RecordPoint Overview - Brisbane
 

RecordPoint Overview - Brisbane

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Presentation at Microsoft Brisbane - on RecordPoint and SharePoint 2013.

Presentation at Microsoft Brisbane - on RecordPoint and SharePoint 2013.

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  • Record Principle & Rules
  • Extend Outlook/Exchange/SharePoint with OpenText ECM Suite to get this functionality
  • Key Points:We’ve combined years of experience running apps at internet scale with our years of experience in on-premises software to create this broad and deep array of cloud solutionsWe believe IT will be a hybrid world – a mix of on-premises and off-premises solutions – spanning private clouds (whether in your datacenter or a hosting company’s), public clouds and traditional IT. Our solutions span private and public cloud environments – and our services span productivity, database, business applications, and infrastructure In the world of hybrid cloud environments, a distributed computing fabric that brings things together on behalf of your IT professionals and your developers writing applications – you need commonalties across identity, virtualization, management, and application developmentMicrosoft is uniquely positioned to provide these commonalitiesTalk Track:Let’s take a deeper look at how we’re approaching cloud. For Microsoft, our uber vision is to have a continuous cloud service for every person and every business -- kind of harkens back to Bill Gate's vision, a PC on every desktop. That grounds you in how broad we’re thinking about the importance of the cloud. We want to cloud optimize every business – so EVERY business can employ cloud technologies in their own way -- at their own pace. To do this, we’re really taking all of the years of experience we have at running applications at Internet scale, which started with MSN in 1995 all the way to BING and Hotmail today, and combining that with our expertise in on-premises software. We're pouring all of this into three cloud environments that run several distinct categories of services. What are those cloud environments? (1) private cloud – where businesses control their environment by using cloud-enabled on-premises products(2) public cloud – where we manage the platform for you; and…(3) a mix of the two – or what we call hybrid cloud environments or hybrid IT.  We’re anchoring the private cloud environment with a cloud-optimized operating system and management solution, Windows Server and System Center, which manages everything from infrastructure to applications to clouds – private and public -- making it possible for you to manage hybrid cloud environments. By the same concept, Microsoft’s public cloud offerings are anchored by Windows Azure, which is a comprehensive IT platform across both compute, storage, network capabilities and higher-level services like relational databases. CLICK - FIRST ANIMATION Whether it's public or private, our services across both fall into a few categories: (1) Productivity -- with Lync Server, Exchange Server and SharePoint Server on the private, and Office 365.(2) Database -- with SQL Server private cloud enabled, and SQL Azure in the public cloud space(3) Business Applications -- with Microsoft Dynamics enabled on the private cloud, and Dynamics CRM Online available through our public cloud.(4) And last – Infrastructure -- there's Windows Intune providing desktop management & security running on the cloud, and the Windows Azure platform.But, it's not just the fact that we have this deep and broad set of services and platform capabilities across public and private, it's the commonalities between the two that provide the real magic and uniqueness in Microsoft’s business cloud strategy. CLICK – SECOND ANIMATIONDelivering Best-in-class Hybrid clouds… I mentioned hybrid environmentsbefore. We believe all companies are going to have multiple cloud environments private, public cloud, service providers… welcome to the world of hybrid IT – a place businesses are going to call home for a long time to come. In this hybrid world, you absolutely need a distributed computing fabric that brings things together on behalf of your IT professionals and your developers writing applications. These commonalities of identity, virtualization, management, and application development are what makes Microsoft's platform very unique. Common Identity – The majority of our enterprise customers use Active Directory (AD) to manage their identity infrastructure. Through federation, you can also extend AD to offer consistent/secure SSO experiences for applications spanning across private and public clouds. Coca Cola Enterprises set up an Office 365 solution with single sign on for their employees and business partners using a combination of on-premises and public cloud based components. (http://www.microsoft.com/casestudies/Case_Study_Detail.aspx?casestudyid=4000004584)Common Virtualization – through capabilities like the Windows Azure VM role, we help you deliver application portability across private and public clouds.Common Management – Through System Center 2012, which we’ll cover later, we offer full visibility and control for IT professionals across private and public clouds environments. At the same time, we continue to empower your application owners with self-service to make sure they can deliver agile app experiences to their businesses.  Common Development – The developer experience from Microsoft on the Windows Platform is unparalleled. The .NET framework allows developers to use the same set of skills to rapidly build great applications for the client, phone, browser, server and the cloud. Manage the entire application lifecycle with Visual Studio. Use the most popular languages for development so you don’t have to retrain your developer staff on a new paradigm. CLICK – THIRD ANIMATIONThis entire picture is one of the biggest advantages Microsoft offers our customers. To summarize, our private and public cloud technologies easily work with each other – creating synergies for a hybrid cloud environment. From the best experience with the most-used apps, to higher-level services for public cloud, to providing better TCO on private cloud than our competitor like VMware, Microsoft is committed to delivering the best-in-class hybrid cloud solutions to its customers. I’ll go deeper on all of this as we continue our conversation.

RecordPoint Overview - Brisbane RecordPoint Overview - Brisbane Presentation Transcript

  • Agenda©2012 RecordPoint Software. All rights reserved.
  • Introductions Anthony Woodward Elon Aizenstros Chief Technology Officer Managing Director RecordPoint RecordPoint • Technology professional with fifteen • Microsoft strategy and business years of experience in information development professional for fifteen technology focusing on Records years. management and collaboration. • Investor and executive director in • Member of the Microsoft Partner SharePoint consulting and Software Council and a Microsoft Virtual Technical businesses. Specialist. • Worked extensively with large • Broad range of corporate and corporate and government government business problems customers on information including technical publishing, product management strategies. data management, and records management.©2012 RecordPoint Software. All rights reserved.
  • Our Customers Managing Million of Records©2012 RecordPoint Software. All rights reserved.
  • SharePoint is here…©2012 RecordPoint Software. All rights reserved. Sources: “State of the ECM Industry 2011,” AIIM, March 2011; “Microsoft TechNet,” Microsoft, February
  • So what are we using SharePoint for? CONTENT©2012 RecordPoint Software. All rights reserved. Source: “SharePoint Industry Watch,” AIIM, July 2010
  • The Platform The SharePoint Platform©2012 RecordPoint Software. All rights reserved.
  • SharePoint Key Features Secured Requirement Requirement Metadata Requirement: Version Repository Control Requirement Check In/Out Requirement Search©2012 RecordPoint Software. All rights reserved.
  • SharePoint Key Features Requiremen Requiremen Approvals & Document Requirement SharePoint Workflow t: t: Sets Workspace : Requireme Templates Requiremen nt: Requirement: Records Term Store t: Management©2012 RecordPoint Software. All rights reserved.
  • ©2012 RecordPoint Software. All rights reserved.
  • Considering Compliance for SharePoint?©2012 RecordPoint Software. All rights reserved.
  • Microsoft‟s Research A considerable amount of the requirements of ICA standard is delivered SharePoint 2010. • 88% of Records functionality as defined by the ICA standard (ISO 16175) is now available “out of the box” using Sharepoint 2010 • Additional configuration and Third party applications are required to provide specific records compliance functionality©2012 RecordPoint Software. All rights reserved.
  • Our Software Vision: Archiving and RM Services in SharePoint for the Enterprise  In Place Records Management and Massively Archiving Services provides certified and Scalable endorsed content governance and data archiving for  SharePoint  Exchange  File System  LOB systems Single Instance Control Compliance Context©2012 RecordPoint Software. All rights reserved.
  • RecordPoint©2012 RecordPoint Software. All rights reserved.
  • ©2012 RecordPoint Software. All rights reserved.
  • Considering Records in SharePoint?  How much content do you have?  What types of content do you have?  Can you maintain the experience?  What are your compliance requirements?  Who will be using SharePoint, and how?  How long do you plan on keeping your content?  In SharePoint…  In your company…  What version of SharePoint do you have?©2012 RecordPoint Software. All rights reserved.
  • Considering Records for SharePoint?©2012 RecordPoint Software. All rights reserved.
  • Considering Records in SharePoint?©2012 RecordPoint Software. All rights reserved.
  • What‟s the ideal approach to Records in SharePoint?  Centralised Governance:  Ensuring that all of your organizations content, including SharePoint is managed centrally under a unified set of policies  Taking measures to ensure that SharePoint site creation is being managed and aligned to policy  Optimisation/Performance:  Redirecting active SharePoint content to optimize SharePoint performance and meet back-up windows  Long Term Preservation  Archiving old and inactive SharePoint content to long term preservation formats and ensure compliance  End-user Transparency  Making sure end-users have access to all content through SharePoint  Ensuring the “experience” is never affected  Let Automation do as much as possible©2012 RecordPoint Software. All rights reserved.
  • Managing records in SharePoint with a robust governace model©2012 RecordPoint Software. All rights reserved.
  • Business Issue©2012 RecordPoint Software. All rights reserved.
  • Solution SharePoint Classification of business content RecordPoint©2012 RecordPoint Software. All rights reserved.
  • Records Manager Dashboard – Centralised View©2012 RecordPoint Software. All rights reserved.
  • Flexible Classification and Aggregation setup Classification Scheme - driven navigation in RecordPoint for Records team Ability to set aggregation in SharePoint (or PowerShell)©2012 RecordPoint Software. All rights reserved.
  • RecordPoint Rules Engine Use rules to map business (information) processes to Records Management system Business Processe s Records System©2012 RecordPoint Software. All rights reserved.
  • Benefits for SharePoint Users Classified process - automatically built-in orphaned or Flexible classification, e.g., browsing classifications & Dispositioncontent is Automatic deletion of Retention links New SharePoint sites have already updated with business Records Management functionality via classified Documents, folders, and content inbe rules engine list classified sites can place Manageof recently used classifications pick specific metadata (Rules Engine)©2012 RecordPoint Software. All rights reserved.
  • Demo©2012 RecordPoint Software. All rights reserved.
  • Managing business relevant email„s in SharePoint©2012 RecordPoint Software. All rights reserved.
  • Business Issue©2012 RecordPoint Software. All rights reserved.
  • Solution Capture emails Email Records Deploy SP Sites Management withContent Types0 Email Archiving For e-mail RecordPoint SharePoint©2012 RecordPoint Software. All rights reserved.
  • Solution - Accessing managed emails in SharePoint©2012 RecordPoint Software. All rights reserved.
  • Benefits for SharePoint Users  Users see managed emails in SharePoint together with other SharePoint content.  E.g., in a SharePoint site used for project management you can access all managed emails related to the project.  Email-specific properties, e.g., “From”, “Subject”, and “Received” are displayed.  Managed personal emails can be accessed from SharePoint “MySites”.  Managed emails can be copied into SharePoint document libraries or links can be created.©2012 RecordPoint Software. All rights reserved.
  • Demo©2012 RecordPoint Software. All rights reserved.
  • Decomissioning file shares while accessing and working with legacy content through SharePoint©2012 RecordPoint Software. All rights reserved.
  • Business Issue©2012 RecordPoint Software. All rights reserved.
  • Solution File Server Deploy SP Sites with access to archived Archive File System content (Move) via RecordPoint RecordPoint Archive API SharePoint©2012 RecordPoint Software. All rights reserved.
  • Benefits for SharePoint Users©2012 RecordPoint Software. All rights reserved.
  • Storing SharePoint content on less expensive storage media©2012 RecordPoint Software. All rights reserved.
  • Business Issue©2012 RecordPoint Software. All rights reserved.
  • Solution SQL Server SharePoint Database SQL Server Database Open Text Storage Services RecordPoint Enterprise Disk Systems©2012 RecordPoint Software. All rights reserved.
  • Benefits for SharePoint Administrators©2012 RecordPoint Software. All rights reserved.
  • Australian Communication and Media Authority©2012 RecordPoint Software. All rights reserved.
  • Who are we?> The Australian Communications and Media Authority (ACMA) is responsible for the regulation of: > broadcasting > radiocommunications > telecommunications, and the > internet> Around 700 staff and contractors> 3 main sites in Canberra, Sydney, and Melbourne> Plus a number of small regional locations
  • Technology landscape> We try to be a “leading edge” (not bleeding edge) adopter of technology> We were one of the first agencies to roll out Windows 7 as our Standard Operating Environment (SOE)> Corporate rollout of SharePoint 2010 for team collaboration completed in July 2010> Business Program Committee has approved an extensive program of system upgrades ($20m+) to replace and modernize all of our legacy ICT systems
  • Records landscape> Serious push to convert agency to electronic recordkeeping (~12 paper files / month since Oct 09)> Uptake of TRIM for corporate recordkeeping patchy across sections> TRIM does not have a good reputation, partly due to SOE upgrade problems> Legacy information stores and other silos (e.g. shared drives) still a problem> Lots of corporate records in legacy applications
  • Enterprise Architecture> Coordinating the program of ICT projects a mammoth task> Using lightweight, just-in-time Enterprise Architecture methods to manage complexity and plan for required capabilities
  • AIMS Replacement Project Information Model Legend Deliverable for this project Online data lodgement (complaints/compliance) Existing item enhanced by this project Existing item leveraged by this project External web Specialised Internet Applications Web forms services New item delivered by other projects Customer Compliance Case Compliance Notes Contact Compliance item item item Licence Document record * “Resource” is a general term covering licensable or ownable items such as broadcast or spectrum licenses, newspaper ownership, domain names, etc. Enterprise Integration Platform (EIP) * “External Reference” allows capture of transactions about a customer and/or contact, eg opening a case, issuing an invoice etc.Customer Management Case Management (TBD) Licence Management Digital Records Data Warehouse (SQL Extract, Transform and Load (Dynamics CRM) (LS telcom) Management/ Server) Data Storage (SharePoint) (SSIS) DocumentCustomer Contact Fact record Case Licence ExternalResource* Compliance item Dimension Reference* Customer care & service Compliance monitoring Compliance reporting Standard customer Standard case management Standard licence Custom SharePoint Custom Cognos 8 BI management interface interface management interface UI Reporting
  • Issues> How do we: … provide a consistent, easy to use interface to staff for their daily recordkeeping and document management? … make recordkeeping an integral part of all our new/upgraded applications? … minimise the risk of incompatibility as we continue to be “leading edge” adopters of technology? … centralise recordkeeping governance and management? … minimise customization requirements and ensure we have an supported and manageable upgrade path into the future?
  • Why RecordPoint?
  • Options examined> TRIM standalone> TRIM integration with SharePoint> Out of the box SharePoint records management> OBS i5> RecordPoint
  • Key advantages of RecordPoint> Recordkeeping with ISO 15489 compliance> 100% SharePoint solution> Turnkey COTS solution> Upgrade and maintenance path> Apply solution to our existing SharePoint 2010 deployment without architecture
  • Significant functionality> Mixed mode SharePoint sites can have non-managed documents only, managed documents only, or a mix of both> Flexible recordkeeping rules Can start simple, e.g. all records in a site will belong to one class, then go as granular as we like behind the scenes> Not just documents Can also capture lists and other structured data (e.g. calendars) as records
  • Significant functionality> Built in archive Move documents out of SharePoint to improve performance> Permanent references No matter where documents move, RP can link to them and find them
  • Design and build choices
  • What TRIM shows to end users File Number File Folders Documents Title + Classification Owner Disposal
  • What RecordPoint shows to end users Files Folders Icon changes depending on record status
  • Virtually transparent recordkeeping! where’s the recordkeeping metadata?
  • Virtually transparent recordkeeping! Recordkeeping metadata sits behind the scenes
  • Virtually transparent recordkeeping! Finalised records transferred to RP archive for safekeeping
  • Making it happen> NAP – Documents remain regular SharePoint documents, users can edit and delete as normal> Archive – Documents that aren‟t modified in a certain time period (e.g. 18 months) will be sent to the RecordPoint archive> Files – We set up a new SharePoint Library template that uses a new “Record” content type, this tells RP to manage the documents as records (can also be done on Lists)> Patterns – We can match on SharePoint URL patterns, Site Name, List Name or other metadata to set file classification and associate disposal classes> Class rollup – Users never have to set a function/activity when creating document library, this is a behind-the-scenes function of the Records team to ensure proper retention
  • SharePoint 2013 & the Cloud©2012 RecordPoint Software. All rights reserved.
  • SharePoint 2013 ECM – Microsoft‟s Big Bets eDiscovery Team Folders • In place preservation in SP & • Work on mail and documents Exchange together • Integrated, enterprise wide • SharePoint, Outlook, OWA case management • Retention/compliance across stores©2012 RecordPoint Software. All rights reserved.
  • Unified Discovery across Exchange, SharePoint and Lync Discovery Center in SharePoint Unified Preserve, Search and Export Exchange Web Services Connect to Exchange to get mailbox data Lync Archiving to Exchange Exchange is the compliance store for Lync Search Infrastructure Exchange and SharePoint use the same search platform©2012 RecordPoint Software. All rights reserved.
  • Discovery Center©2012 RecordPoint Software. All rights reserved.
  • Discovery Sets©2012 RecordPoint Software. All rights reserved.
  • Add, manage and export discovery sets©2012 RecordPoint Software. All rights reserved.
  • Site Based Compliance©2012 RecordPoint Software. All rights reserved.
  • New Site Policy©2012 RecordPoint Software. All rights reserved.
  • Site Closure and Deletion©2012 RecordPoint Software. All rights reserved.
  • Demo©2012 RecordPoint Software. All rights reserved.
  • Deliver Best-in-Class Hybrid Cloud Coming Soon Common Technologies Identity ▪ Virtualization ▪ Management ▪ Development The RecordPoint Private • Hybrid Support & the Commons Public • Hybrid Support & the Commons Difference • RecordPoint Collects from Cloud • Built in Azure • Total Cost of Ownership • Higher-level Services • On Premise or Hosted Solution©2012 RecordPoint Software. All rights reserved.
  • RecordPoint Roadmap - 2012 RecordPoint RecordPoint Online R4 Online R2 Customer RecordPoint RecordPoint for Customer Feedback 3.3 RecordPoint®Exchange Server Feedback and Research Online LaunchRecordPoint 4.0 and Research RecordPoint for RecordPoint RecordPoint 3.2 Wave 15 (3.4) Online R3 RecordPoint 4.2 RecordPoint 4.1 H2 H1 H2 H1 H2 H1 2011 2012 2012 2013 2013 2014  Social media record collection to be added in RecordPoint V3.3  RecordPoint for Exchange to added in RecordPoint 4.0©2012 RecordPoint Software. All rights reserved.
  • Questions?©2012 RecordPoint Software. All rights reserved.
  • Thank You anthony.woodward@recordpoint.com.au©2012 RecordPoint Software. All rights reserved.
  • ©2012 RecordPoint Software. All rights reserved.
  • RecordPoint©2012 RecordPoint Software. All rights reserved.
  • RecordPoint Manages your Records at Scale RecordPoint UI RecordPoint ConfigurationAPI RecordPoint (Site Collection) RecordPoint Search /Content/Site1 /Content/Site2 /Content/Site4 /Content/Site4 SharePoint Web Applications Storage Layer Search Index CAML (Content Sites) RecordPoint Web Application SharePoint Farm RecordPoint Web Application©2012 RecordPoint Software. All rights reserved.
  • RecordPoint – High Level Architecture©2012 RecordPoint Software. All rights reserved.
  • Thank You anthony.woodward@recordpoint.com.au©2012 RecordPoint Software. All rights reserved.