Empowering SharePoint – Effective Records and Information Lifecycle Management


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Records Management solutions fail due to a lack of effective management of all content formats, integration with an overall governance plan, and automated document workflow, which can expose organizations to damaging and costly legal and regulatory consequences.

SharePoint has become one of the most important repositories of business information for organizations, yet the critical practice of the long-term management, storage and disposition of documents of record is often overlooked.

In this webinar Collabware and Concept Searching will demonstrate their unique, combined offering that enables SharePoint to be an effective records and information lifecycle management solution for enterprises.

What you will learn about during this session:
• Effective content identification and classification, regardless of content location in the enterprise
• Automatic migration of content driven by classification of metadata
• Enterprise-class records and content lifecycle management in SharePoint
• Management of records for disposition, preservation and legal hold

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Empowering SharePoint – Effective Records and Information Lifecycle Management

  1. 1. Empowering SharePointEffective Records and InformationLifecycle ManagementDon MillerVice President of SalesConcept Searchingdonm@conceptsearching.comTwitter @conceptsearchGraham SibleyCEOCollabwaregsibley@collabware.comTwitter @collabware
  2. 2. Agenda• Introductions• Concept Searching• Records Management• Manual Tagging Failings• Intelligent Records Identification• Demonstration• Collabware• Traditional Approach• Traditional Failings• Success Strategies• Collabware CLM• Demonstration
  3. 3. Expert SpeakersGraham Sibley – CEO at Collabwarestarted the company with the goal of transforming theenterprise content management software industry through newideas and approaches to traditional problems. He has over 15years of experience and proven success in informationmanagement technology, SharePoint solution architecture anduser experience design.Don Miller – Vice President of Sales at Concept Searchinghas over 20 years’ experience in knowledge management.He is a frequent speaker on records management, andinformation architecture challenges and solutions, and hasbeen a guest speaker at Taxonomy Boot Camp, andnumerous SharePoint events about information organizationand records management.
  4. 4. • Company founded in 2002• Product launched in 2003• Focus on management of structured and unstructured information• Technology Platform• Delivered as a web service• Automatic concept identification, content tagging, auto-classification,taxonomy management• Only statistical vendor that can extract conceptual metadata• 2009, 2010, 2011, 2012, 2013 ‘100 Companies that Matter in KM’(KMWorld Magazine) and Trend Setting product of 2009, 2010, 2011, 2012• Authority to Operate enterprise wide US Air Force and enterprise wideNETCON US Army• Locations: US, UK, and South Africa• Client base: Fortune 500/1000 organizations• Managed Partner under Microsoft global ISV Program - ‘go to partner’for Microsoft for auto-classification and taxonomy management• Smart Content Framework for Information Governance comprising• Six Building Blocks for success• Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifier,conceptClassifier for SharePoint, conceptTaxonomyWorkflow, conceptContentTypeUpdater for SharePointThe Global Leader inAutomated Tagging Solutions
  5. 5. Records Management - Protecting Corporate Memory• Perceptions• Low priority• Responsibility of small group of specialists• Failure looks like• End user adoption• Difficult interfaces, complex processes, and disparate tools• Lack of integration with overall information governance plan• Lack of policy enforcement• Widespread non-compliance issues• Success looks like• Suits the organization’s workflow• Easily adaptable by end users• Easily integrated into end users’ daily activities• Transparent
  6. 6. Business Imperatives Driving The Issues• Governance issues• End users do not add the appropriate record retention code ormeaningful metadata• Reduce costs associated with the time to manage and identifyrecords• From documents, emails, diverse storage repositories such as PCs,thumb drives, file shares• Ensure that records are• Kept according to guidelines• Archived• Discarded because they have no value
  7. 7. “It is simply not realistic to expect broadsets of employees to navigate extensiveclassification options while referring to arecords schedule that may weigh in atmore than 100 pages.”Forrester Research/ARMA International Survey
  8. 8. Manual Tagging is aBehavior Modification ProblemconceptClassifier automates the tagging process to remove thebehavior modification problem of manual tagging for Governance,Findability and Migration• conceptClassifier increases productivity,improves ‘Findability’, automates‘Governance’, migrates content• Organizes intellectual assets andprovides a factor of improvement forend users to find company informationwith an automated tagging approachfor any search platform• Improves ability to target contentthrough EMM/TS with 2013 Search andSharePoint 2010/2013• Improves SharePoint Portal Adoption• Aligns content with governance policesand federally mandated requirements• Intelligently migrates content into andout of SharePoint• Mitigates Risk• Reduces federal governance, corporateinformation policy, and personallyidentifiable information exposures whileimproving eDiscovery audit capabilitiesand ensuring alignment with contentretention policies• Lowers cost of Administration• Leverages native integration toMicrosoft stack, manages migration ofGUIDS• Lowers cost of ownership to build outand administer EMM/Term Store• Intelligent content migration• Intuitive user interface for easyproduct adoption
  9. 9. A Manual Metadata Approach Will Fail 95%+ Of The TimeIssue Organizational ImpactInconsistent Less than 50% of content is correctly indexed, meta-tagged orefficiently searchable rendering it unusable to the organization. (IDC)Subjective Highly trained Information Specialists will agree on meta tags between33% - 50% of the time. (C. Cleverdon)Cumbersome - expensive Average cost of manually tagging one item runs from $4 - $7 perdocument and does not factor in the accuracy of the meta tags nor therepercussions from mis-tagged content. (Hoovers)Malicious compliance End users select first value in list.(Perspectives on Metadata, Sarah Courier)No perceived value for end user What’s in it for me? End user creates document, does not see valuefor organization nor risks associated with litigation and non-conformance to policies.What have you seen Metadata will continue to be a problem due to inconsistent humanbehavior.The answer to consistent metadata is an automated approach that can extract the meaningfrom content eliminating manual metadata generation yet still providing the ability to manageknowledge assets in alignment with the unique corporate knowledge infrastructure.Manual Approach Leads to Failure
  10. 10. Records Identification – The Hidden Costs• 76% of data loss in Records Management is due to end user error (PrismInternational)• It costs an organization $180 per document to recreate it when it is nottagged correctly and cannot be found (IDC)• At any given time, between 3% and 5% of an organization’s files are list ofmisplaced. Annual losses for a Fortune 1000 company with one million filesis $5 million (Survey reported in Information Week)• Companies typically misfile 2%-7% of their records (Survey conducted byNew York City Chapter, ARMA International)• Only 28% of archiving decision-makers are very confident they candemonstrate their digital information if accurate, accessible, and trustworthy.(Forrester)• US managers spend an average of 4 weeks a year searching for or waitingon misfiled, mislabeled, untracked, or ‘lost’ papers. (Cuadra Associates)• 90% of records filed after the completion of a transaction are never referredto again. (Records Management, General Services, State of Tennessee)
  11. 11. Intelligent Records IdentificationThe Precursor to Effective Records Management• The Concept Searching approach - develop a taxonomy that mirrorsthe file plan• Content will be auto-classified by identifying and assigning thecorrect record identifier and other organizationally defineddescriptors• Optionally apply an appropriate content type• Automatically route to the organization’s records managementplatform
  12. 12. The Bottom Line• Provides transparent information governance through elimination ofend user adoption issues• Automates document workflow for storage, preservation, access,and usage controls• Assists in the management of content by identifying records as wellas content that should be archived or contains sensitive information• Protects record integrity throughout the individual document lifecycle• Creates virtual centralization through the ability to link disparatecontent repositories• Facilitates the retrieval of records as well as highly correlatedcontent that typically would not be found• Ensures compliance with industry and government mandatesenabling rapid implementation to address regulatory changes• Addresses low value content that no longer has purpose• Reduces the time and cost of retrieving the correct business record
  13. 13. Intelligent Platform Components• Service Oriented architecture (SOA) based search and classificationtechnology• Browser based taxonomy management technology tightly integratedfeature set that operates with any platform• Industry unique compound term processing enables rapid creationof semantic metadata, which can be classified to organizationallydefined taxonomies.• Tagging and auto-classification of content can be aligned tobusiness goals• Semantic metadata generated can be easily integrated with anythird party application or platform that can interface via web services
  14. 14. • Concept Searching’s unique statistical concept identification underpins all technologies• Multi-word suggestion is explicitly more valuable than single term suggestion algorithmsConcept Searching has a unique approach to ensure success• conceptClassifier will generate conceptual metadata byextracting multi-word terms that identify ‘triple heartbypass’ as a concept as opposed to single keywords• Metadata can be used by any search engine index or anyapplication/process that uses metadata.Concept Searchingprovides AutomaticConcept Term ExtractionTripleBaseballThreeHeartOrganCenterBypassHighwayAvoidUnique Approach
  15. 15. • Metadata driven application and enforcement of policies - conceptClassifier has beendeployed since 2010 to automatically generate metadata and use that metadata to apply and enforcepolicies. Many clients are using the platform to support their information governance strategy.• Proven, mature functionality out of the box - The platform has been deployed in numerous sitesand applications across the enterprise, including MOSS and SharePoint 2010, 2013, Stellent, Documentum,SQL, Oracle, File Shares, Exchange via SharePoint and across the enterprise.Smart Content Framework™Sum of parts is greater than whole
  16. 16. • Create enterprise automated metadata framework/model• Average return on investment minimum of 38% andruns as high as 600% (IDC)• Apply consistent meaningful metadata to enterprise content• Incorrect meta tags costs an organization $2,500 peruser per year – in addition potential costs for non-compliance (IDC)• Guide users to relevant content with taxonomy navigation• Savings of $8,965 per year per user based on an $80Ksalary (Chen & Dumais)• 100% ‘Recall’ of content, 35% Faster access tocontent ‘Precision’• Use automatic conceptual metadata generation to improveRecords Management• Eliminate inconsistent end user tagging at $4-$7 perrecord (Hoovers)• Improve compliance processes, eliminate potentialprivacy exposures1. Model andValidate2. AutomateTagging3. Findability4. BusinessProcesses5. RecordsManagementand PII6. Life CycleManagementconceptClassifier for SharePoint 2010 provides an automated metadataapproach for an immediate ROI and drives business valueAccurate Approach
  17. 17. The Next Step:Advanced RecordsManagement
  18. 18. Traditional Approach• Compliance Focus• Classify• Retain• DisposeOne Hierarchy To Rule Them All!What is traditional?• Risk Mitigation• Regulatory• e-Discovery
  19. 19. Traditional Failings• Obtrusive Experience• More Metadata• More Steps• More Burden!• System Integration• Siloing• Decreased Access• Circumventing• Cost $$$$What’s going wrong?• Lack of Alignment• Collaboration• Business Processes• Behaviors
  20. 20. Success Strategies• Automation• Metadata• Classification• Declaration• User Experience• Simple• Seamless• TransparentHow do you achieve success?• Business Alignment• Processes• Metadata• Behaviors• Contextual Surfacing• Trust• Superseded• Obsoleted• Vital• Surfacing (not linking)
  21. 21. The Answer:Collabware CLM
  22. 22. Collabware CLM• File Plan Management• Event-based Disposition• Bulk Disposition• Physical RecordsAddressing the gaps in SharePointFor Detailed Gap Analysis:http://www.collabware.com/Products/CLM-for-SharePoint/Pages/Comparison.aspx
  23. 23. Collabware CLM“A single pool of enterprise content, automaticallycategorized, policy controlled, and contextuallyavailable.”- The Collabware CLM VisionRecords Management Software for SharePoint
  24. 24. Collabware CLM• Compliance Control• Centralized File Plan management• Automatic SharePoint configuration• Enterprise-wide, multi-lingual, multi-farm• Rules-based automatic contentcategorization• Anytime content is added/updated• Rules-based automatic record declaration• Globally unique content identifiers• 10 character alpha-numeric(ex: JLM56R3DSG)• Assigned to all content(not just documents)Records Management Software for SharePointWhy do you need it?• Put control in the hands of theRecords Managers• Gain insight into what contentyou have and what state is it in• Automatically, and properly,configure SharePoint• Decrease reliance on IT servicesand support
  25. 25. Collabware CLM• Retention and Disposition• Advanced time and event-based retention• Case file events• Cross-subject events• Bulk, list-based disposition approval• Multi-step approvals• Certificate of Disposition• Side-by-side physical and electroniccontentRecords Management Software for SharePointWhy do you need it?• Automatically enforce properretention and dispositionschedule• Support event-based retentioncalculations• Efficiently manage distributeddisposition approvals acrossmultiple participants
  26. 26. Collabware CLM• Record Declaration• Any content can become a record• Documents and Document Sets• List Items, Blog Entries, Web Pages,etc.• In-Place/Centralized Storage• In-Place record storage• Centralized repository record storageRecords Management Software for SharePointWhy do you need it?• Manage the lifecycle of all ofyour enterprise content• Support hybrid In-Place/Repository solutions whereactive records are managed In-Place and then moved tocentralized repository for semi-active of final dispositionretention
  27. 27. Collabware CLM• Insight• Categorize content before declaration• Complete item-level audit history• Presented to users/RMs• Accessible through open datawarehouse• Productivity• Surface content to users in context• Query-based content selection• Configurable result presentation• Support for user personalizationRecords Management Software for SharePointWhy do you need it?• Organize your content frombeginning to end of lifecycle• Increase productivity by havingcontent come to the users –where and when they need it
  28. 28. Thank YouDon MillerVice President of SalesConcept Searchingdonm@conceptsearching.comTwitter @conceptsearchGraham SibleyCEOCollabwaregsibley@collabware.comTwitter @collabware