Extend SharePoint:          Content Governance and Records Mgmt.     Mike Alsup     SVP & Founder     November 12, 2012Inf...
Today’s Agenda       1 Introduction       2   Content Governance & Records Management Business Challenges       3   Conten...
Alsup Frame of Reference•     35 Years as ECM/RM Consultant/Integrator       – Accenture, Booz, Allen, BSG, Align Solution...
Gimmal is a SharePoint Solutions Company     We extend the market-leading enterprise platforms with best-in-class informat...
Top 10 Questions in ECM & RM •    Can we do everything with SharePoint?      – Does SharePoint RM scale to the Enterprise?...
Some ECM History • ECM began with Evolution: Mainframes Networks • Users given more autonomy in creating and managing inf...
The Promise of Enterprise Content Management*  •    Higher revenue and productivity  •    Stronger compliance and control ...
The Reality of ECMInformation Management for Everyone   7
Records Technology History• RM Solutions were born from a paper-based process      – Driven by the need to manage large vo...
History- Convergence of ECM & RM  • Compliance drove convergence in the EDM/RM market        – Open Text – PS Software & H...
The result of this ECRM evolution  • Monolithic solutions  • Heavily weighted towards    control  • Very little effort to ...
Records Management 1.0      Traditional ECM systems have missed the mark in delivering      true records management      •...
Collaboration Solutions• The first widely adopted solution was Lotus Notes• These solution were designed to encourage know...
SharePoint is a Visionary Leader➔ SharePoint is Consolidating the  ECM and RM Markets   – 135MM SharePoint Licensed Users*...
The result of this SharePoint evolution • Flexible Solution • Heavily weighted towards ease   of use and autonomy • Uptake...
Balance • Balance needs of the organization   with wants of users • Recognize that end users will NOT   become records man...
Records Mgmt. (& Content Governance) 2.0  •    Leverage viral adoption of SharePoint to connect with knowledge Workers  • ...
Business Challenges                                   SharePoint:                        Enterprise Content Management    ...
SharePoint Site Deployment                                                              Restricted                        ...
Ungoverned “organic” environment                                      Top Site Portal                                     ...
Ungoverned “organic” environment                                      Top Site Portal   Some sites may be connected to    ...
Usage Model & Challenge  User                                                                                             ...
• File Plan                        • Retention Schedule                        • Legal Citations                        • ...
Record Retention Schedule  Retention     Retention         Retention Category Description                    Record       ...
Records Retention Schedule Structure                              Record                     Enterprise Content Type      ...
Taxonomy Master Model in SharePoint                                                                                       ...
Information Lifecycle         Retention          XX Days                                Retention                         ...
Demo of Content Governance in SharePointInformation Management for Everyone   27
Information Lifecycle                                                                             • Content Types         ...
Site Provisioning                                      •        Produces Standard “Global Entities”                       ...
Information Lifecycle                                                                                     File Plan /     ...
File Plan BuilderInformation Management for Everyone   31
Demo of Records Management in SharePointInformation Management for Everyone   32
SharePoint Content Governance Model                           Business Functions                            Projects/Commu...
Marathon Oil Case Study Integrated international energy company. 5th largest refiner in U.S. Retail marketing system compr...
Marathon: Deployment Model                             •File Plan                          • Content TypesEnterprise      ...
Information Lifecycle                                         Hold                                        Work In         ...
Marathon Lessons Learned• SharePoint ECM is a fine foundation for ECM & RM      – 15K SharePoint Sites with one Informatio...
SharePoint Content Governance Model                          Share Drive Replacement                            Basic Cont...
Demo of Drop Zones in SharePoint            Also available in Microsoft App Store for 2013   http://www.gimmal.com/Product...
SharePoint Content Governance Model                            SharePoint Records Management                              ...
Unified Records Management – A Case Study              Microsoft Legal &              Corporate Affairs                   ...
Unified Records Management (URM)  •    The role of Gimmal                                       The role of Iron Mountain...
Demo of Physical Records Mgmt. in SharePointInformation Management for Everyone   43
SharePoint Site Migration Model                                                         Team Sites                        ...
Microsoft Discussions                                                                                      Paper Storage: ...
SHAREPOINT CONTENT GOVERNANCE MODEL                           SharePoint Records Management                               ...
Target Usage Model   User                                           Explorer           Office                           Sh...
ERP-Link iNet.DM  • iNet DM Software Platform and Applications  • SharePoint as Central ECM and Archive for SAP  • Composi...
iNet.DM Document Service Modules              Plug and Play to Extend ArchiveLink Services to SharePoint• Auto.index: atta...
UNIVERSAL SAP DOCUMENT LINKING                                                        Capture for Universal SAP Document L...
Migrations of Legacy ECM Systems to SharePoint         Tyson Foods                     Documentum           Monsanto     ...
User                                                               Composite Applications                                 ...
User                                                               Composite Applications                                 ...
SharePoint Content Governance Examples   •    Enterprise SharePoint RM Platform   •    SharePoint RM Proof of Concept   • ...
Our Solutions                              SharePoint RM                       FOR Offer Information Management for Everyo...
File Plan BuilderInformation Management for Everyone   56
Bruce Miller – www.rimtech.ca  • Bruce Miller founded two RM companies       – TrueArc  became EMC|Documentum RM       – ...
Bruce Miller – www.rimtech.ca  • DoD 5015.2 – 168 Requirements for Certification  • SharePoint OOB – meets 72 of DoD Requi...
Gimmal Extensions to SharePoint 2010 for       Governance & Records Management                                            ...
RECORD DECLARATION & DISPOSITION OPTIONS SharePoint OOB • “Send to” Record Center                  Users are Records Manag...
Gimmal Software Products     GimmalSoft Compliance Suite                                  GimmalSoft Information Governanc...
Top 10 Questions in ECM & RM •    Can we do everything with SharePoint?      – Does SharePoint RM scale to the Enterprise?...
THANK YOUExtend SharePoint Content Governance and Records Mgmt.     Mike Alsup     SVP & Founder     November 12, 2012Info...
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Kollabria tour 2012 1

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A presentation I made several times in the 4th quarter of 2012 on SharePoint Content Governance and Records Management

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Transcript of "Kollabria tour 2012 1"

  1. 1. Extend SharePoint: Content Governance and Records Mgmt. Mike Alsup SVP & Founder November 12, 2012Information Management for Everyone 0
  2. 2. Today’s Agenda 1 Introduction 2 Content Governance & Records Management Business Challenges 3 Content Governance & Records Management Technology Challenges 4 Case Studies 5 SharePoint 2010 & SharePoint 2013 6 Q&AInformation Management for Everyone 1
  3. 3. Alsup Frame of Reference• 35 Years as ECM/RM Consultant/Integrator – Accenture, Booz, Allen, BSG, Align Solutions / Luminant, Gimmal – 1980 career goal: help clients move from paper-based to automated document mgmt. processes – Assumption: this was beyond the span of my career – Last five years  focused on SharePoint as ENTERPRISE ECM & RM Platform – www.gimmal.com for information on Gimmal – Alsup blog – www.akqj10.com (ace, king, queen, jack, ten) – Alsup blog – www.aiimcommunities.org ERM, SharePoint Communities• AIIM Involvement – Southwest Chapter  Programs VP (1991-97, 2000-09), President (1997-2000) – International Board  Member (1999 – 2001, 2007 – 2010) – AIIM Conference Committee  Member (1995-2000, 2004-2007), Chair – 2000 – Accreditation/Education Committee  Member (1997-2011) – EmTAG  Member (1998 – 2011), Chair (2004 – 2006)• AIIM SharePoint Course – We built it. We are proud of it. We are certifying our entire team Information Management for Everyone 2
  4. 4. Gimmal is a SharePoint Solutions Company We extend the market-leading enterprise platforms with best-in-class information governance, compliance and business application software and services ERP-Link Suite Content Archiving and Collaborative SharePoint - SAP www.gimmal.com Applications Compliance Suite Information and Unified Governance Records Suite Content Management Consistency and For Electronic and Lifecycle control PhysicalInformation Management for Everyone 3
  5. 5. Top 10 Questions in ECM & RM • Can we do everything with SharePoint? – Does SharePoint RM scale to the Enterprise? – Does SharePoint 2010 RM fix the records problems from MOSS 2007? • Can we justify consolidating ECM & RM to a single vendor? – What about our investments in “X”? • Do we need one File Plan and Retention Schedule for Electronic and Physical Records? – What about our Paper-based Records Management? – How should we use “Big Buckets” in our File Plan? • Who should control our Records Management functions? • How is SharePoint related to eDiscovery? • Where do we start? • If we build it, will they all come? SharePoint 2013? • How do I get Executives to Care?Information Management for Everyone 4
  6. 6. Some ECM History • ECM began with Evolution: Mainframes Networks • Users given more autonomy in creating and managing information – Authoring tools like Microsoft Office & Word Perfect – Scanning and imaging, transforming paper to digital, • Earliest ECM was shared drives on the networks – Still the most prevalent document storage method • Electronic Document Management (EDM) driven by processes: – Engineering drawing management – Contract management – Invoice processingInformation Management for Everyone 5
  7. 7. The Promise of Enterprise Content Management* • Higher revenue and productivity • Stronger compliance and control • Improved customer experience • Increased customer loyalty • Higher quality content • Streamlined processes * Gartner, The Copernican Revolution in Content, 8 June 2011Information Management for Everyone 6
  8. 8. The Reality of ECMInformation Management for Everyone 7
  9. 9. Records Technology History• RM Solutions were born from a paper-based process – Driven by the need to manage large volumes of paper – Space management and inventory tracking with barcodes were common – Began in the DOS days or on Mainframes for large companies – Solutions were typically used by a small user community• Electronic RM Solutions began to emerge in the early 1990’s – Driven by the need for rigorous control of electronic records – DoD5015.2 (1993) and VERS (1997) were early standards – Most all electronic recordkeeping systems built to these standards – The industry was give a big “shot in the arm” with the scandals of the early 2000, (Enron and WorldCom)Information Management for Everyone 8
  10. 10. History- Convergence of ECM & RM • Compliance drove convergence in the EDM/RM market – Open Text – PS Software & Hummingbird – Documentum – TrueArc  EMC – IBM – Tarian, PSS Atlas & FileNet – Oracle – Stellent – Autonomy – MDY, HP Trim, Zantaz, Meridio • DoD 5015.2 = primary design criteria for all these solutions • Very thin, paper-based featuresInformation Management for Everyone 9
  11. 11. The result of this ECRM evolution • Monolithic solutions • Heavily weighted towards control • Very little effort to engage the end usersInformation Management for Everyone 10
  12. 12. Records Management 1.0 Traditional ECM systems have missed the mark in delivering true records management • Non-intuitive end user experience • Too many systems • Expensive to integrate and maintain • Low user adoption • Not usable • Low findability • Low % of managed content • Too much content • High eDiscovery costsInformation Management for Everyone 11
  13. 13. Collaboration Solutions• The first widely adopted solution was Lotus Notes• These solution were designed to encourage knowledge sharing• Simple, ease to use, fast to deploy• Collaboration converges naturally with Content Management• SharePoint is now the run away leader in the Collaboration MarketInformation Management for Everyone 12
  14. 14. SharePoint is a Visionary Leader➔ SharePoint is Consolidating the ECM and RM Markets – 135MM SharePoint Licensed Users* SharePoint – 65,000 Companies* – 67%  SharePoint to Enterprise* – 700,000 SharePoint Developers* – 70% of Gartner ECM inquiries – 2012  $2B business➔ SharePoint is Energizing the ECM and RM Markets – Microsoft owns productivity market, ECM and RM a natural extensions – Many Best of Breed applications➔ SharePoint is compelling platform for compliance & enterprise RMInformation Management for Everyone 13
  15. 15. The result of this SharePoint evolution • Flexible Solution • Heavily weighted towards ease of use and autonomy • Uptake of SharePoint is sometimes described as “Viral”Information Management for Everyone 14
  16. 16. Balance • Balance needs of the organization with wants of users • Recognize that end users will NOT become records managers • Without all content managed we will never be compliantInformation Management for Everyone 15
  17. 17. Records Mgmt. (& Content Governance) 2.0 • Leverage viral adoption of SharePoint to connect with knowledge Workers • Transparent participation in a compliant Information Management System • All content is managed from a lifecycle, compliance and legal/tax/audit hold perspective • End reliance on end users choosing to follow policy and compliance rules • Improve SharePoint system/infrastructure performance to support worldwide (outside US) access to information • Lines of Business collaborate with IT to define the rules and ongoing review process based on Content Types • There are 4 key elements of IM 2.0 – Information lifecycle – Content Types – Metadata inheritance – Consistency in user experienceInformation Management for Everyone 16
  18. 18. Business Challenges SharePoint: Enterprise Content Management Challenges & Opportunities FOR PUBLIC PLAN SPONSORS is not Enterprise Adopted 17Information Management for Everyone 17
  19. 19. SharePoint Site Deployment Restricted Open Other Sites Team Restricted Personal • Enterprise Intranet Site • Portal to Enterprise Applications • Directory of Enterprise Services (e.g. HR) • Sites • Organization • Project • Workgroup • Community Sites • Information Sites • Site Archival • Records Center • Personal Sites (MySites) • Personalized Access to Content • Significant Component for UsersInformation Management for Everyone 18
  20. 20. Ungoverned “organic” environment Top Site Portal Issues: Chaos grows with new sites • No central site directory • Each site has own look and feel • Navigation is inconsistent • No standard security model Different definitions of content • Site 1 has “Invoice – Purchasing” • Site 2 has “Invoice” Content volume increasing rapidly • Many convenience copies Metadata mgmt. is inconsistent All content is retained forever How are Records managed?Information Management for Everyone 19
  21. 21. Ungoverned “organic” environment Top Site Portal Some sites may be connected to Portal, others not How are you How do you going to govern this? support this?Information Management for Everyone 20
  22. 22. Usage Model & Challenge User Legacy Legacy App Explorer Office SharePoint SAPGUI Outlook EDMS InterfacesData (Fully Automated Rules) External File Shares SharePoint SAP Exchange Legacy Legacy Devices EDMS Apps MULTIPLE CLIENTS AND MULTIPLE REPOSITORIES Information Management for Everyone 21
  23. 23. • File Plan • Retention Schedule • Legal Citations • Legal Holds Record Repository Top Level Portal Team Sites MySitesInformation Management for Everyone 22
  24. 24. Record Retention Schedule Retention Retention Retention Category Description Record Retention Retention Category Category (Content) Event Period Code Type HUM70 Personnel Files – Individual employee records related Retention period 6 years Personnel to hiring, promotion, performance begins with the Actions appraisals, transfers and disciplinary content is market action. Also includes employee final/ declared a relocation. record. HUM70 Employee Warnings HUM70 Performance Reports HUM73 Personnel Files – Individual employee records with Retention period 60 years Termination, terms of employment, salary and begins with the Training and wage schedules, technical training, content is market Summary safety training, resumes, applications, final/ declared a Records and termination records. record. HUM73 Employee Training Attendance Records HUM73 Letters of Resignation HUM73 Termination Documents HUM73 Exit Interviews HUM73 Employment ApplicationInformation Management for Everyone 23
  25. 25. Records Retention Schedule Structure Record Enterprise Content Type Business Categories Function Record Titles / (Big Buckets) Local Content Organization Type Content Types ACC100 Bank Deposit Rpt Accounting, 6 Years Banking, and Banking Payroll Record A/P Invoice Transactions 6 years 6 Years Finance & Accounting Tax Expense Report (ACC) 6 Years Accts Payable 6 years ACC200 Balance Sheet Financial 10 Years Reporting Financial Statement Income Statement 10 Years 10 yearsInformation Management for Everyone 24
  26. 26. Taxonomy Master Model in SharePoint (internal, external, confidential) Retention Category Code Owning Organization Content Type Name (system generated) Content Type Level Last Modified Date Employee Number Event Trigger Date Employee Name Security Class Content Type Create Date ILC State ILC DateEnterprise Enterprise X X X X X XContent TypeOrganization Human Resources – X X XContent Type Employee SpecificLocal Content Personnel Files – HUM70 XType Personnel ActionsLocal Content Personnel Files – HUM73 XType Hiring, Termination, Training and Summary RecordsInformation Management for Everyone 25
  27. 27. Information Lifecycle Retention XX Days Retention XX Months Retention Retention Schedule • Retention Location(s) Location(s) Location(s) • Location Network Shares Document Libraries Record Center or E-mail Inbox 3rd Party Product • Metadata Metadata Name Metadata Name Metadata Name • Security Content Type Content Type • Versions • Disposition • Many othersInformation Management for Everyone 26
  28. 28. Demo of Content Governance in SharePointInformation Management for Everyone 27
  29. 29. Information Lifecycle • Content Types • File Plan • Information Policy • Retention Schedule • Site Templates Term • Legal Citations • Document Templates Record • Legal Holds Store / Repository Content Hub Top Level Portal Site Provisioning • Lifecycle • Taxonomy Team Sites • SP Features • XML Config. • Navigation • Search • Security MySites SharePoint FrameworkInformation Management for Everyone 28
  30. 30. Site Provisioning • Produces Standard “Global Entities” – Security groups and membership – Roles – Pages and navigation Administrative – Web Parts Governance Focus – Lists Content Governance• Support all Site Templates – Document Libraries Focus • Publishing – Content Types • Collaboration – Site and library columns and auto- • Organization population rules – Custom functions • Project • Community of Practice • Leverages request and approval workflow  Content Types & Features • Personal (MySites) • Limits Local Admin’s to local needs – Minimizes “Administration” training – Ensures governance settingsInformation Management for Everyone 29
  31. 31. Information Lifecycle File Plan / Retention Schedule • Content Types • File Plan • Information Policy • Retention Schedule • Site Templates Term • Legal Citations • Document Templates Record • Legal Holds Store / Repository Content Hub Top Level Portal Site Provisioning • Lifecycle • Taxonomy Team Sites • SP Features • XML Config. • Navigation • Search • Security MySites SharePoint FrameworkInformation Management for Everyone 30
  32. 32. File Plan BuilderInformation Management for Everyone 31
  33. 33. Demo of Records Management in SharePointInformation Management for Everyone 32
  34. 34. SharePoint Content Governance Model Business Functions Projects/Communities Web Part II Web Part III Web Part IV Web Part VI • Identify Required Components Web Part I Web Part I Web Part I Web Part I Web Part V • Site Templates • Lists and Libraries • Content Types Establish Site III Web Part IV Site IV Site III Site IV • ProcessesGovernance • Web Parts Roadmap Site II Site II Site II Sub site II Site II Site VI • Custom Functions • Define Direction and Phasing Site I Site I Site I Sub site I Site I Site I G&G OP’s HR Gulf of Drilling • Team Site Templates Implemented Site Finance. Mexico Community • Local Processes & Content Types Site Site Collection AP Site Site Site Collection Collection Collection Collection • Department or Team Administration • Content Types & Routing Rules • Managed Metadata / Term Store SharePoint Content Governance Infrastructure • Information Lifecycle Governance • Administration & Site Provisioning • Technical Architecture SharePoint Technical Infrastructure • Base SharePoint Configuration • SQL Server / .NET / RBS • Hardware / Storage/ Networks Information Management for Everyone 33
  35. 35. Marathon Oil Case Study Integrated international energy company. 5th largest refiner in U.S. Retail marketing system comprises approximately 5,700 locations in 17 states. 18,000 knowledge workers globally. ECM/RM Program: – Relevant, up-to-date & trusted information – Consistent records management – Knowledge sharing platform Gimmal Services: – ECM Program feasibility in MOSS 2007 timeframe (2005-2006) – ECM vendor evaluation to support vendor selection – Enterprise Launch to 15,000 knowledge workers – Auto-provisioned ~15K SharePoint sites – Enterprise File Plan & Retention Schedule Update (2011) – Change Management Program – Case study on Microsoft.com  search for “Marathon Oil”Information Management for Everyone 34
  36. 36. Marathon: Deployment Model •File Plan • Content TypesEnterprise • Information Policy •Retention ScheduleIntranet • Retention Definition •Legal Citations MasterSite Records • Document Templates •Legal HoldsCollections Repository Site Open TextOrganization, AutomatedProject, SiteWorkgroup & ProvisioningCommunityTeamSitesMySites Information Management for Everyone 35
  37. 37. Information Lifecycle Hold Work In Temporary Final Progress Retention Retention Retention 90 Days 12 Months Retention Schedule Disposition Location(s) Location(s) Location(s) Network Shares SharePoint Open Text Metadata Metadata Metadata Name Name Name Content Type Content TypeInformation Management for Everyone 36
  38. 38. Marathon Lessons Learned• SharePoint ECM is a fine foundation for ECM & RM – 15K SharePoint Sites with one Information Lifecycle and Retention Schedule > 12K MySites – Very well received by users and supported by CEO• Divided into 2 Companies in 2011• Completed SharePoint 2010 Team Site migration work in 2011• Open Text works better for some things than others – Physical RM  yes – Search  no. Items found in multiple locations – Synchronization  no. Large % of cost is repository synchronization – Users prefer Office/Outlook  Native environment, not ECM or Web Parts• Content governance needed in SharePoint regardless of ECM SuiteInformation Management for Everyone 37
  39. 39. SharePoint Content Governance Model Share Drive Replacement Basic Content Mgmt. Windows Explorer Replacement Gulf of Drilling • Team Site Templates Implemented G&G OP’s HR Site Site Site Finance. Mexico Community • Local Processes & Content Types AP Site Site Site Collection Collection Collection Collection Collection • Department or Team Administration • Content Types & Routing Rules • Managed Metadata / Term Store SharePoint Content Governance Infrastructure • Information Lifecycle Governance • Administration & Provisioning • Technical Architecture SharePoint Technical Infrastructure • Base SharePoint Configuration • SQL Server / .NET / RBS • Hardware / Storage/ NetworksInformation Management for Everyone 38
  40. 40. Demo of Drop Zones in SharePoint Also available in Microsoft App Store for 2013 http://www.gimmal.com/Products/Pages/Information-Governance-Suite-for-SharePoint.aspxInformation Management for Everyone 39
  41. 41. SharePoint Content Governance Model SharePoint Records Management Proof of Concept SharePoint Records Metadata & Center Rule Inheritance or Content Organizer 3rd Party • SharePoint Records Center Repository Drop of Record Zones • File Plan Builder Implemented • Content Organizer Implemented • Team Site Templates Implemented File Plan OP’s HR Builder Site Site Finance. • Local Processes & Content Types Collection Collection AP Site • Department or Team Administration • Content Types & Routing Rules • Managed Metadata / Term Store SharePoint Content Governance Infrastructure • Information Lifecycle Governance • Administration & Provisioning • Technical Architecture SharePoint Technical Infrastructure • Base SharePoint Configuration • SQL Server / .NET / RBS • Hardware / Storage/ NetworksInformation Management for Everyone 40
  42. 42. Unified Records Management – A Case Study Microsoft Legal & Corporate Affairs Information The World Lifecycle and Leader in Governance Information Solutions for Management SharePoint ServicesInformation Management for Everyone 41
  43. 43. Unified Records Management (URM) • The role of Gimmal  The role of Iron Mountain-Accutrac  Purpose Built Physical Records – Built Inside SharePoint Management – SharePoint Information Lifecycle &  Physical Process Workflow Governance Solutions  Record Classification > Automated Site Provisioning  Index and Label Files > Enterprise Information Lifecycle  Barcode Tracking > Transparent Record Declaration  Request and Retrieval Processes  View of all Physical Inventory – DoD5015.2 Certified Records  Access Offsite Inventory Management  Apply Retention and Holds > The management and disposition of  Management and Reporting both electronic & physical record  Space Management > Central creation of file plan and deploys to all site collections globally > Manage email as a record through simple drag and drop > Case or matter based retention and disposition policiesInformation Management for Everyone 42
  44. 44. Demo of Physical Records Mgmt. in SharePointInformation Management for Everyone 43
  45. 45. SharePoint Site Migration Model Team Sites Transfer Control Controlled Site Collections Record Snapshot - Send to Record Controlled Controlled Controlled Information Center Information Information Information Site Site Site Lifecycle – Declare FinalInformation Management for Everyone 44 44
  46. 46. Microsoft Discussions Paper Storage: Iron Mountain File PlanSharePoint 2010 Builder Onsite & Offsite SafeKeeper Plus Accutrac “Send To” Gimmal Governance & Compliance Suites 650K Record SharePoint Sites Centers Synch File Plan & Retention “Send To” Paper Storage:SharePoint 2013/ Sched? Iron Mountain Office 365 Onsite & Offsite Azure? Re-architect? SafeKeeper Plus Accutrac “Send To” Gimmal Governance & Compliance Suites Rapidly Growing Record SharePoint Sites Centers File Plan Builder eDiscovery Exchange SitesInformation Management for Everyone 45
  47. 47. SHAREPOINT CONTENT GOVERNANCE MODEL SharePoint Records Management SAP Applications AP Processing (P2P) SAP HR Processing (R2R) Metadata & Rule Searching for Documents Accounts Receivable (O2C) Inheritance Business Processes SharePoint Content Content Governance for SAP Scanning Records Any to Any Doc to SAP Center Organizer OCR / ICR Drop Zones ArchiveLink Connectors File Plan Contracts HR Site Finance. SAP Communication Service Builder Site Collection AP Site Collection SharePoint Content Governance Infrastructure SharePoint Technical InfrastructureInformation Management for Everyone 46
  48. 48. Target Usage Model User Explorer Office SharePoint Outlook SAPGUI Search / Navigation / Taxonomy Manual & Semi-Auto Rules & Policies Advanced Content Services Message Taxonomy Specific Default Services Classification Classification Default Classification Classification *** Default Services Classification *** Default Retention Default Retention Services Retention Records Management ServicesData (Fully Automated Rules) Policy & Enforcement Technology for Repositories Default & Message Calculated Classification Classification Default Default Classification Retention & Retention Removable File Shares SharePoint Exchange SAP Media Automatic Link Paper Storage: Tables & Posting Iron Mountain Document Onsite & Offsite Hierarchy Views Web, Intranet, IM, Information Management for Everyone 47 Collaborative Content
  49. 49. ERP-Link iNet.DM • iNet DM Software Platform and Applications • SharePoint as Central ECM and Archive for SAP • Composite SAP & MS applications – Full document, data, workflow and process interoperability SharePoint as Central ECM for SAP Composite ApplicationsInformation Management for Everyone 48
  50. 50. iNet.DM Document Service Modules Plug and Play to Extend ArchiveLink Services to SharePoint• Auto.index: attaches any SAP business data/metadata to SharePoint doc as add’l attributes• DocRoute: Auto routing of documents to sites, folders, etc. based on meta data• Auto.link: externally links document images to SAP objects by non-SAP users• Scan.link: watches for new/modified items and uses Auto.link to attach docs to SAP object(s)• Barcode.link: volume-based linking of barcoded documents• Auto.delete: As SharePoint documents are deleted, links also removed from SAP objects• Link Table Update: As SharePoint documents are moved, maintain integrity of SAP Link TableInformation Management for Everyone 49 49
  51. 51. UNIVERSAL SAP DOCUMENT LINKING Capture for Universal SAP Document Linking  Link each Doc type to SAP Transaction SharePoint  Realtime Metadata Refresh to SharePoint from SAP ICR Library  Consistent SharePoint Search based on Content Types Router  Consistent SAP App Foundation inside SharePoint Scan  Replace Documentum, Open Text & FileNet App’s (also Hyland, Perceptive, Laserfiche, File Shares) Metadata & Capture Rule Email SharePoint Inheritance SAP Records Center Content Capture Options: Organizer or Expense Sales Purchasing Portal Site Order Document Kodak 3rd Party Drop Site Site Readsoft Repository Zones of Record Kofax KnowledgeLake Smart File Plan Contracts HR Site Finance. Phone Builder Site AP Site Microsoft Smart Phone Drop Zones Etc. EDI SharePoint Content Governance Infrastructure SharePoint Technical InfrastructureInformation Management for Everyone 50
  52. 52. Migrations of Legacy ECM Systems to SharePoint Tyson Foods  Documentum Monsanto  Documentum Ontario Power  OpenText IXOS Lockheed Martin  EASY Companies that Janus Funds  Documentum migrated to Minto Group  OpenText IXOS SharePoint from Siemens PLM  OpenText IXOS these products Kraft Foods  FileNet Toro  Documentum Coca Cola  Stellent Sauer Danfoss  DocumentumInformation Management for Everyone 51
  53. 53. User Composite Applications Explorer Office SharePoint Outlook SAPGUI Search / Navigation / Taxonomy Manual & Semi-Auto Rules & Policies Composite Applications • Accounts Payable • Accounts Receivable Default • Contracts Default Classification • Purchase Orders Classification *** *** • Employee Onboarding Default Retention • Sales Orders • Engineering Drawings, Maintenance & Operations • Etc.Data (Fully Automated Rules) Policy & Enforcement Technology for Repositories Default & Message Calculated Classification Classification Default Default Classification Retention & Retention Removable File Shares SharePoint Exchange SAP Media Automatic Link Tables & Posting Document Hierarchy Views Paper Storage Web, Intranet, IM, Information Management for Everyone 52 Collaborative Content 52
  54. 54. User Composite Applications Explorer Office SharePoint Outlook SAPGUI Search / Navigation / Taxonomy Manual & Semi-Auto Rules & Policies Composite Application Platform • Content Governance/RM - Gimmal Compliance and Gov. Suites • SAP-SharePoint Business Intelligence – Gimmal ERP-Link • SAP-SharePoint Integration – Gimmal ERP-Link, K2 Connect Default Default Classification • SAP Transaction Integration – Kofax Markview, Readsoft, Norikkon, Classification *** KnowledgeLake, Open Text, ++ *** Default • Capture – Kofax, Kodak, KnowledgeLake, Readsoft, Captiva, ++ Retention • Document Interpretation & Recognition – Kofax, Readsoft, Abbyy, Captiva, ++ • Vendor/Transaction Portal –Kofax Markview, Readsoft, ++ • BPM – Kofax Total Agility, K2, Nintex, AgilePoint, Pega, ++Data (Fully Automated Rules) Policy & Enforcement Technology for Repositories Default & Message Calculated Classification Classification Default Default Classification Retention & Retention Removable File Shares SharePoint Exchange SAP Media Automatic Link Tables & Posting Document Hierarchy Views Paper Storage Web, Intranet, IM, Information Management for Everyone 53 Collaborative Content 53
  55. 55. SharePoint Content Governance Examples • Enterprise SharePoint RM Platform • SharePoint RM Proof of Concept • Windows Explorer / Share Drive Replacement • ERP Application Integration with Built In RM • Composite Application Integration Platform • 3rd Party SharePoint Solution PlatformInformation Management for Everyone 54
  56. 56. Our Solutions SharePoint RM FOR Offer Information Management for Everyone We PUBLIC PLAN SPONSORS 55Information Management for Everyone 55
  57. 57. File Plan BuilderInformation Management for Everyone 56
  58. 58. Bruce Miller – www.rimtech.ca • Bruce Miller founded two RM companies – TrueArc  became EMC|Documentum RM – Tarian  became IBM RM • Primary Author of DoD 5015.2 Standard • Two Reports – Registration Required – In Place Records Management in SharePoint 2010 – GimmalSoft SharePoint 2010 First Look Product ReviewInformation Management for Everyone 57
  59. 59. Bruce Miller – www.rimtech.ca • DoD 5015.2 – 168 Requirements for Certification • SharePoint OOB – meets 72 of DoD Requirements • Fortune 1000 – Needs 105 of the DoD Requirements – File Plan Management – Formal, Multistage Records Disposition – Case File Handling of Records – Event Driven Disposition – Records Transfer – Email Integration – Vital RecordsInformation Management for Everyone 58
  60. 60. Gimmal Extensions to SharePoint 2010 for Governance & Records Management Site Provisioning Gimmal Metadata Rule Mgmt Information Auto Classification Governance Usability Enhancements Gimmal Compliance Transfers Suite - 168 Container Open/Close Vital Records Supplemental Markings Fortune 1000 105 Case File Retention Formal Disposition Email Integration SharePoint 72 Retention Policies Time-based retention Classification Source: RIMtech Inc. – Bruce Miller RIMTAR Report http://www.rimtech.ca/GimmalSoft.htmlInformation Management for Everyone 59
  61. 61. RECORD DECLARATION & DISPOSITION OPTIONS SharePoint OOB • “Send to” Record Center Users are Records Managers • In Place Records Mgmt. Site Administrators are Records Managers • SharePoint Event Records Managers are SharePoint Admin’s – Record Date Reached Additional Lifecycle RM Options • Declare “Final” – Change Lifecycle State to “Final” – Press the Final Button – “Select all Final” from List – System Event • System Event – Contract Termination Date in SAP  applied to all related contract documents • Crawler Event – Documents with PII locked down • Global Standards through Site ProvisioningInformation Management for Everyone 60
  62. 62. Gimmal Software Products GimmalSoft Compliance Suite GimmalSoft Information Governance Suite Compliance Hub Enhanced File Plan Builder Record Relationships Drop Zone Classification Event Management Enhanced Search Interface Cut-off and Disposition Processing Enhanced Template Management Email Record Management Governance Provisioning Vital & Restricted Records Metadata Rule & Inheritance Manager Transfers Content Organizer Manager www.gimmal.com For more info ERP-Link iNet.DM GimmalSoft Unified Records Management Common ECM for SAP and SharePoint Search & View ALL Types of Records Full SAP and SharePoint Interoperability Integrated to all Iron Mountain Services Seamless Workflows between Platforms Physical Records Processing Composite Interoperable Applications Queuing Pickup, Delivery, Checkout SAP Data & Records Archival in SharePoint Rapidly Implemented Unified Application of Policy Connected to DoD Certified Platform Bulk Processing of Physical RecordsInformation Management for Everyone 61
  63. 63. Top 10 Questions in ECM & RM • Can we do everything with SharePoint? – Does SharePoint RM scale to the Enterprise? – Does SharePoint 2010 RM fix the records problems from MOSS 2007? • Can we justify consolidating ECM & RM to a single vendor? – What about our investments in “X”? • Do we need one File Plan and Retention Schedule for Electronic and Physical Records? – What about our Paper-based Records Management? – How should we use “Big Buckets” in our File Plan? • Who should control our Records Management functions? • How is SharePoint related to eDiscovery? • Where do we start? • If we build it, will they all come? SharePoint 2013? • How do I get Executives to Care?Information Management for Everyone 62
  64. 64. THANK YOUExtend SharePoint Content Governance and Records Mgmt. Mike Alsup SVP & Founder November 12, 2012Information Management for Everyone 63
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