Real world rm in share point 2013


Published on

Published in: Technology
  • Be the first to comment

  • Be the first to like this

No Downloads
Total views
On SlideShare
From Embeds
Number of Embeds
Embeds 0
No embeds

No notes for slide

Real world rm in share point 2013

  1. 1. Real World ECM and ERM in SharePoint 2013 David Tappan, IOAp, MCSE West Michigan ARMA Spring Seminar April 17, 2014
  2. 2. About Me David Tappan Consultant MCSE:SharePoint AIIM IOAp
  3. 3. Agenda: SharePoint for ECM/ERM • Why SharePoint for ECM/ERM • Features • Challenges and limitations • How to make it work
  4. 4. Why SharePoint for ECM/ERM? • Cost • Integration • Extensibility
  5. 5. Cost of SharePoint vs. Enterprise ECM/ERM Competitors • SharePoint is often already owned for other purposes • Cost of eDiscovery can be lower for covered content • Cost of required add-ons usually either comparable or less than that for similar components of competitor suites.
  6. 6. 2009 Price Comparison EMC/ Documentum OpenText Alfresco SharePoint 100 Users $129,078 $196,794 $18,500 $24,669 1000 Users $863,937 $637,304 $46,250 $318,738 • 2009 figures from a comparison done by Alfresco • These are first year costs with maintenance/software assurance • Compares cost for ―Document Management, Collaboration and Web Content Management‖ • No ERM features included in EMC, OpenText or Alfresco quotes • No Office integration included in any of the other quotes. • By the way: Do you already own SharePoint? 
  7. 7. Example third party licensing costs eDocs DM vs. SharePoint DM with MacroView - Cost Comparison Products Licensing Cost Annually/1 Time Cost Now Yearly cost eDocs DM Licensing Costs eDocs DM standard user licenses ($813.15/user) x 30 $23,394.50 one time $23,394.50 eDocs DM extensions for SharePoint ($173.75/user) x 100 $17,375 one time $17,375.00 eDocs DM standard user maintenance ($162.63/user) x 30 $4,878.90 annually $4,878.90 eDocs DM extensions for SharePoint-maintenance ($34.75/user) x 100* $3,475 annually $3,475.00 Total $48,123.40 $8,353.90 SharePoint DM Licensing Costs MacroView DMF – Sofware Assurance licensing 3 server farms and 30 users $8,670 one time $8,670 Software Assurance $1,416 annually $1,734 $1,734 Total $10,404 $1,734 *eDocs DM extension for SharePoint required by all users who view documents through eDocs on SharePoint (currently 100 user licenses). MacroView DMF client required for all users who actively profile documents, but documents are accessible for other users in SharePoint directly without additional charge.
  8. 8. “But other ECM providers offer everything in one package” This is not accurate. Here’s why: • Most vendors offering a ―complete solution‖ built it by acquiring makers of enhancements to their product. Often these acquisitions haven’t been fully absorbed— with separate code bases, revision cycles and support organizations. • In most cases, additional functionality such as ERM features are priced in addition to the core product. • All the vendors provide SharePoint add-ins—so if you are using SharePoint at all for documents, you can’t avoid integration.
  9. 9. SharePoint’s integration advantage • Best built-in integration with the rest of the Microsoft product line. –Office (Word/Excel/PowerPoint –Outlook –Microsoft Exchange –Microsoft CRM –SQL Reporting Services/Analysis Services • SharePoint is so ubiquitous that most other enterprise server applications support integration with it.
  10. 10. SharePoint ECM and ERM Features
  11. 11. ECM, ERM and eDiscovery in SharePoint: A Brief History • SharePoint 2007 –Check-out/versions –Basic Records Center (silo)
  12. 12. • SharePoint 2010 ECM Features –Managed Metadata (enterprise-wide controlled vocabulary) –Content type syndication (enterprise-wide document types and policies) –Column default values –Document Set content types –Increased scale • Very large libraries and lists (up to 10,000,000 items) ECM, ERM and eDiscovery in SharePoint: A Brief History
  13. 13. ECM, ERM and eDiscovery in SharePoint: A Brief History • SharePoint 2010 ERM –Unique document IDs –Multi-stage disposition –In-place holds and records, BUT • Users prevented from working on a held document • Holds limited to SharePoint content • Configured by site collection • Based on content type (document type) only
  14. 14. • ECM –Search • FAST Search now built in –Continuous crawl –Entity extraction –User interface improvements • Drag and drop filing • Bulk editing –Scalability • Shredded Storage (i.e. only version deltas are stored) SharePoint 2013 ECM Improvements
  15. 15. SharePoint 2013 ERM Features • Retention Policies • Declaring records • Content organizer • Legal holds • Auditing and reporting
  16. 16. Retention Policies • Based on multiple factors –Content type –Library –Folder (Important for robust file plans)
  17. 17. Retention Policies
  18. 18. Declaring Records • SharePoint potentially lets anyone declare a record • In-Place –Manually, by policy, or by custom workflow • Send to a Records Center –Manually, by policy, or by custom workflow –Move, copy or leave a link
  19. 19. Content Organizer • AKA: File Plan –Rules to file document by folders matching metadata values • Requires matching content types (value of content type syndication) • Folders can have retention policies set automatically with some PowerShell or event receivers.
  20. 20. Content Organizer
  21. 21. SharePoint 2013 eDiscovery Features
  22. 22. Where SharePoint Fits in eDiscovery
  23. 23. What SharePoint 2013 Brings to eDiscovery • eDiscovery Center –Search to hold and refine –eDiscovery export • Content can be changed while held • Exchange and Lync included • File servers too*
  24. 24. How Microsoft Does eDiscovery: Pre-SharePoint 2013
  25. 25. How Microsoft Does eDiscovery: Post SharePoint 2013
  26. 26. Real World ECM and ERM with SharePoint
  27. 27. Challenges and Pitfalls of using SharePoint for ECM/ERM • Software limits and boundaries • User interface limitations • ERM-specific limitations
  28. 28. SharePoint 2013 Software Limits and Boundaries Limit Size Details How to overcome List View Threshold 5000 Applies to items in a folder or in a view—and view paging doesn’t help. Will lead to misleading results. • Index columns in views. Create a file plan to store in folders by metadata values. • Use search • Create views unaffected by the limit. Unique permissions per list/library 50,000 Exceeding the limit causes excessive SQL round trips, and can also cause event log storms. • Manage permissions at the container level—a better governance approach anyway File size limit 2 GB Technically a SQL limitation—but in practice HTTP won’t even handle this much without tweaking. • Compress files, or store larger files elsewhere. Remote blob storage doesn’t help. URL length 260 characters Also a limit of 128 characters in a file or folder name. • This is a browser limit. Don’t create folder structures too deep. SharePoint will tell you on upload if the path is too long.
  29. 29. User interface limitations Limitation How to overcome Bulk edit/upload/download • Not really a missing feature: • Drag and drop (requires Office 2013 or IE 9+) • Datasheet view • Third party browser solution (e.g., SharePointBoost) • Third party client • MacroView DMF • Handshake DM Virtual/dynamic folders • Design a folder-based solution based on key metadata (up to two columns). • Third-party client • Handshake DM Usability for complex classification schemes • Leverage default values for content types, document sets and folders • automate with PowerShell or event receivers. • Third party autoclassification products • Concept Searching • Data Facet
  30. 30. Records management limitations • No intuitive file plan builder • No built-in event-driven disposition • Lacking built-in physical records management features • Not DOD 5015.02 ERM certified.
  31. 31. SharePoint-native approach to overcome file plan limitations • Create a complex file plan by customizing the content organizer feature. – Design a file plan and represent it in SharePoint with Records Centers, content types, and content organizer rules that create folders based on metadata. – Create different rules within content types by adding a ―Record Type‖ column and adding separate rules for each. – Add event receivers to: • Define additional metadata automatically in the records center folders (Location-Based Metadata). • Define folder-level information management policies
  32. 32. Third party options • Gimmal ( • RSD ( • Collabware (
  33. 33. Closing thoughts
  34. 34. Why do records management projects fail? • Lack of alignment with business goals and business model • Failure to integrate with business processes and IT systems • Failure to answer the user’s question: ―What’s in it for me?‖
  35. 35. The solution • Make your System of Record a System of Engagement –Don’t create a records silo; integrate it with day to day processes. –Define document types that make sense for users, not just records managers. “It is simply not realistic to expect broad sets of employees to navigate extensive classification options while referring to a records schedule that may weigh in at more than 100 pages.” Forrester Research/ARMA International Survey
  36. 36. • Knowledge Management Solution for a Major US Accounting Firm • Extranet Document Repository for a Large US Accounting Firm • Enterprise Taxonomy and Search Design at a Global Manufacturing Company • Massive Records Repository for a Financial Services Firm C/D/H ECM Case Studies
  37. 37. Detroit 1500 Woodward Ave Suite 400 Detroit, MI 48226 (248) 546-1800 Grand Rapids 15 Ionia Ave SW Suite 270 Grand Rapids, MI 49503 (616) 776-1600 Thank You