AIIM16 presentation by: Michyle LaPedis, Program Manager, Enterprise Records & Information Management and Jordan Jones, Senior Manager Cisco Content Services, Cisco Systems, Inc.

1. Content Whack-a-Mole:
Trying to Keep Up With
Compliance Across Multiple
Repositories
Michyle LaPedis and Jordan Jones
Cisco Systems

2. Remember Whack-a-Mole?

3. • New ways of working – nimble,
remote, and collaborative
• Explosion in digital content
• Technology disruption &
decentralization of data
• Extended Enterprise Collaboration
Tool Proliferation Drivers

4. Content Management at Cisco
The
“Next
Great
Thing”
Shared
drive

5. Cisco’s Records and Information
Management Program
• Compliance at Cisco
– Ethisphere’s World’s Most Ethical Companies®: 2008–2015
– Industry Speakers: ARMA, AIIM, EMC World
• Winner: 2011 ARMA Cobalt award
• Focused on integrating policy into IT environment
– Featured in Gartner Case Study on Information
Governance
– Partnering with IT to automate the information lifecycle

6. Content Management IT at Cisco
• Focus on architecture: Open source, open standards
• Component Content Management
– 1 major system; 400 monthly active users driving 70% of Cisco.com post-sales
– Publishing to web content management, source code control, and social
• On-Premise Document Management
– 3 major systems (1 with RM), heavily customized; 70,000 monthly users
– Migrating to 1 system as RM system of record; purge for non-records
– Publishing to web content management, xRM, mobile apps, and social
• Cloud Document Management & Cloud Social Collaboration Platform
– 2 major systems; 800,000 monthly users
– Integrating with RM system of record; implementing purge for non-records

7. Cisco Search Problem Statement
“Cisco field and partner teams
spend 15-25% of their time
searching for … content [in
order] to have valuable
conversations with customers
and partners.
“We need to get rid of the
brown sweaters in our closet…”
— Cisco Sales Executive

8. Cisco Search Problem Statement
Sales Engineers (SEs) average 18.8
hours/week searching for answers,
creating these business problems:
• Cost—With 6,000 SEs, the cost of
search is $375M per year
• Content Duplication—When SEs
cannot find content, they replicate
it, adding to content growth and
degrading search results
18.8
38.2
SE Hours Spent / Week
Searching Other Tasks

9. Cisco Content Size in TB
0
100
200
300
400
500
600
700 1995
1996
1997
1998
1999
2000
2001
2002
2003
2004
2005
2006
2007
2008
2009
2010
2011
2012
2013
2014
2015
2016
2017
2018
2019
2020
2021
On Premise NextGen Document Mgmt
Cloud Document Mgmt
On Premise Document Mgmt
On Premise Document Mgmt (Legacy)
Filers

10. Content Management Compliance
Framework

11. Form Partnerships
Records
Management
Legal
Security
Customer
Data
Protection
Quality
(ISO)
Compliance

12. Form Partnerships
IT Compliance

13. Put in Structure
Content Management Program Management
Office (PMO)
• Meets twice a month
• Compliance review for new tools
• Consistent policy and governance
approach

14. Put in Structure, cont’d
Overarching records management
strategy/framework
• One repository identified to store records
• All other repositories are for non-records;
content will be purged after 3 years
• All new tools go into this framework

15. Cisco Content Lifecycle Management
0
100
200
300
400
500
600
700 Without Lifecycle Management With Lifecycle Management

16. Track Your Progress
Information Lifecycle Management
Stages
Stage 1: Engage with Stakeholders
Stage 2: Define ILM Strategy
Stage 3: Build/Configure ILM Capabilities
Stage 4: Monitor & Measure ILM
Outcomes
Alfresco Spark Jive JiveX Box Email VBrick Sharepoint
Complete Complete Complete Complete Complete Complete In Progress Not Started
Complete Complete Complete In Progress In Progress In Progress In Progress
Not Started
In Progress In Progress In Progress
Not
Started
Not
Started
Not
Started
Not
Started
Not Started
Not
Started
Not
Started
Not
Started
Not
Started
Not
Started
Not
Started
Not
Started
Not Started
Understand new repositories and their stage in Information
Lifecycle Management

17. Address Ongoing Challenges
• Cloud offerings mean less
control
• New platforms mean new
issues
• Changing personnel means
sometimes starting over
• You need a back-up plan
for non-compliance

18. Winning the Game of Whack-a-Mole

19. • Michyle LaPedis: mlapedis@cisco.com
• Jordan Jones: jorjones@cisco.com