Chapter 16 – Microsoft’s SharePoint server product dramatica…

Chapter 16 – Microsoft’s SharePoint server product dramatically altered the content and records management (RM) markets.  Crocker (2015), edited by Smallwood research indicated that previous to SharePoint solutions were somewhat cumbersome, managed large quantities of documents, and required extensive implementation efforts for each business applications.  Given all its stated capabilities, SharePoint may be used effectively to help business organizations to govern their information.  However, in order to achieve those benefits, the implementing organizations must take a structured approach to the deployment of its SharePoint environment. Q1: Our case study authors have indicated that, for SharePoint deployments, “an ounce of prevention truly is worth a pound of cure.”  Why is that?  From our chapter reading, identify and briefly state why the authors were inclined to believe so? Text Book: Information Governance: Concepts, Strategies, and Best Practices • Author: Robert F. Smallwood • Publisher: Wiley • Edition: Please Use Most Recent Edition

The statement, “an ounce of prevention truly is worth a pound of cure,” suggests that investing time and effort into planning and prevention in the early stages of a SharePoint deployment can save organizations significant time, money, and effort in the long run. The authors of our case study believe this to be true because of several reasons outlined in the chapter.

Firstly, the authors emphasize the importance of understanding the goals and objectives of the organization before implementing SharePoint. They argue that without a clear understanding of what the organization wants to achieve with SharePoint, it is difficult to design and configure the environment in a way that supports those goals. By taking the time to define objectives and plan accordingly, organizations can avoid unnecessary rework and make more informed decisions during the deployment process.

Secondly, the authors highlight the need for proper governance and information management policies. SharePoint offers a wide range of features and capabilities, but without appropriate governance and policies in place, it can quickly become overwhelming and result in mismanagement of information. Investing in the development of governance models and policies early on can help ensure that SharePoint is utilized effectively and in accordance with regulatory requirements.

Additionally, the authors argue that organizations should conduct a thorough analysis of their existing systems and content before migrating them to SharePoint. This analysis helps identify potential issues and challenges that may arise during the migration process. By addressing these issues proactively, organizations can prevent data loss, duplication, or incorrect categorization, which would otherwise require costly and time-consuming corrective actions.

Moreover, the authors stress the importance of involving key stakeholders and end-users throughout the deployment process. By soliciting their input and feedback, organizations can ensure that the SharePoint environment is designed to meet their specific needs and requirements. This approach not only increases user adoption but also reduces the likelihood of resistance or dissatisfaction with the system down the line.

Lastly, the authors advocate for ongoing monitoring, maintenance, and continuous improvement of the SharePoint environment. They argue that this proactive approach helps identify and address issues before they become significant problems. By regularly reviewing usage metrics, user feedback, and system performance, organizations can identify areas for improvement and make adjustments to ensure the continued success of their SharePoint deployment.

In conclusion, the authors of our chapter believe that investing in preventive measures and planning in the early stages of a SharePoint deployment is crucial for achieving success. By understanding organizational objectives, establishing governance and information management policies, conducting thorough analysis, involving stakeholders, and continuously monitoring and improving the environment, organizations can avoid issues, save resources, and maximize the benefits of SharePoint.