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SharePoint ExtendedSteve Lapwood30 August 2011
Twilight – SharePoint Extended500,000,000 emails sent, and 25,000,000 searches in 10 minutes!       Source: Worldmeters.info
Twilight – SharePoint Extended       Source: AIIM Industry Watch - State of the ECM Industry 2011
Twilight – SharePoint Extended       Source: AIIM Industry Watch - State of the ECM Industry 2011
Twilight – SharePoint Extended       Source: AIIM Industry Watch - State of the ECM Industry 2011
Twilight – SharePoint ExtendedCONTENT CHAOS            “Lack of confidence in the accuracy, accessibility and       trustw...
The Black Hole of Information
Twilight – SharePoint ExtendedTOO MUCH CONTENT AND NOT ENOUGH USEFUL INFORMATION    TOO MUCH CONTENT                  MORE...
Twilight – SharePoint ExtendedCONTENT GROWTH VS INFORMATION VALUEVolume                                 Growth            ...
What Can We Do About It?
Twilight – SharePoint ExtendedTYPICAL NEEDS                        Direction and            Business                      ...
Twilight – SharePoint ExtendedA SOLUTION STACK                          Vision and             Analysis and        Impleme...
Twilight – SharePoint Extended SharePoint 2010 – 6 SYSTEMS IN ONE                                           A single place...
Twilight – SharePoint ExtendedMANAGE YOUR CONTENT – IT’S CREATED TO BE USED                 Forms            Classificatio...
Twilight – SharePoint Extended WHAT DOES “good” LOOK LIKE?       Create/Capture             Store – Share – Collaborate – ...
RecordPointwww.recordpoint.com.au
Twilight – SharePoint Extended          RecordPoint delivers a      comprehensive PRA compliant    records management solu...
Twilight – SharePoint ExtendedCOMPLIANCE REQUIREMENTS - WHAT NEEDS TO BE MANAGED?    PHYSICAL OBJECTS...          ELECTRON...
Twilight – SharePoint Extended                      Lift the Burden from your End-Users
Twilight – SharePoint ExtendedA MORE PRACTICAL APPROACH     Use rules to map business (information) processes to          ...
Twilight – SharePoint Extended    Collaboration sites                                                                     ...
Twilight – SharePoint Extended                    SharePoint                                       RecordPoint            ...
Twilight – SharePoint ExtendedWHY RecordPoint IS DIFFERENT•   All about the end user•   Easy to use interface - Microsoft ...
OnePlaceMailwww.scinaptic.com
Twilight – SharePoint Extended    OnePlaceMail               Drag & drop               multiple emails           1   and/o...
Implementation Considerations
Twilight – SharePoint ExtendedSOLUTION DELIVERY FRAMEWORK                                         Pilot Sites             ...
Twilight – SharePoint ExtendedBUSINESS CASE CONTENT - EXAMPLE 1. Reference    •    Project name/reference                 ...
Twilight – SharePoint ExtendedHOW TO ACHIEVE BENEFITIAL BUSINESS OUTCOMES                                  Governance Fram...
Twilight – SharePoint ExtendedINTEGRATION POINTS      Office, Outlook, Visio                  Scanning devices       • d...
Twilight – SharePoint ExtendedMIGRATION      Source                               Processes       • Physical documents  ...
Twilight – SharePoint ExtendedINFORMATION MANAGEMENT Information architecture            Intranet “home”            Sit...
Twilight – SharePoint ExtendedGOVERNANCE FRAMEWORK Programme Governance     Sponsorship     Vision     Programme Manag...
Twilight – SharePoint ExtendedBUSINESS TRANSFORMATION Functionality      Function exposed to users Content      Struct...
Summary
Twilight – SharePoint Extended Exponential information growth Information black holes SharePoint extended      RecordP...
Questions?
Thank You
Intergen Twilight Seminar - SharePoint Extended
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Intergen Twilight Seminar - SharePoint Extended

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How to Make Your Content, Document and Records Management “Easy”

Are you struggling to keep your head above the tide of information being created? Is your file share “sprawl” making stuff difficult to find? How’s your intranet? And how is your operational effectiveness being compromised? How do you reach “nirvana” of having well organised information that is easy to find and compliant?

This presentation provided attendees with an understanding of the information “black hole” and the holistic solutions that enable information assets to work for them, and achieve compliance as a by-product of people’s normal business activities.

SharePoint 2010 is the underlying technology platform for content and document management, extended with RecordPoint for compliant records management and OnePlaceMail for easy capture of email records. To complete the picture, this seminar discussed how to implement the solutions including integration, migration, governance, deployment and rollout considerations.

This presentation is highly recommended for people responsible for managing enterprise information assets who want to improve the effectiveness of all staff, or who are key stakeholders vitally reliant on complete, relevant and reliable information for their work.

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Transcript of "Intergen Twilight Seminar - SharePoint Extended"

  1. 1. SharePoint ExtendedSteve Lapwood30 August 2011
  2. 2. Twilight – SharePoint Extended500,000,000 emails sent, and 25,000,000 searches in 10 minutes! Source: Worldmeters.info
  3. 3. Twilight – SharePoint Extended Source: AIIM Industry Watch - State of the ECM Industry 2011
  4. 4. Twilight – SharePoint Extended Source: AIIM Industry Watch - State of the ECM Industry 2011
  5. 5. Twilight – SharePoint Extended Source: AIIM Industry Watch - State of the ECM Industry 2011
  6. 6. Twilight – SharePoint ExtendedCONTENT CHAOS “Lack of confidence in the accuracy, accessibility and trustworthiness of electronic information has remained at 40%. However, there is a three-times improvement in confidence from those who have implemented a full ECM system” Source: AIIM Industry Watch - State of the ECM Industry 2011
  7. 7. The Black Hole of Information
  8. 8. Twilight – SharePoint ExtendedTOO MUCH CONTENT AND NOT ENOUGH USEFUL INFORMATION TOO MUCH CONTENT MORE USEFUL INFORMATION  Information “stewardship” vs  “Information” is content with context “ownership”  Related content stored together • Private stores  Content classified with metadata • Non-searchable stores  Easier to locate, greater value • “Hidden” content  “Better search tools”? • Duplicates  Better metadata  Files shares = content in context = better search results • Burgeoning volumes = greater value • Nested directories = improved performance • Naming conventions  Auto-metadata “nirvana” • Finding stuff  “Single” content store that everyone uses  Single place to out and find stuff  Single place to do stuff  Single version of the truth
  9. 9. Twilight – SharePoint ExtendedCONTENT GROWTH VS INFORMATION VALUEVolume Growth Information Management & Search Tools Value Time
  10. 10. What Can We Do About It?
  11. 11. Twilight – SharePoint ExtendedTYPICAL NEEDS Direction and Business Solution Approach Strategy Initiatives Information InformationBenefits Realisation Existing Stores Required Policies Records Management Emails as Records Technology Content LoB Systems Comms Email Lifecycle Content Management Document Management Enterprise Search
  12. 12. Twilight – SharePoint ExtendedA SOLUTION STACK Vision and Analysis and Implementation Roadmap Design and DeploymentProgramme Management Classification Governance Migration Strategy Scheme Framework and Tools RecordPoint 3.x OnePlaceMail 5.x Infrastructure Outlook Office 2010 CRM 2011 Lync 2010 2010 SharePoint 2010
  13. 13. Twilight – SharePoint Extended SharePoint 2010 – 6 SYSTEMS IN ONE A single place to go: Integrate other Intranet, Extranet, systems Portal, Website End usersBusiness intelligence contribute the to support decision content and share making information with each other Find your information Manage your when you need it information better
  14. 14. Twilight – SharePoint ExtendedMANAGE YOUR CONTENT – IT’S CREATED TO BE USED Forms Classification Security Searchable Documents Digital Assets Versioning Workflow Findable Usable Web Content Data 2. Manage and 1. Capture Store 3. Deliver Business Information Apps Data Stores
  15. 15. Twilight – SharePoint Extended WHAT DOES “good” LOOK LIKE? Create/Capture Store – Share – Collaborate – Review Find - Consume OfficeIntranet CRM Outlook Content Store - Knowledgebase Mobile
  16. 16. RecordPointwww.recordpoint.com.au
  17. 17. Twilight – SharePoint Extended RecordPoint delivers a comprehensive PRA compliant records management solution built into SharePoint with a seamless end user experience
  18. 18. Twilight – SharePoint ExtendedCOMPLIANCE REQUIREMENTS - WHAT NEEDS TO BE MANAGED? PHYSICAL OBJECTS... ELECTRONIC FILES  Printed documents  Office documents  Letters  Email  Film  Images  Certificates  Website content  Fax  Databases  Forms  Audio / Video files  Wiki entries  Blog posts 21
  19. 19. Twilight – SharePoint Extended Lift the Burden from your End-Users
  20. 20. Twilight – SharePoint ExtendedA MORE PRACTICAL APPROACH Use rules to map business (information) processes to Records Management system Business Processes Records System
  21. 21. Twilight – SharePoint Extended Collaboration sites Rules Engine Permanent Destroy in 7 yrs Review 10 yrs • Content Type Rule • Location/ Site Rule • Controlled Vocabulary Rule RecordPoint
  22. 22. Twilight – SharePoint Extended SharePoint RecordPoint Access Control Rules Engine Audit Classification Version Mgmt Disposal Search Security Workflow Compliance Content Mgmt
  23. 23. Twilight – SharePoint ExtendedWHY RecordPoint IS DIFFERENT• All about the end user• Easy to use interface - Microsoft SharePoint• Familiar Business Language not RM Language• RP interprets User Inputs into RM Outputs• Maps user activities to RM (not the other way around)• No Client software needed – all web based• Rich and extensive rules engine• Leverages industry leading Microsoft SharePoint platform• Single SharePoint platform – no need for 2 repositories.• Fully VERS Certified (1 through to 5)• Local team with local support
  24. 24. OnePlaceMailwww.scinaptic.com
  25. 25. Twilight – SharePoint Extended OnePlaceMail Drag & drop multiple emails 1 and/or attachments Automatic capture of email metadataOptional display of UploadWindow - Efficient filing into complexfolder structures 3 Realise the power of SharePoint - Completeaddition Columns 2
  26. 26. Implementation Considerations
  27. 27. Twilight – SharePoint ExtendedSOLUTION DELIVERY FRAMEWORK Pilot Sites RecordPoint/OnePlaceMail Implementation Strategy Walkthroughs Vision Roadmap Implementation Plan Governance Integration Strategy Migration Strategy Deployment Strategy Business Requirements Business Classification Solution Architecture Training Technical Architecture Go-live Migration Change Management Post-Pilot Review
  28. 28. Twilight – SharePoint ExtendedBUSINESS CASE CONTENT - EXAMPLE 1. Reference • Project name/reference 5. Deliverables • Outcomes, deliverables and benefits • Origins/background/current state planned (with metrics)• Outcomes roadmap • Organisational areas impacted (internally and externally)• Business benefits (by • • Key stakeholders Dependencies outcome)Business objectives/ opportunities 2. Context • 6. Workload • Approach • Business strategic alignment (priorities) • Phase/stage definitions• Quantified benefits value • Outcomes, deliverables and • • Project activities Technical delivery activities• Costs/ROI Financial • Workload estimate/ breakdown benefits planned (with metrics) • Project plan, schedule & critical scenarios • path Execution plan 3. Value • Desired business outcomes 7. Resources • Project leadership team • Outcomes roadmap • Project governance team Proposition • Business benefits (by outcome) • Team resources • Quantified benefits value • Funding • Costs/ROI Financial scenarios • Risks/costs of not proceeding • Risks (project, benefits & business) 4. Focus • Problem/solution scope 8. Commitments • Project controls • Assumptions/constraints • Reporting processes • Options identified/evaluated Required • Deliverables schedule • Size, scale & complexity assessment • Financial budget/schedule Source: Wikipedia
  29. 29. Twilight – SharePoint ExtendedHOW TO ACHIEVE BENEFITIAL BUSINESS OUTCOMES Governance Framework Information Management Integration ECMS Solution Migration Tools Content Management Business Transformation Operational Outcomes
  30. 30. Twilight – SharePoint ExtendedINTEGRATION POINTS  Office, Outlook, Visio  Scanning devices • documents, metadata, email, • .pdf, OCR notifications, calendar, offline,  Reporting workflow • documents  Active Directory • dashboards • access security  LoB applications • User profiles • documents  Intranet • data aggregation • document store, contacts, helpdesk • launch application log, staff directory, photos
  31. 31. Twilight – SharePoint ExtendedMIGRATION  Source  Processes • Physical documents • Cleansing, de-dup’ing, “spring clean” • File shares • Re-classifying • Controlled documents  Deployment • Intranet • Big bang, long bang, phased • LoB applications  Tools • Bulk scanning, OCR  In-house, out-source • Bulk migration (eg AvePoint)  Content, metadata, access & permissions
  32. 32. Twilight – SharePoint ExtendedINFORMATION MANAGEMENT Information architecture  Intranet “home”  Site collection/sites  Navigation Taxonomy hierarchy Content types  Metadata standards Keywords and Terms Security access and permissions Records management rules  Classification scheme  Retention and disposal
  33. 33. Twilight – SharePoint ExtendedGOVERNANCE FRAMEWORK Programme Governance  Sponsorship  Vision  Programme Management Operational Governance  Policies  Roles and responsibilities  Processes and procedures  Functions  Content  Deployment  Infrastructure
  34. 34. Twilight – SharePoint ExtendedBUSINESS TRANSFORMATION Functionality  Function exposed to users Content  Structure  Source  Migration Process  BAU  Project  Governance for changes Change management  Communications  Training  Support
  35. 35. Summary
  36. 36. Twilight – SharePoint Extended Exponential information growth Information black holes SharePoint extended  RecordPoint  OnePlaceMail Implementation considerations  Business case  Solution delivery  Outcomes delivery
  37. 37. Questions?
  38. 38. Thank You
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