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Getting Information In and Out of SharePoint
 

Getting Information In and Out of SharePoint

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Learn how to deliver your document-based data into SharePoint – and how to effectively manage your large volumes of active content and govern old inactive information once it’s in there. This ...

Learn how to deliver your document-based data into SharePoint – and how to effectively manage your large volumes of active content and govern old inactive information once it’s in there. This session covers how to convert paper to electronic information that can easily be routed into and accessed via SharePoint. Also discover how you can provide storage optimization to SharePoint – even with massive amounts of data. Learn different ways to enable secure access to active and inactive SharePoint content. The session includes discussions on how to explore and manage content throughout its lifecycle, while supporting regulatory and corporate requirements.

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  • The role of information in organizations is under constant change. What was simply a casually drafted email or document one day can become a critical corporate asset overnight simply through a change in business policy, regulatory update or a legal challenge to the business. Information types are rapidly expanding in relevance to the enterprises well. Social content like wikis and blogs or rich media (video and audio) not originally considered critical to the business are becoming the primary ways to communicate information both within enterprises and with customers and business partners.More companies are using cloud and SaaS applications for rapid implementation of new services and to save costs. Corporations are using new social media channels such as Twitter, Google Buzz, Facebook and others for customer communications and outreach. The result: information is getting increasingly disaggregated.Enterprise content management (ECM) is no longer just about documents, images and other well-known assets. It is now about the broader information cloud which is much more dynamic and much more difficult to manage. The number of channels that generate information and distribute it has expanded beyond the traditional ECM definitions. Information itself is increasingly time-sensitive and shorter in form requiring rapid ingestion, dynamic aggregation and federation of sources to achieve timely business results.It’s a new era for enterprise information both in scope and in impact. This means traditional ECM needs to transform as well and expand in scope to provide a comprehensive information management platform
  • Are you able to transform data into actions and decisions?What is the cost of information silos on: service, risk, redundant infrastructure, maintenance, security … ?What are the competitive, social and environmental implications? What are the governance inhibitors to sharing information?We’ve all heard of the “new normal” business climate in which economic volatility and tumultuous market conditions have heightened competition and risk. In this climate, the ability to anticipate and implement rapid change is essential to innovation and leadership.Business leaders need to be fast and decisive in responding to change. The problem is they don’t often have the information needed to make important business decisions with confidence.Only 60 percent of major business decisions are based on analytics; the other 40 percent are based on intuition. (Accenture survey, 12/2008)Eight out of 10 business leaders make major decisions with missing or untrusted information. (IBM's Institute for Business Value, 2009)Despite the need for timely, high-quality information in business decision-making, we see that most organizations leave it mostly to their IT departments to develop strategies for extracting business value from their companies’ information. Deriving an information-based advantage is perceived as IT’s problem and is often not given adequate support or participation from the business units that stand to benefit most from such initiatives.Organizations need to work as a whole – meaning IT and business units collaborating together – to identify and expose implementable strategies for creating an information-based advantage.
  • Based on AIIM Industry Watch: “SharePoint Strategies and Experiences,” July 2010 study that was released last year, it clearly stated that 90% of those same users will be using SharePoint as some form of collaboration platform. Furthermore, 37% of the same respondents are considering to implement scanning and imaging solutions to enhance and extend their SharePoint solution within the next 12 to 18 months.
  • Many industries rely heavily on paper documents to communicate and deliver services to customers. Documents are received as paper files and routed through complex workflows to make important business decision. Even when business processes are not involved, paper remains an important part of a business’s compliance or eDiscovery initiative. Unfortunately, working with large volumes of paper documents and files presents several challenges:Physical Storage of documents carries significant risk of physical lossAdd the risk of not being able to locate misfiled or lost documentsThe cost of managing documents in paper form is clearSome important facts regarding paper documents. The typical organization…Spends $20 in labor to file each documentSpends $120 in labor searching for each misfiled documentLoses one out of every 20 documentsSpends 25 hours recreating each lost documentSpends $8 to process every invoice—70 percent (or $5.60) of which is related to document handlingSources: PricewaterhouseCoopers and IAPP (International Accounts Payable Professionals)
  • If we look at a recent survey conducted by Enterprise Strategy Group (ESG), corporations ranked their most considerations over the next 12-18 months when considering IT investment. And what we see is reduction in operational costs and business process improvement were the two top reasons for justifying technology investment.
  • And if we look at those two key reasons, plus driver surrounding, “improved security and risk management”, document capture addresses three of the top four considerations directly:Reduced operational costs: Capture is able to reduce paper storage and processing costs.Business process improvement: By transforming paper into electronic content, organizations can streamline paper-based business processes.Risk management: By applying consistent business processes and reporting throughout the capture and business process, organizations can better manage their important data and improve the consistency with which business decisions are made.
  • Key PointsLeading analysts, such as IDC and Forrester, regularly confirm that “capture is one of the safest IT investments” (Forrester) and that users receive excellent ROI, including complete paybacks within the first year.
  • SharePoint is in no capacity to handle this kind of collaborationSharePoint should not replace existing content investments within large complex environments For instance, don’t try to doinformation governanceprocess automationextended enterprise communication …with SharePoint
  • What EMC can offers an intelligent enterprise capture solution that goes well beyond traditional document capture. EMC Captiva extends the value of capture by delivering:Front office captureIntelligent document classificationIntelligent data extractionSupporting capture across the entire enterpriseDelivering standardized processing
  • The solution from EMC is call EMC Captiva, an intelligent enterprise capture solution.
  • EMC Captiva Intelligent Enterprise Capture
  • There are three key considerations that we’d like to focus on which will help you understand why organizations invest in “intelligent enterprise capture” solutions. The first consideration is to “capture anything, from anywhere”. By that we mean capturing documents wherever they are received within the organization and capturing documents in whatever form they are received.Intelligent Enterprise Capture enables you to capture anything – paper and electronic documents – from anywhere – central facilities, branch offices, field offices, and from any type of device – scanners, MFPs, fax machines, e-mail, and mobile devices
  • Effective intelligent enterprise capture solutions support the ability to capture documents wherever they are received. First, intelligent enterprise capture solutions supports high-volume centralized capture environments. Even in distributed organizations, organizations must be able to capture very high volumes of incoming documents in a mailroom environmentNote to Presenter: Click now in Slide Show mode for animation.Second, to accelerate document capture, an intelligent enterprise capture solution allows front-office workers to capture documents using scanners on their desktops or shared capture devices, such as network scanners or multi-function peripherals (MFPs)Note to Presenter: Click now in Slide Show mode for animation.Lastly, a true enterprise capture solution must support the ability to capture documents throughout the organization, from branch offices, distributed offices, and even support the ability to allow partners or customers to capture documents.
  • To support these diverse requirements requires support of a variety of devices. Intelligent enterprise capture solutions provide a platform to capture from anything and anywhere including:High-speed scanners to support centralized batch capture requirementsIntegration with fax servers to capture information received by faxSupport for ad-hoc capture through both desktop attached scanners……as well as browser-based support to enable capture from diverse locationsSupport for MFP to allow the use of existing hardware to support entire workgroups or departmentsAnd e-mail integration to support the automatic capture of paper-like documents that are received as e-mail messages or attachments (e.g., Acrobat PDF documents)
  • EMC Captiva Intelligent Enterprise Capture
  • Intelligent Enterprise Capture offers an intelligent approach to document capture, intelligently connecting information on business documents to systems that drive businesses today. IEC can intelligently identify a wide variety of business documents, intelligently identify and extract business information from these documents, and intelligently connect this information with business systems that can consume this information.
  • By applying intelligent automation, intelligent enterprise capture solutions can dramatically improve capture processes automated document classification leverages several technologies to automate document sortingNote to Presenter: Click now in Slide Show mode for animation.By using both graphic identification and intelligent text-based identification, documents are automatically identified, dramatically reducing or in some cases eliminating document preparation tasks.
  • Even more significant is the value that intelligent data extraction provides, transforming paper documents into electronic business information. With intelligent enterprise capture solutions, zonal and freeform technologies enable data extraction from all document types. The data is automatically validated using set business rules, and performing business validations against business systems and databases, ensuring the data is extracted correctly. The result is a significant cost reduction in terms of labor, and a faster, more reliable business process.
  • Key PointsEMC Captiva solutions allow you to eliminate most, if not all, manual document sorting.EMC Captiva applies several intelligent document recognition technologies to accurately identify documents of all types, including structured forms, semi-strucuted documents (e.g., invoices or patient records), or completely unstructured documents (e.g. correspondence).The technologies include:Full-page image techniques, where the entire structure of the page is analyzed and compared against incoming doucmentsHigh-precision anchor techniques, where unique, identifying areas of a documents, such a logo, set of lines, bar code, or other consistent elements may be matchedText-based analysis, where combinations of keywords or paragraphs can be comapred to find commonality and match document types, orHandwriting analysis, where hand written documents may be identified for further sorting
  • Intelligence goes beyond identifying documents and data on documents. Intelligent enterprise capture systems must be able to connect this information – including both the document image and the extracted business data – with the business systems that need to manage and process this information.Captiva integrates with all of the most common enterprise content management systems, and your most critical business systems and processes. Through out of the box connectors, and by providing a service-oriented architecture, Captiva can both receive documents and return images and/or business data using Web Services.
  • Captiva transforms paper documents into electronic information that can be stored and managed in a variety of different systems. And if we look at the various systems Captiva can connect to, Captiva obviously integrates tightly with EMC Documentum and Documentum xCP, allowing you to control where information is stored and what happens to the documents when they are delivered. When integrating, Captiva delivers:Electronic images, that can be stored in specific locations based on document content or business rulesDocument metadata, that can be used to find documents within a large repositoryExtracted data, that can be used to execute business processesTrigger Processes, so that Captiva can facilitate fully automated business processesNote to Presenter: Click now in Slide Show mode for animation.But Captiva’s integration with business systems goes well beyond integration with Documentum. Captiva can integrate with a variety of systems, including other leading ECM systems, business systems such as SAP and Oracle, Microsoft SharePoint, and many other business systems. And with each of these systems, Captiva’s integrates feature the same ability to store images, metadata and extracted data, and the ability to trigger workflows or business processes within the business system
  • EMC Captiva Intelligent Enterprise Capture
  • Finally, Intelligent Enterprise Capture provides extensive support for enterprise scalability and enterprise IT requirements. IEC systems can support not only high-volume requirements but also organizations that take an enterprise view towards capture and need to support various departmental and line-of-business requirements.
  • An important trend in capture today is the desire to consolidate capture applications for a number of different departments onto a single platform, dramatically reducing ongoing maintenance costs and simplifying deployment. Rather than maintaining a number of different systems throughout the enterprise, EMC Captiva provides capabilities that make it suitable forMailroom operations, including support for very high document capture volumes.Invoice capture, including advanced support for intelligently extracting data from less-structured documents.New accounts applications, including support for capture at distributed locations, such as branch offices. And many other applications throughout the enterprise.
  • So where do you start?Start getting rid of your paper!Don’t stop with scanning paperAttack paper that slows down your businessPick high-value applications and departmentsTake an enterprise view to maximize cost efficiencies and leverageCapture paper documents and deliver business-ready content into SharePoint
  • So now that we’ve tidied up our physical content and are managing it in SharePoint… [NEXT SLIDE – garbage pile]
  • We may end up with something that looks a little like this.SharePoint can turn into a content repository with a bunch of really good important content at the top…. But it can become difficult to find and manage some of the older content, when we get to certain volume levels, because we’ve done things like scanned a few thousand documents and imported those as image files into SharePoint. Reality is, by importing massive volumes of large file content can hamper performance of our deployment so we need to consider how we are going to now govern all of this content.My point is that the resultant problem of not addressing the “end stage” of the typical content lifecycle within SharePoint is that the best content can get buried and lost amongst content that is stale, old, obsolete, or worst of all – inaccurate. And the catch is that we often have to keep a lot of this business critical content in line with long term preservation requirements, or, information governance requirements.
  • To further nutshell this down, [CLICK] when we’re talking about governance and SharePoint we need to understand two sides of the same coin. We need to govern the people first, so making sure we have control factors in place that best manage who can create a new SharePoint site and how they can fill it with content to ensure maximum usability and so things don’t fly off the rails in terms of overloading the deployment.The second thing we need to govern is the content itself, and that’s really what I aim to address today.So with that what should we be considering? [NEXT SLIDE - Pains]
  • Now I wanted to outline the big pains. For the most part organizational pain points can be divided into two camps, IT and Compliance. IT feels those pains more associated with the operational issues driven by large SharePoint deployments: things like exponential information growth, and where they should be storing it all, how they should be controlling its growth as line-of-business workers go out and create new sites unbeknownst to IT, ensuring rapid search times and not so long back-up times.Now the compliance folks are a different breed, their focus isn’t what they can do for the infrastructure, it’s what the infrastructure can do for them! They want to make sure the content is under control, that all regulatory obligations are being met, that they are mitigating any unnecessary risk and more so, that they are prepared when legal action strikes!But these two are joined in their misery, as they both ultimately desire information governance – one wants to govern the people creating the content, the other govern the content created by the people. They both strive for operational efficiencies, with one group looking to ensure the infrastructure is performing at the required levels and the other wanting to make sure the content is being centrally managed against a unified policy. In terms of End-user transparency. The IT folks want the end-users to feel as though nothing has changed in their experience and the compliance folk want unfettered access to content when required. And lastly, everyone wants reduced costs – costs attributed to down time and admin time, and those costs accorded to legal bills and fines.
  • So I’ve painted a pretty obvious picture here around SharePoint, what we’re using it for and more specifically some of the issues we’re going to have to manage and overcome. As mentioned my plan is to discuss information governance for SharePoint and for the next few slides I hope to outline what we should be thinking of around this topic. So here we have what I would consider a short list of the bigger things we should be considering as we continue to use and in some cases abuse our new favorite solution, in the end we should have a better understanding of what we need to be doing in order to be taking part in Good Information Governance.What are your most immediate needs?How much content are you planning to hold in SharePoint? And what’s your budget? What type of content are you trying to capture?What are your compliance requirements?Are you going to break the “experience”?Do you have other content outside of SharePoint that needs to be archived?
  • What are your most immediate needs?So what are your most immediate needs? Well for each organization it would be fair to say, needs are all pretty unique, at least in my experience. I mean at a high level we all need the same things, but as we delve down into the minutia of individual organizations requirements can get pretty specific. In terms of Info Gov I generally see a few key areas in which to start.I’d say the biggest request I get , and have gotten in the past 3 years is to get content out of SQL. As the amount of information grows in SharePoint we can quickly run into operational issues with slow performance, and scalability.Another classic concern specific to my line of work is around old content in SharePoint. Although we’ll get to specifics later, there are a lot of folks out there with lots of sites that do very little but take up space.And lastly, we live in a litigious nation, people sue people, it’s fun. Well information can be one of two things, your saviour, or your undoing. You need to ensure fast access to content, all of the content, all of the time.In some cases, cases that I am particularly fond of, we see a requirement for all of this.The bottom line is that we all have immediate needs, and we need a solution that is flexible enough to address these needs as they arise, either individually or frighteningly, all at once.
  • So we’ve come to the agreement that we have lots of information, there’s no question about that… [CLICK] we have our word, PowerPoint and excel docs, email, all of that stuff we have in file shares and network drives, we have dynamic content like wikis and blogs and of course we have physical content… LOTS of physical content. And we’re trying to get all of this content into SharePoint so we can leverage it in a nice orderly fashion.Ideally we want to manage all of our information in the same way and in the same place as the rest of our content, so we can leverage centrally managed ecosystem under a set of unified policies. But there are other considerations we must make in terms of the type of content we are trying to manage…
  • After I ask customers how much content they have and what type it is, I ask, how old is it? According to industry average, last year, we were seeing that roughly one quarter of all sites were inactive, or orphaned. And let’s think about the process SharePoint end-users undertake here… we get a request from a group in the organization for a site, where they will actively post and version all sorts of content for Project A. A few months go by and Project A comes to completion, and out of the blue we get another request for a new site… this time for Project B. And although some folks may grab some content and repurpose in Project B for the most part after the first little while of Project B has passed, the Project A site sits idle. So not only do we have another site with all sorts of new content, we are now starting to build out our volumes of duplicate content… and this is when things get ugly.Now think 2 slides back and the example of the large financial firm with 40 TBs of data in SharePoint… based on the stat you see here, that means 10 TBs of that data is doing nothing, but taking up the most costly form of storage. There must be a better way!?!
  • It would be fair to say that theses days you’d be hard pressed not to be confronted with compliance – be it corporate policies or full-on industry regulations, there are a few out there and frighteningly enough, many more on the way. This list here includes just those I could remember myself…From an information governance standpoint, if you are moving SharePoint content into an RM repository or archive, you want to either apply new policies according to your requirements, or maintain the policies you had when the content lived in SharePoint. Applying a lifecycle to content through retention and disposition policies is a must for a couple of reasons, one: you’re accountable for all of the information you create, and two: once all regulatory obligations have been met on content it really behooves you to get rid of it – because as they say, any information you have can and will be used against you in a court of law.
  • Ah yes, the “User Experience!” Show of hands, how many of you have watched someone from MSFT present SharePoint? I have a number of times, and for fun the last time, at Tech Ed this Spring, I counted the number of times the presenter used the word experience, 442. Seriously though, the experience is really what SharePoint is all about right, I mean that’s why it has been so immensely popular, it really connects the people and the content through technology.One thing you have to ask yourself when you’re a vendor looking to develop some sort of solution that enhances or extends SharePoint is, will I break the experience? If the answer is yes, the solution will fail. It is of tantamount importance that the SharePoint end-user in particular never be taken outside of that work experience, that if any enhancements or extensions to SharePoint are made, they be made behind the scenes. You can’t add to the effort of the end-user, the solution has to maintain it’s simple and easy-to-use… you know.
  • It wouldn’t be a stretch to say that if you have SharePoint you probably have email and file shares. Most organizations also have things like back-up tapes and DVDs; Flash drives and network connected PCs. Oh! And physical content.We learned a long time ago that storing stuff here and there was not optimal. Centralized management of information spreads across the information infrastructure was the ideal. This concept of centralized management makes a lot of sense, and although SharePoint is an information solution, it is likely not going to be your ONLY information solution, rather, it will be part of the broader information infrastructure. So back to what you see on the screen here: we have multiple silos of content, and we probably want to centrally manage everything you’ll be archiving. So if you’re moving content from SharePoint to an archive, it should really live alongside the file content you’ve archived, the email you’ve archived and God knows what else you feel like archiving. The benefits of centralization relate to a lot of the things we’ve already discussed, like compliance and litigation readiness: managing all of your archived content under one set of unified compliance policies, or have a central place where all your information can be retrieved from when, not if, you get sued and need to get at it.
  • So now I present to you, EMC SourceOne for Microsoft SharePoint, or SourceOne for SharePoint to save some time.There are really three facets to this solution: operational efficiencies, information governance and end-user transparency. You’ll note that these align very closely to the Ideal Solution I outlined moments ago.
  • So now I present to you, EMC SourceOne for Microsoft SharePoint, or SourceOne for SharePoint to save some time.There are really three facets to this solution: operational efficiencies, information governance and end-user transparency. You’ll note that these align very closely to the Ideal Solution I outlined moments ago.
  • In terms of operational value we are again reducing the load on SharePoint by rerouting content into a more appropriate and less costly tier of storage. To do this we leverage Microsoft’s recommended method for externalization and ensure 100% transparency between the content that has been re-directed and the end-user that uses it. This solution also can enhance SharePoint’s overall scalability and can dramatically improve performance, as up to 95% of the load can be displaced from SharePoint.
  • So how does the externalization of active SharePoint content help? Well first let’s begin with how it works.[CLICK]Natively SharePoint stores its content in a SQL Server database, now it is important to understand that the content itself can be split into two things, one, the meta data, and secondly the Binary Large Object or BLOB, which again can account for up to 95% of the contents mass.[CLICK]What the SourceOne solution does is leverages Microsoft’s recommended approach to externalization and uses a MSFT created API to essentially dissect the content into metadata and BLOB, where we then route the BLOB to a SourceOne folder and the metadata continues on its trip to SQL. As we already know this provides improved efficiencies and reduced load on SharePoint, but the big thing that leaving the metadata in SQL allows is 100% end-user transparency, such that the end-user sees and can access the content as though it lives natively in SharePoint!
  • So what about the information governance side of this coin?Well we already noted that 25% of SharePoint content is living outdated or orphaned, the product of completed projects now sitting idle in SharePoint.To help manage the growth of SharePoint farms and more importantly provide good information governance, SourceOne for SharePoint brings forward three big benefits:The first is one of the biggest, and that is the ability to manage archived content against a lifecycle, or more specifically, apply retention and disposition policies against any and all content moved into a SourceOne archive. And in this day and age of legal preparedness we must ensure that when required we can find, access and gather content, in its original form, and present it in a court of law. To do this organizations can also leverage EMC SourceOne’s industry leading eDiscovery solutions.And lastly, content accessibility. In a classic archival process content is copied and moved out of its original repository and stored in an archive, or separate repository; once it is confirmed that the content is in the archive, it is most often, for storage management efficiencies sake, deleted from its original repository as to not be storing twice the amount of content. But with SharePoint we must always be aware of the end-user. And even though we’ve archived the content and most likely “removed” it from SharePoint, we must ensure accessibility to the end-user, and with the SourceOne solution for SharePoint we have by providing a SharePoint search web part that lives right in SharePoint’s native Search Services.
  • This is a view of the SourceOne administrator’s console where admins can execute on activities to archive email, file system AND of course SharePoint content. It is a simple wizard driven UI that provides a complete information governance platform for the centralized management, long term archival and preservation of old and outdated content under a unified set of policies, from multiple sources. In this image you can see that through the SourceOne admin console, amongst other archiving options, an administrator can now select an activity to archive SharePoint content specifically.
  • 2 x CLICKSOne use case I wanted to bring up surrounds the migration from SharePoint 2003/2007 to 2010. [CLICK] It is again important to understand that although a lot of content will reside in SharePoint, chances are ALL of your content won’t live in SharePoint. [CLICK] But during migration you will have the proverbial hood open, why not take this opportunity to tune the whole engine as opposed to just replacing the spark plugs?
  • The first thing we need to do is simply understand what information we have. So there are a number of tools that can help you search across your entire information infrastructure that help you figure out two key things: What type of content do you have, and when was it last accessed.
  • With this information we can define 3 simple buckets:[CLICK]The first bucket is our active content bucket, so all of the information that we are using regularly, collaborating on, versioning, etc. in SharePoint. And if we’ve done something like a File Share migration, or moved all of our paper forms into SharePoint to get a better handle on all of the working content we have in our organization, we might find that we’ve placed too large a burden on SharePoint, but that’s okay, because we can always externalize active content to a smarter more cost effective tier of storage.[CLICK]The next bucket is the inactive stuff, that old, orphaned content that was, for example, once part of a project now complete. Additionally, during that file share migration effort we undertook we probably realized, hey, a lot of this stuff is old and not being used, but we have to keep it under compliance due to regulatory obligations… no point in bogging down SharePoint with old stuff right? No, move it into a retention enabled archive where it can be managed long-term at a much lower cost.[CLICK] And lastly, and often the biggest, the Delete Bucket. This is where we put those music libraries some guy in marketing had on the G-drive, but even more so, this is where we put all the duplicate information we managed to find. And please remember: we only press the giant red delete button once we are sure the content has lived up to all regulatory obligations.In the end we are left with a nice tidy information infrastructure, where active content is being managed in SharePoint with large loads being externalized, and we’ve established a great set of long-term policies to manage older content that we must maintain under compliance.
  • For more content and information around the EMC solutions please check out emc.com/captureconnectgo for solutions related to EMC Captiva and SourceOneCity.com for information related to EMC’s SourceOne offerings. These sites provide a most unique interactive web experience and a place where you can find data sheets, white papers, videos and more.Or better yet, just feel to send me an email at raul.gabriel@emc.comThanks.
  • Thank you very much for attending today’s session and hopefully you have found the details we have just provided informative and useful. Enjoy the rest of the conference.

Getting Information In and Out of SharePoint Getting Information In and Out of SharePoint Presentation Transcript

  • GETTING NEW INFORMATION IN AND OLD INFORMATION OUT OF SHAREPOINT
    Raul Gabriel, Product Marketing Manager
    EMC Captiva
  • CONTENT
    MANAGEMENT
    APPS
    CASE
    MANAGEMENT
    CUSTOMER
    COMMUNICATIONS
    RETENTION/POLICY
    MANAGEMENT
    WEB EXPERIENCE
    MANAGEMENT
    E-DISCOVERY
    PUBLIC CLOUD
    PRIVATE CLOUD
    ON-PREMISE
    LOCATION INDEPENDENCE
    MORE CONTENT TYPES
    MOBILE
    INFORMATION
    ANALYTICS
    SERVICES
    GOVERNANCE
    LIBRARY SERVICES
    PROCESS
    Transformation of ECM
  • Business Reality
    71%
    67%
    Organizations are committed or will consider SharePoint for their business
    Respondents needed to either customize or buy third-party products to allow SharePoint to meet their needs
    Source: IDC 2009
    Source: AIIM Market Intelligence Report on SharePoint 2010
  • SharePoint Use in ECM
    90%
    37%
    Respondents using SharePoint as collaboration/
    workspaces/team sites
    Respondents planning to implement scanning and image management in the
    next 12 – 18 months
    Source: AIIM Industry Watch: “SharePoint Strategies and Experiences,” July 2010
  • “Suspicious” fire destroys thousands of criminal records at Vallejo courthouse
    Why?
    Confidential information about customers was found left on open shelves or in unlocked cabinets
  • Justifying Technology Investments Today
    Which of the following considerations do you believe will be most important in justifying IT investments to your organization’s business management team over the next 12-18 months?
    (Percent of respondents, three responses accepted)
    © 2010 Enterprise Strategy Group
  • Justifying Technology Investments Today
    Shipping Costs
    Labor Costs
    Shipping Costs
    Labor Costs
    Shipping Delays
    Manual Processing
    Shipping Delays
    Manual Processing
    Data Inaccuracies
    Security Holes
    Data Inaccuracies
    Security Holes
    Lack of IT Support
    Customization
    © 2010 Enterprise Strategy Group
  • “Advanced capture applications offer an excellent ROI opportunity...
    Users are typically seeing payback in 12 months or less, and often less than 6 months.”
    Melissa Webster, IDC’s November 2008 Document Processes QuickPoll Survey
  • SharePoint: Extend & Enhance
    EMC CAPTIVA
    FOR MICROSOFT SHAREPOINT
    EMC DOCUMENTUM REPOSITORY SERVICES
    FOR MICROSOFT SHAREPOINT
    EMC SOURCEONE
    FOR MICROSOFT SHAREPOINT
    EMC SOURCEONE eDISCOVERY – KAZEON
    EMC MY DOCUMENTUM
    FOR MICROSOFT SHAREPOINT
  • PHYSICAL DELIVERY
    Traditional Document Capture
  • MANUAL SORTING
    Traditional Document Capture
  • SCANNING
    Traditional Document Capture
  • DOCUMENT STORAGE
    Traditional Document Capture
  • MANUAL DATA ENTRY
    Traditional Document Capture
  • BUSINESS SYSTEMS
    Traditional Document Capture
  • Going Beyond Traditional Document Capture
    Extending the Value of Capture
    Front-Office Capture
    Distributed Capture
    Automated Classification
    Automated Data Entry
    Beyond Departments
    Standardized Processing
  • Introducing…
    Intelligent Enterprise Capture
    from EMC Captiva
  • Intelligent
    Intelligent
    Enterprise
    Enterprise
    Capture
  • Capture Anything,from Anywhere
  • DISTRIBUTEDCAPTURE
    • branch or regional offices
    • field offices, customers
    • web-based scanning
    • scanners and mfp
    CENTRALIZEDCAPTURE
    • mailroom
    • dedicated scanning
    AD HOCCAPTURE
    • knowledge workers
    • desktop scanners
    Capture Anything, from Anywhere
  • e-mail integration
    centralized batch capture
    fax server integration
    networked mfp capture
    ad-hoc desktop capture
    ad-hoc browser-based capture
    Capture Anything, from Anywhere
  • Intelligent
    Enterprise
    Capture
    Enterprise
    Capture
  • Intelligently Connect Document Information to Business Systems
  • SCANNING
    Intelligently Transforming Documents
    Intelligently Connect Document Information to Business Systems
    Automated Document Classification
    • Graphic Identification
    • Intelligent Text-based Identification
    • Eliminates manual sorting
  • EXCEPTIONS ONLY
    Intelligently Transforming Documents
    Intelligently Connect Document Information to Business Systems
    Intelligent Data Extraction
    • Forms and Freeform Data Extraction
    • Automatic Data Validation
    • Significant reduces data entry and validation time, errors, and expense
  • Intelligent Document Recognition
    Eliminating Manual Document Preparation
    AUTOMATED SORTING
    FULL-PAGE
    IMAGE
    FULL-PAGE
    IMAGE
    PRECISION ANCHORS
    PRECISION ANCHORS
    TEXT-BASED
    ANALYSIS
    TEXT-BASED
    ANALYSIS
    HAND-WRITING
    HAND-WRITING
  • Intelligent Data Extraction
    Extracts data from all document types using zonal or freeform data extraction
    SSN
    555-44-3333
    SSN
    555-44-3333
    Patient #
    369-6123
    Patient #
    369-6123
    Date
    04/08/08
    Date
    04/08/08
    Identifies regular patterns and data formats to increase accuracy
  • Intelligent Data Extraction andAutomated Data Validation
    Patient
    Database
    SSN
    555-44-3333
    Patient #
    369-6123
    Date
    04/08/08
    Compares extracted data against data sources, business rules, or inspect manually
  • Intelligently Transforming Documents
    Intelligently Connect Document Information to Business Systems
    BUSINESS SYSTEMS
    Connecting Business Information
    • Enterprise Content Management
    • Business Applications
    • Service-Oriented Architectures
  • Intelligently Connect Business Information
    Other Systems
    Intelligent Capture
    Trigger Processes
    Document Metadata
    Electronic Images
    Extracted Data
  • Intelligent
    Intelligent
    Capture
    Enterprise
    Capture
  • Mission-critical Enterprise Scalability & Availability
  • Mission-critical Enterprise Scalability
    Scalability
    • Address future needs
    • Deploy throughout enterprise
    Performance
    • Streamline business processes
    • Eliminates bottlenecks
    Administration
    • Administer across enterprise
    • Monitor productivity; ensure SLAs
    Deployment
    • Drag-and-drop process development
    • Simple deployment options
  • new accounts
    invoice capture
    mailroom
    Enterprise Capture Availability
    Leverage Single Platform Throughout Enterprise
    • Branch Office Distributed Capture
    • Automated Forms Processing
    • Integration with Business Systems
    • Ad Hoc and Distributed Capture
    • Intelligent Data Extraction
    • Integration with Business Systems
    • Very High Document Volumes
    • Central and Distributed Capture
    • Automatic Document Sorting
  • Where Should You Start?
    Start getting rid of your paper!
    Attack paper that slows down your business
    Pick high-value applications and departments
    Take an enterprise view to maximize cost efficiencies and leverage
    Capture paper documents and deliver business-ready content into SharePoint
  • Now that it’s all in SharePoint…
  • Where they end up
    Picture, of MESS (Garbage?)
    Is This Your SharePoint Environment?
  • Information
    Governance
    What is “Information Governance”?
    Archiving
    Search & eDiscovery
    Compliance
    Source: “The Rise of Information Governance: From Reactive e-Discovery to Proactive Information Management,” The 451 Group, August 2009
  • The Two Sides of Governance…
    People
    Content
  • Organizational Pain Points
    Compliance
    IT
    Information
    Governance
    Litigation Readiness
    Operational efficiencies
    Content Security
    Retention & Control
    Operational
    Efficiencies
    Paperless Requirements
    eDiscovery
    Information Growth
    Regulatory
    Compliance
    Reduced Costs
    End-user Access
    Risk Mitigation
    Content Control
    End-user
    Transparency
    Single Point
    of Access
    Shorten back-up
    windows
  • Thinking about Information Governance for SharePoint?
    • What are your most immediate needs?
    • How much content are you planning to hold in SharePoint?
    • What type of content are you trying to capture?
    • What are your compliance requirements?
    • Are you going to break the “user experience”?
    • Do you have other content outside of SharePoint that needs to be managed?
  • Thinking about Information Governance for SharePoint?
    • What are your most immediate needs?
    Immediate operational challenges with active SharePoint content?
    Or …
    Site/content retirement andcompliancerequirements?
    Or …
    Enablinglitigation readiness
    Or …
    ALL OF THE ABOVE!!!
  • Thinking about Information Governance for SharePoint?
    • How much content are you planning to hold in SharePoint?
    5 Terabytes
    12 Terabytes
    40 Terabytes
    + 400 Million Documents
  • Putting Information Governance on the Map
    • What type of content are you trying to capture?
    INFORMATION
    Information Governance
  • Thinking about Information Governance for SharePoint?
    • What type of content are you trying to capture?
    Active
    Sites
    Inactive
    Sites
    75%
    25%
    You need to ask yourself:
    What information is being stored in these sites and are they being managed long-term?
    InfoTrends Report: “Gathering MOSS?”; August 2009
  • Thinking about Information Governance for SharePoint?
    • What are your compliance requirements?
    Sarbanes-Oxley Act (SOX) ~ PCAOB ~ SAS 94 ~ AICPA/CICA Privacy Framework ~ AICPA Suitable Trust Services Criteria ~ SEC Retention of Records, 17 CFR 210.2-06 ~ SEC Controls and Procedures, 17 CFR 240.15d-15 ~ SEC Reporting Transactions and Holdings, 17 CFR 240.16a-3 ~ Basel II ~ BIS Sound Practices for the Management and Supervision of Operational Risk ~ Gramm-Leach-Bliley Act (GLB) ~ Standards for Safeguarding Customer Information, FTC 16 CFR 314 ~ Privacy of Consumer Financial Information Rule ~ Safety and Soundness Standards, Appendix of 12 CFR 30 ~ FFIEC Information Security ~ FFIEC Development Acquisition ~ FFIEC Business Continuity Planning ~ FFIEC Audit ~ FFIEC Management ~ FFIEC Operations ~ NASD ~ NYSE ~ Recordkeeping rule for securities exchanges, SEC 17 CFR 240.17a-1 ~ Records to be made by exchange members, SEC 17 CFR 240.17a-3 ~ Records to be preserved by exchange members, SEC 17 CFR 240.17a-4 ~ Recordkeeping, SEC 17 CFR 240.17Ad-6 ~ Record retention, SEC 17 CFR 240.17Ad-7 ~ HIPAA (Health Insurance Portability and Accountability Act) ~ HIPAA HCFA Internet Security Policy ~ NIST Introductory Resource Guide for [HIPAA] (800-66) ~ CMS Core Security Requirements (CSR) ~ CMS Information Security Acceptable Risk Safeguards (ARS) ~ CMS Information Security Certification & Accreditation (C&A) ~ FDA Electronic Records; Electronic Signatures 21 CFR Part 11+D1 ~ Federal Energy Regulatory Commission (FERC) ~ North American Electric Reliability Council (NERC) ~ VISA CISP (Cardholder Information Security Program) ~ Mastercard SDP (Site Data Protection) Program ~ American Express DSS (Data Security Standard) ~ PCI DSS (Payment Card Industry Data Security Standard) ~ FTC ESIGN (Electronic Signatures in Global and National Commerce Act) ~ Uniform Electronic Transactions Act (UETA) ~ FISMA (Federal Information Security Management Act) ~ FISCAM (Federal Information System Controls Audit Manual) ~ FIPS Security Requirements for Cryptographic Modules 140-2 ~ FIPS Guideline for the Analysis of LAN Security 191 ~ FIPS Application Profile for GILS 192 ~ Clinger-Cohen Act (Information Technology Management Reform Act) ~ National Strategy to Secure Cyberspace ~ GAO Financial Audit Manual ~ DOD ...Standard for Electronic Records Management Software...5015-2 ~ CISWG Report on the Best Practices Subgroup ~ CISWG Information Security Program Elements ~ NCUA Guidelines for Safeguarding Member Information 12 CFR 748 ~ IRS Revenue Procedure: Retention of books and records 97-22 ~ IRS Revenue Procedure: Record retention: automatic data processing… 98-25 ~ IRS Internal Revenue Code Section 501(c)(3) ~ Federal Rules of Civil Procedure ~ Uniform Rules of Civil Procedure ~ ISO 15489-1 Information and Documentation: Records management: General ~ ISO 15489-2 Information and Documentation: Records management: Guidelines ~ DIRKS: A Strategic Approach to Managing Business Information ~ Sedona Principles Addressing Electronic Document Production ~ NIST ...Principles and Practices for Securing IT Systems 800-14 ~ NIST ...Developing Security Plans for Federal Information Systems 800-18 ~ NIST Security Self-Assessment Guide... 800-26 ~ NIST Risk Management Guide... 800-30 ~ NIST Contingency Planning Guide... 800-34 ~ NIST ...Patch and Vulnerability Management Program 800-40 ~ NIST Guidelines on Firewalls and Firewall Policy 800-41 ~ NIST Security Controls for Federal Information Systems 800-53 ~ NIST ...Mapping...Information and...Systems to Security Categories 800-60 ~ NIST Computer Security Incident Handling Guide 800-61 ~ NIST Security Considerations in...Information System Development 800-64 ~ ISO 73:2002 Risk management -- Vocabulary ~ ISO 1335 Information technology – Guidelines for management of IT Security ~ ISO 17799:2000 Code of Practice for Information Security Management ~ ISO 27001:2005 ...Information Security Management Systems -- Requirements ~ IT Information Library (ITIL) Planning to Implement Service Management ~ IT Information Library (ITIL) ICT Infrastructure Management ~ IT Information Library (ITIL) Service Delivery ~ IT Information Library (ITIL) Service Support ~ IT Information Library (ITIL) Application Management ~ IT Information Library (ITIL) Security Management ~ COSO Enterprise Risk Management (ERM) Framework ~ CobiT 3rd Edition ~ CobiT 4th Edition ~ ISACA IS Standards, Guidelines, and Procedures for Auditing and Control... ~ NFPA 1600 ...Disaster/Emergency Management and Business Continuity... ~ Information Security Forum (ISF) Standard of Good Practice ~ Information Security Forum (ISF) Security Audit of Networks ~ A Risk Management Standard, jointly issued by AIRMIC, ALARM, and IRM ~ Business Continuity Institute (BCI) Good Practice Guidelines ~ IIA Global Technology Audit Guide - Information Technology Controls ~ ISSA Generally Accepted Information Security Principles (GAISP) ~ CERT Operationally Critical Threat, Asset & Vulnerability Evaluation (OCTAVE) ~ Cable Communications Privacy Act Title 47 § 551 ~ Telemarketing Sales Rule (TSR) amendment 16 CFR 310.4(b)(3)(iv) ~ CAN SPAM Act ~ Children's Online Privacy Protection Act (COPPA) 16 CFR 312 ~ Children's Online Privacy Protection Act (COPPA) 16 CFR 312 ~ Driver's Privacy Protection Act (DPPA) 18 USC 2721 ~ Family Education Rights Privacy Act (FERPA) 20 USC 1232 ~ Privacy Act of 1974 5 USC 552a ~ Telemarketing Sales Rule (TSR) 16 CFR 310 ~ Video Privacy Protection Act (VPPA) 18 USC 2710 ~ Specter-Leahy Personal Data Privacy and Security Act ~ AR Personal Information Protection Act SB 1167 ~ AZ Amendment to Arizona Revised Statutes 13-2001 HB 2116 ~ CA Information Practice Act SB 1386 ~ CA General Security Standard for Businesses AB 1950 ~ CA Public Records Military Veteran Discharge Documents AB 1798 ~ CA OPP Recommended Practices on Notification of Security Breach ~ CO Prohibition against Using Identity Information for Unlawful Purpose HB 1134 ~ CO Consumer Credit Solicitation Protection HB 1274 ~ CO Prohibiting Inclusion of Social Security Number HB 1311 ~ CT Requiring Consumer Credit Bureaus to Offer Security Freezes SB 650 ~ CT Concerning Nondisclosure of Private Tenant Information HB 5184 ~ DE Computer Security Breaches HB 116 ~ FL Personal Identification Information/Unlawful Use HB 481 ~ GA Consumer Reporting Agencies SB 230 ~ GA Public employees; Fraud, Waste, and Abuse HB 656 ~ HI Exempting disclosure of Social Security numbers HB 2674 ~ IL Personal Information Protection Act HB 1633 ~ IN Release of Social Security Number, Notice of Security Breach SB 503 ~ LA Database Security Breach Notification Law SB 205 Act 499 ~ ME To Protect Maine Citizens from Identity Theft LD 1671 ~ MN Data Warehouses; Notice Required for Certain Disclosures HF 2121 ~ MO HB 957 ~ MT To Implement Individual Privacy and to Prevent Identity Theft HB 732 ~ NJ Identity Theft Prevention Act A4001/S1914 ~ NY A4254, A3492 [no title] ~ NV SB 347 [no title] ~ NC Security Breach Notification Law (Identity Theft Protection Act) SB 1048 ~ ND Personal information protection act SB 2251 ~ OH Personal information -- contact if unauthorized access HB 104 ~ RI Security Breach Notification Law H 6191 ~ TN Security Breach Notification SB 2220 ~ TX Identity Theft Enforcement and Protection Act SB 122 ~ VT Relating to Identity Theft HB 327 ~ VA Identity theft; penalty; restitution; victim assistance HB 872 ~ WA Notice of a breach of the security SB 6043 ~ EU Directive on Privacy and Electronic Communications 2002/58/EC ~ EU Directive on Data Protection 95/46/EC ~ US Department of Commerce EU Safe Harbor Privacy Principles ~ ...Consumer Interests in the Telecommunications Market Act No. 661 ~ Directive On Privacy And Electronic Communications 2002.58.EC ~ OECD Technology Risk Checklist ~ OECD Guidelines on...Privacy and Transborder Flows of Personal Data ~ UN Guidelines for the Regulation of Computerized
  • Thinking about Information Governance for SharePoint?
    • Are you going to break the “userexperience”?
  • Thinking about Information Governance for SharePoint?
    • Do you have other content outside of SharePoint that needs to be managed?
  • The Ideal
    Provideretention and control of archived business-relevant SharePoint content
    Help manage the growing number of outdated/orphaned SharePoint sites and content
    Shorten our backup windows and maintain performance
    Enable centralized management & access for content from SharePoint
  • SharePoint: Extend & Enhance
    EMC CAPTIVA
    FOR MICROSOFT SHAREPOINT
    EMC DOCUMENTUM REPOSITORY SERVICES
    FOR MICROSOFT SHAREPOINT
    EMC SOURCEONE
    FOR MICROSOFT SHAREPOINT
    EMC SOURCEONE eDISCOVERY – KAZEON
    EMC MY DOCUMENTUM
    FOR MICROSOFT SHAREPOINT
  • EMC SourceOne for Microsoft SharePoint
    Operational Efficiencies
    Information Governance
    End-User Transparency
    For Microsoft SharePoint
  • The Operational Value
    To scale to 100s of millions of documents customers need to distribute the data across several databases and sites – or “move” the data
    Enhanced scalability
    Improved performance
    Shorter backup
    For Microsoft SharePoint
  • Big savings through Externalization
    SharePoint
    Metadata
    BLOB
    SourceOne
    BLOB Handler
    Metadata
    SharePoint
    End-User
    Leverage Microsoft’s preferred method for externalization
    Object
    Reduce load on SQL
    Reduce costs via tiered storage
    Maintain end-user experience
    Ensure performance & scalability
  • The Information Governance Value
    To manage the 100s of sites and millions of documents that are orphaned or inactive customers must ensure policies are in place for governing the content once it has left SharePoint
    Maintain retention & control
    Litigation readiness
    Content accessibility
    For Microsoft SharePoint
  • Leverage the Power of SourceOne
    Centralized Information Governance
    SourceOne supports multiple content types for archival including Email & SharePoint
    Centrally manage and administrate all archived content
  • Migrating to SharePoint 2010:A story of good housekeeping
    EMC SourceOne + Microsoft SharePoint 2010
  • Understand what you have using File Intelligence
    What type of content do you have?
    When was the last time it was accessed?
  • Create 3 Simple Buckets…
    Active
    Inactive
    Delete
    …Maintain Good Information Governance
  • SharePoint: Extend & Enhance
    EMC CAPTIVA
    FOR MICROSOFT SHAREPOINT
    EMC DOCUMENTUM REPOSITORY SERVICES
    FOR MICROSOFT SHAREPOINT
    EMC SOURCEONE
    FOR MICROSOFT SHAREPOINT
    EMC SOURCEONE eDISCOVERY – KAZEON
    EMC MY DOCUMENTUM
    FOR MICROSOFT SHAREPOINT
  • Summary
    SourceOneCity.com
    EMC.com/Captiva