007 – Extending the Platform to meet broader government objectives
National Archive’s of Australia - Integrating Digital Business Solutions
The Client
• The Department of Tourism, Regional Development (DTRDI) and Industry works to grow regional economies and strengthen industries in Queensland
• The Department delivers a range of services to achieve:– regional economic growth
– transform and build up industries and
– to assist business owners improve their operational and management skills
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The Implementation Partner
• Microsoft Gold Partner specialising in the areas Enterprise Content Management (ECM), Document and Records Management, Governance and Compliance
• Dedicated team of records professionals and technology consultants
• Integrating recordkeeping into business processes with solutions that deliver a high degree of user acceptance
2008 Productiv
SharePoint in DTRDI
• The Department has an established SharePoint platform infrastructure and environment
• Initially commenced the introduction of portal and collaboration features the aim of extending this to other areas of the department
• The focus of standardisation on Microsoft technologies delivered through SharePoint Server 2007, will enable integration with other key Microsoft components, such as .Net application development framework, workflow and reporting
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Michael Keates
“Strong consideration and support for SharePoint Server 2007 as the front end to all
our major business applications which are developed under our own .Net framework”
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Providing the market with real facts
• Much was anticipated and expected by the market with respect to the DM & RM functionality of Microsoft SharePoint Portal Server 2007
• Productiv were requested by many organization to provide some indication of where these features met or did not meet their compliance requirements
• Utilising the NAA Functional Specifications for ERM systems software a functional analysis was conducted:
– Using out of box features of Microsoft SharePoint Portal Server 2007– Mapped against functional specification
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Functional Analysis Results – Out of Box
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• Part A • Part B
Setting the Scene
• The department was an early adopter of the Queensland Government's selected eDRMS package, Hummingbird
• After significant customisation and testing it was determined that the implementation of Hummingbird as the agency's eDRMS solution was not viable
• Implementation challenges with Hummingbird were also experienced by other Queensland Government department's during this time
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Michael Keates
“The department's existing physical records management system, Concord, had been in use for the past decade and no longer has vendor support and is technically unstable. With the delay in implementing an eDRMS package which was to replace Concord, the department required an alternate solution to support physical records management.”
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The Proof of Concept
• The PoC commenced in October 2007 with the aim of identifying the capabilities of SharePoint Server 2007 to meet the requirement for a physical record keeping system
• Utilising Productiv’s domain skills in this area and strong development capabilities to ensure we had an outcome whereby strategic decisions could be made
• Following the POC the department completed a independent analysis against the Public Records Act 2002 and the Queensland recordkeeping information standard (IS40)
• The analysis allowed Productiv and DTRDI to further enhance the requirements of the Production solution to address the identified gaps
• The results of this gap analysis confirmed the viability of using SharePoint 2007 as a platform for a production RM system
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Getting to Production
• In February 2008, Productiv was engaged to build a replacement RM solution, using SharePoint Server 2007, to replace Concord
• Detailed specification stage that involved a wide variety of stakeholder input to ensure a high degree of user input acceptance
• Configuration capabilities were demonstrated in the seamless integration of a the new Metadata standard released by QSA
• Migration capabilities built in the design and architecture of the solution
• System Go Live date set for August 2008
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Benefits to the DTRDI
• The solution immediately addresses the Concord replacement and support issues
• Through the re-use of application components created on standardised technology, total cost of ownership will be significantly less than solutions available on the current QLD Government Panel arrangement
• SharePoint Server 2007 is gaining momentum as an internationally accepted eDRMS with the potential for it to be a market leader in the near future, which aligns well with the current development of document and records management solutions in the Department using SharePoint Server 2007
• Usability is a key focus area for DTRDI in the implementation of their information management strategy. It is critical to support staff in their day to day activities, to meet compliance requirements while minimising the administrative overhead for them wherever possible
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Production System Overview
• Overview:– Repository Model to allow for the segmentation of logical
storage areas and security management– Business Classification Scheme and Taxonomy
Management (web services) utilising Sites and Sub Sites– List Libraries and Content Types for the creation of physical
Files, File Parts and Physical Items– Archive Box collection for the grouping and management of
large amounts of content onsite or off site
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Functional Components
• Search– Two intuitive methods :
• browsing the Business Classification Scheme or Taxonomy (Sites and Sub Sites)• SharePoint Enterprise Search Server and Search Server 2008
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Item Title
This is sample text based on the Item’s summary field
http://moss/repository/function/activity/F0001234/-01/ R08-0000123401/01/2008 – Business Unit – Item Type
File Title - 01
This is sample text based on the File Part content type
http://moss/repository/function/activity/F0001234/-0101/01/2008 – Business Unit – [Closed]
File Title
This is sample text based on the File description.
http://moss/repository/function/activity/ F000123401/01/2008 – Business Unit – [Destroyed] – [Security Classification]
Figure 1: Example XSLT Search Result for Record Item
Figure 3: Example XSLT Search Result for File Part
Figure 2 Example XSLT Search Result for File
Functional Components Continued
• Records Management:– Solution supports centralized or devolved records management practices– File Creation is managed by a standard workflow and comprises look up
integration to existing Taxonomy tools such as AKA (Also Known As)– File movement tracking and management through locations– File label printing and Barcode generation– Hand held Barcode device integration for bulk file management – Business Classification Scheme and Retention & Disposal mapping for the
application of retention periods– File and File Part request workflow and management– File closure and Archive Box management– Move physical files and physical items between Activity’s and File Parts– Reporting including, files on loan, files requested, Retention & Disposal,
etc…
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Solution Screen Capture
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Figure 1: New Physical File – Results View
Continued…..
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Figure 2: File Request Form - End User View Figure 3: File Request Form - RMO View
Continued….
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Print BarcodePrint Barcode
Select Printer...
\\SERVER01\PRINTER
Barcode: F000123-01[File Title]
Cancel
Figure 4: Barcode Printing
Move Item to different File PartMove Item to different File Part
Move File Part
Item: R08-0001234[Item Title]
File Part: F0001234-01[File Title]
[File Status]
F0001234-01
Select File Part
Lookup
Cancel
Figure 5: Move Item to different File Part
Continued ….
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Change File Part LocationChange File Part Location
Change Location
File: F000123-01[File Title]
Current Location:EDWARD ST
Destination Location:[DTRDI\UserName]
DTRDI\UserNameUser: Lookup
Cancel
[Edward St]
[Home Location]
Ltn:
Figure 9: Change FilePart Location
Add FilePart to BoxAdd FilePart to Box
Add
Add File: F000123-01[File Title]
Current: (none)(none)
Destination: [B0000001234][Box Title]
B000001234
Select Box:Lookup
Cancel
Figure 10: Add FilePart to Box
Contact Productiv
To find out more about the physical records management component for SharePoint 2007 or to obtain a copy of the analysis of SharePoint against the standards, contact Productiv
07 3252 3336
2008 Productiv
