Achieving Content Governance In The Collaborative And Social Businesses


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Achieving content governance in the collaborative and social businesses


Global Directions 2013

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Achieving Content Governance In The Collaborative And Social Businesses

  1. 1. Achieving Content Governance in the Collaborative and Social Business Mike Alsup, Gimmal September 24, 2013
  2. 2. Alsup Frame of Reference • 34 Years as ECM/RM Consultant/Integrator • Accenture, Booz Allen, BSG, Align Solutions, Gimmal • 1980 career goal: help clients move from paper-based processes to automated Doc Mgmt. processes • Assumption: this was beyond the span of my career • Last seven years  focused on SharePoint as ENTERPRISE ECM & RM Platform • for information on Gimmal • Alsup blog – (ace, king, queen, jack, ten) • Alsup blog – ERM, SharePoint Communities • AIIM Involvement • Southwest Chapter  Programs VP (1991-97, 2000-09), President (1997-2000), VP since • International Board  Member (1999 – 2001, 2007 – 2010) • AIIM Conference Committee  Member (1995-2000, 2004-2007), Chair – 2000 • EmTAG  Member (1998 – 2011), Chair (2004 – 2006) • AIIM SharePoint Course • We built it. We are proud of it. We certified our team 2
  3. 3. We Are… Information Management For Everyone • Built on Leading Enterprise Platforms • Higher Value and Lower Cost Business Solutions Trusted Advisors and Implementers • Across All Industries and Government • Thousands of Successful Engagements Industry Leading Software, inside SharePoint • Information Governance & Unified Records Management • DoD 5015.2 Certified, Chapters 2, 3 & 5 • SAP Content Archiving & Business Solutions Award Winning • Microsoft 2012 Software Partner of the Year Finalist • Inc. 500|5000 for 8 consecutive years 3
  4. 4. Agenda • Introduction to Content Governance  My Presentation Focus is on Technology and Platforms, not People or Process  SharePoint Perspective on Enterprise Information Management  Is “One Ring to Rule Them All” Realistic? • Many Target ECM Repositories for Governance  Several Very Challenging Problems • Alternative Governance Approaches • Open Questions and the Art of the Possible in 2013 4
  5. 5. Scope – Target ECM Repositories 5 @ Traditional ECM Email ERP File Shares Traditional RM SharePoint Cloud ECM Cloud File Sharing
  6. 6. Information Management Policies • When and How to Delete Content • Applied to Documents, Records & Items • Applied at Document or Container-level • Associated w/ Content Types or Locations • Date-driven • Event-driven • Settings for: • Auditing • Retention
  7. 7. • Retention • Location • Metadata • Security • Versions • Disposition • Many others Retention XX Days Location(s) Network Shares E-mail Inbox Metadata Name Retention XX Months Location(s) Document Libraries Metadata Name Content Type Retention Retention Schedule Location(s) Record Center or 3rd Party Product Metadata Name Content Type Information Lifecycle • All Information is managed from creation to disposition • Retention for all information in every state of the ILC • Early classification (indexing) is an important step to compliance • Rules are enforced by the technology Temporary Work In Progress Final Hold Disposition
  8. 8. ECM Vision is simple  Is it Cloud or SaaS or Both? Differences between Cloud and SaaS: • Cloud only: Amazon EC2 is cloud, but a platform as opposed to consumer software • SaaS only: Documentum is single tenant, hosted ECM managed as a cloud solution • Both: is both Cloud Only and SaaS Only  Multi-tenant cloud software Why does it matter? • Legacy ECM vendors support Cloud, but SaaS only  Virtual Machine for each solution • Box, Office 365, SpringCM and others are Cloud and SaaS  Multi-tenant applications 8
  9. 9. Have Cloud ECM & Collaboration changed Content Governance? • Content Governance is challenged by Cloud ECM and Collaboration Information policies  applied to more repositories • Everyone recognizes need for governance to extend to all ECM repositories  “One Ring to Rule Them All” • Applying content governance to multiple ECM environments is competitive: • Legacy ECM vendors • Cloud file sharing vendors  Need Ecosystem Partners • Federation vendors • Microsoft  Need Ecosystem Partners 9
  10. 10. Content Governance 2.0 • Transparent user participation  End reliance on end users choosing to follow policy and rules • Lines of Business collaborate with IT based on Content Types • All content managed from a lifecycle perspective • There are 4 key elements of Content Governance 2.0 • Information Lifecycle • Content Types (& Containers) • Metadata Inheritance • Consistency in User Experience 10
  11. 11. • Repository-based Governance (Includes Containers) • Access Controls • Update Controls • Disposition Controls • Deletion • Archiving • Offline Questions Does the Repository support Policy Governance? Does the Repository support Federation of Policy? Is Policy Federated at the Repository-level or Document-level? Is Policy Synchronized between Cloud & On-Premise Scope – Governance Methods 11
  12. 12. • Content Type-based Governance • High Level Content Type Model • Functional Content Type Model Governance options are either Content Type-based or Repository-based Mixed Content Type Models can be effective  “Unknown” Content Type Functional Content Type Models can drive ROI of ECM Investments • Lifecycle Governance • Multi-Repository Governance • In Place Governance • Search & Classify-based Discovery • In Place • Process Launched • Copied or Moved Scope – Governance Methods 12
  13. 13. Let’s Start with SharePoint Content Governance SharePoint • SharePoint Consolidating ECM and RM? 135MM SharePoint Licensed Users* 65,000 Companies* 67%  SharePoint to Enterprise* 700,000 SharePoint Developers* 70% of Gartner ECM inquiries 2012  $2B business • SharePoint is Energizing ECM and RM Microsoft owns productivity market  ECM and RM a natural extension Many Best of Breed apps & extensions • SharePoint is compelling platform for compliance & enterprise governance SharePoint 13
  14. 14. Ungoverned “Organic” SharePoint Environment Issues: Chaos grows with new sites No central site directory Each site has own look and feel Different definitions of content Site 1 has “Invoice – Purchasing” Site 2 has “Invoice” Content volume increasing rapidly All content is retained forever How are Records managed? 14
  15. 15. Ungoverned “Organic” SharePoint Environment How are you going to support this? How do you govern this? 15
  16. 16. SharePoint Framework • File Plan • Retention Schedule • Information Policy Enforcement Record Center • Content Types • Information Policy • Site Templates • Document Templates Team Sites MySites Top Level Portal • Lifecycle • Taxonomy • SP Features • XML Config. • Navigation • Search • Security Site Provisioning Information Lifecycle Term Store / Content Hub File Plan / Retention Schedule 16
  17. 17. Business Function (Base Document) Finance & Accounting Tax (ACC) Record Categories (Big Buckets) ACC100 Accounting, Banking, and Payroll Transactions ACC200 Financial Reporting Organization Content Types Local Content Type Bank Deposit Rpt 6 Years Accts Payable 6 years Financial Stmt. 10 years A/P Invoice 6 Years Expense Report 6 Years Balance Sheet 10 Years Income Stmt. 10 Years Banking Record 6 years Enterprise Content Type Properties: • Retention Category Properties: • Document Title • Modified Date • Owning Organization • Lifecycle State Properties: • Office of Record • Category-specific attributes Properties: • Retention Category • Category-specific attributes 17
  18. 18. ContentTypeLevel ContentTypeName OwningOrganization ILCState ILCDate CreateDate LastModifiedDate (systemgenerated) SecurityClass (internal,external,confidential) EmployeeName EmployeeNumber ContentType RetentionCategoryCode EventTriggerDate Enterprise Content Type Enterprise X X X X X X Organization Content Type Human Resources – Employee Specific X X X Local Content Type Personnel Files – Personnel Actions HUM70 X Local Content Type Personnel Files – Hiring, Termination, Training and Summary Records HUM73 X Taxonomy Master Model in SharePoint
  19. 19. What are Items?Item Document Event Issue Announcement Link Contact Message Task Workflow History Post Comment Folder Typical Governance Products • Typical Governance Products address 16% of content in SharePoint • Collaboration is over 60% list content • From a User Perspective: – Every user (even novices) have unique uses for lists – Lists replace Excel Spreadsheets and Access Databases – Once created, lists contain valuable knowledge and information assets • From an IT Perspective – Sites persist because lists with valuable information exist perpetually – Management is site-by-site – Items cannot be managed in SharePoint Record Centers 19
  20. 20. How to Apply Information Policy to Legacy SharePoint Sites? Top Site Portal 20
  21. 21. Legacy SharePoint Sites • Archive the Site • Close the Site (Read Only) • Move the content to a new site (+ Items, etc.) • Apply to policy to content in legacy site based on rules • Enforce the rules as site ages, including move to Records Center • Hopeless task without planning and good tools 21
  22. 22. What are your plans to leverage the Cloud? Source: Forrester, “Global SharePoint Usage Online Survey,” August 2012 The responsibility for “Cloud Governance” remains at home… InformationWeek
  23. 23. Hybrid model is Needed for Governance Why is this important?  Buyers expect Hybrid Content Governance for foreseeable future  Long term Economics of Cloud Storage are not clear  Office 365 is compelling “if records stored in our data centers”  Hybrid Governance requires simplifying assumptions 23
  24. 24. “Send To” Hybrid Lifecycle Model SharePoint 2010 – On Premise 24 “Send To” Synch File Plan & Retention Schedule Service Policy Hub Service EDiscovery Search & Hold Service Two-way Lifecycle synch of records SharePoint Sites “Send To” SharePoint 2013 - Office 365 Record Centers Record Centers “Send To” SharePoint Sites
  25. 25. Enterprise Approach Summary • Team Sites & Governance • Usability and Consistency • Content Types & Metadata • Libraries, Lists and Views • File Templates • Content Lifecycle • Search • Site Settings & Administration • IM Policy Alignment • Security Best Practices Add-On Software Effort/Time SDK Framework SharePoint OOTB
  26. 26. SharePoint Governance Summary • Content Types are Essential • On Premise vs. Office 365 vs. Hybrid are different • Items are Critical to be Included • Legacy Sites must be Considered • Hybrid must be Considered • Extensive Planning is Required  A Challenging Problem without any other Repositories! 26
  27. 27. Record Centers SharePoint Sites “Send To” SharePoint 2010 On Premise SharePoint Sites “Send To” SharePoint 2013/ Office 365 Record Centers Email File Shares Legacy ECM On-site & Off-site Paper Storage Web, Intranet, IM, Collaborative Content Social File Sharing Cloud ECM Cloud Email 27 Enterprise Information Management
  28. 28. • Email Governance Options • Mailbox size management • Journaling • Drag to an Email folder  Act of Classification • Three Zone Model (Temporary, WIP, Record) • NARA Capstone Model • What does Email Governance Look Like? • In Place Retention Rules, then SharePoint or Legacy ECM or Email Archiving Tool • User Declaration into SharePoint or Legacy ECM • Site Mailboxes in SharePoint 2013 • Legacy PST’s? • Policy in Email in Office 365 is different than Policy in Email On-Premise Scope – Target Repositories 28
  29. 29. File Shares Traditional File Share Governance Process: • Crawl Share Drives  derive classification information • Tag content with best fit Content Types  requires work to define mapping • Migrate content to SharePoint • Have a Plan for File Shares Post-Migration • Volumes are Daunting Goal  do this automatically SharePoint Governance Options: • Catalogued File Shares • AvePoint • MetaLogix • Bamboo Legacy ECM Vendor Options are Similar • Crawl, cleanse and migrate solutions • Active Navigation • Recommind • IBM & Stored IQ • EMC Kazeon • Open Text • Digital Reef • Concept Searching • One Time Crawl vs. Recurring Crawl 29
  30. 30. • Legacy ECM /RM Governance • Inside ECM Governance  Best Governed Content in Org.  Market-defining • Federated Governance to Multiple Repositories  Not as successful • Physical RM • Most Physical Solutions are Legacy ECM • Web Sites • Web site snapshots • Most websites retention is through: • Publication/retraction process • Roll-back/restore of site content • ECM platforms not very successful for websites  new set of web site products Scope – Target Repositories 30
  31. 31. Can Governance be Federated into all these Platforms? • Levels of Federation: • Document, Container, Replication, Presentation • Open Text, IBM, EMC and HP (Autonomy) have solutions in this area • New federation vendors, e.g. RSD,  they can do it all Questions: • Does Federation work in the enterprise? • Looking for case studies of successful federated ECM governance 31
  32. 32. Cloud File Sharing are Competing in ECM • Box, Syncplicity, DropBox, etc. • Cloud-based file sharing vendors understand Cloud ECM Governance • Lack rich object models and policy solutions to enable more than Share Drives in Cloud • SkyDrive vs. SkyDrive Pro is still confusing for some users • SkyDrive is Dropbox-like in its capabilities • SkyDrive Pro is modern version of SharePoint My Sites • What would Cloud File Share Governance Look Like? • Register Site or Site Content • Synchronize • Send to My Account  There will be room for all of these approaches, plus Google, Legacy ECM, many others 32
  33. 33. • Social • LinkedIn, Facebook, Twitter, Jive, etc. • Yammer • What would Social Site Governance Look Like? • No Option to Federate Governance to Social • Register the Site • Manage the Process to Post to Site • Enable Updates  e.g., Remove Post after 90 days • Yammer = exception  Microsoft integrating SharePoint Governance Scope – Target Repositories 33
  34. 34. Hybrid Lifecycle Model 34 Record Centers SharePoint Sites “Send To” SharePoint Sites “Send To” Policy Hub Service Record Centers Email SharePoint 2010 SharePoint 2013/ Office 365
  35. 35. One Ring to Rule Them All  Policy Hub Service Record Centers SharePoint Sites “Send To” SharePoint 2010 SharePoint Sites “Send To” SharePoint 2013/ Office 365 Policy Hub Service Record Centers Email File Shares Legacy ECM On-site & Off-site Paper Storage Web, Intranet, IM, Collaborative Content Social, File Sharing, Cloud ECM Content 35
  36. 36. Governance Method SharePoint Legacy ECM Federation File Sharing Container-based Governance Access Controls Update Controls Disposition Controls Strong Strongest Not Native Strength, Requires Connectors and Integration Not Natively Available Search Governance In Place (Search and Classify) Process (Search and Process) Copy or Move to Repository (Search & Harvest) Strongest w/ SharePoint, Email & File Shares, Requires Planning, Add-on Products & Connectors for other Repositories Strong, but Requires Planning, Connectors & Integration for other Repositories Requires Planning, Connectors & Integration for all Repositories Not Natively Available Content Type-based Governance High Level Content Types Functional Content Types Strongest, but Requires Planning, Connectors & Integration for other Repositories Strong, but Requires Planning, Connectors & Integration for other Repositories Remote Control, No Internal Events Not Natively Available Lifecycle Governance Multi-Repository Governance In Place Governance Strongest, but Requires Planning & Integration for other Repositories Strong, but Requires Planning & Integration for other Repositories Remote Control, No Internal Events Not Natively Available 36
  37. 37. The Future – Two Short Term Questions • Does Unified SharePoint, Email & Share Drive = Content Governance? • This is the burning question for many organizations • Including more ECM platforms in content governance is a bonus, but not core • How to integrate these environments into a single, simpler enterprise solution? • If Hybrid Content Governance is the future, how to do it? • High priority architectural question in many organizations, especially the largest • Clients are investing in cloud, but not storing records or even business critical content there • How to integrate Cloud and on-premises ECM into a single, simpler enterprise solution?  Find Someone to help who has done it before  Make Sure they have Good Tools, Frameworks, and References 37
  38. 38. The Future – 2020 Vision • The ECM Dial Tone • Unified Object Environment (Document, Voice Message, Email, Viewer, etc.) • Departments, Legal, Records and IT collaborate on Governance Policy at Content Type Level • Governance Policy Automatically Applied through Containers & Templates • Much Planning and Setup  then it just works • Departmental ECM Solutions will go the way of: • Word Processors  Word • Microfilm  Storage • Optical Disk  Storage • Local Area Networks  Cable Plug or WiFi • People don’t care about Technology, they want Solutions that Work • How many Repositories for Unstructured Content do you Really Need? 38 Kurzweil Vision  15 Years
  39. 39. Questions Achieving Content Governance in the Collaborative and Social Business Mike Alsup, Gimmal September 24, 2013 39