Recent presentation to AIIM Service Company Executive Forum.

1. SHAREPOINT 2010:
EMBRACE IT, ENHANCE IT AND EXTEND IT
Mike Alsup
November 5, 2010
Prepared for AIIM Services Executive Forum
1

2. AGENDA
• Challenges that SharePoint Content &
Records Mgmt. Must Address
• Best Practices:
• Electronic Records Mgmt.
• SharePoint Content & Records Mgmt.
• Foundation for a Best Practices Framework
• Implementing SharePoint 2010 ECM & RM
• How to Succeed in SharePoint
 The Problem asdfasdfasdf
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 Current State of the Art
 New Tools and Features
 SharePoint Best Practices
 We’re Excited!
 You Should Be Too!
2

3. ALSUP FRAME OF REFERENCE
• 34 Years as ECM/RM Consultant/Integrator
• Accenture, Booz, Allen, BSG, Align Solutions / Luminant, Gimmal Group
• 1980 career goal: help clients move from paper-based processes to automated
document mgmt. processes
• Assumption: this was beyond the span of my career
• Last four 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, 2000-8), President (1997-2000)
• International Board  Member (1999 – 2001, 2007 – 2010)
• AIIM Conference Committee  Member (1995-2000, 2004-2007), Chair – 2000
• Accreditation/Education Committee  Member (1997-2010)
• EmTAG  Member (1998 – 2010), Chair (2004 – 2006)
• AIIM SharePoint Course
• We built it. We like it. We are certifying our entire team
3

4. GIMMAL COMPANY FACTS
• Enterprise Content & Records Mgmt. Experts
• Content and Records Management Specialists
• Trusted Advisors on large EMC programs
• 150 + clients with household names
• Thought Leadership
• Nationally Recognized
• Founded 2002 – NYC, Houston, Washington
• Team averages 10+ years of experience
• Some of industry’s best known experts
• Broad Experience
• Clientele – Fortune 200 & government
• Experience with all leading vendors
• Especially EMC and SharePoint
• Especially Enterprise RM deployments
4

5. TOP 10 13 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?
• How do I get Executives to Care?
5

6. UNGOVERNED “ORGANIC” ENVIRONMENT
Top Site Portal
Issues:
1. Chaos grows with new sites
• No central site directory
• Each site has own look and feel
• Navigation is inconsistent
• No standard security model
1. Different definitions of content
• Site 1 has “Invoice – Purchasing”
• Site 2 has “Invoice”
2. Content volume increasing rapidly
• Many convenience copies
3. Metadata mgmt. is inconsistent
4. All content is retained forever
5. How are Records managed?
6

7. UNGOVERNED “ORGANIC” ENVIRONMENT
Top Site Portal
How are you
going to
support this?
How do you
govern this?
Some sites may be connected to
Portal, others not
7

8. SharePoint
2007
Foundation
Content
Services
Taxonomy
Services
Classification
Services
Retention
Services
Legacy App
Interfaces
Legacy
EDM
Basic
Classification
Basic
Retention
File SystemsRemovable
Media
Exchange
2007
Legacy AppsLegacy EDM
UserManual&Semi-AutoRules&PoliciesData(FullyAutomatedRules)
Explorer
Outlook
2007
Default
Classification
***
Default
Classification
***
Default
Retention
Message
Specific
Classification
Default
Classification
Default
Retention
Paper Storage
Native
ECM/RM
ECM/RM
Advanced
Content
Services
Taxonomy
Services
Classification
Services
Retention
Services
Records
Management
Services
KNOWLEDGE WORKER CONTENT USAGE
Office
2007
SharePoint
2007
Search / Navigation / Taxonomy
8

9. KNOWLEDGE WORKER CONTENT USAGE
Legacy App
Interfaces
Legacy
EDM
Basic
Classification
Basic
Retention
File Systems SharePoint
2007
SP 2010Removable
Media
Office
2007
Exchange
2007
SharePoint
2007
Legacy AppsLegacy EDM
UserManual&Semi-AutoRules&PoliciesData(FullyAutomatedRules)
Explorer
Foundation
Content
Services
Taxonomy
Services
Classification
Services
Retention
Services
Advanced
Content
Services
Taxonomy
Services
Classification
Services
Retention
Services
Records
Management
Services
Message
Specific
Classification
Default
Classification
Default
Retention
Default
Classification
***
Default
Classification
***
Default
Retention
Outlook
2007
Message
Specific
Classification
Default
Classification
& Retention
Taxonomy,
Classification,
Retention, &
Records Mgmt.
Services
Default &
Calculated
Classification
Default
Retention
Default &
Calculated
Classification
Default
Retention
Contenders:
IBM
OpenText
HP Trim
EMC
Microsoft
Paper Storage
ECM/RM
Native
ECM/RM
Search / Navigation / Taxonomy
• Many Moving Parts
• Enterprise is Key
• Lifecycle is Key
• This is a Journey
9

10. WHAT 2010 MARKET IS TELLING GIMMAL ABOUT SHAREPOINT?
Client Strategy/
Roadmap
Share Drive
Migration
EMC|
Documentum
Open Text/
IBM|FileNet
Lifecycle/
Workflow
Intranet /
Dept. Portal
SharePoint
Framework?
Mega Energy
Fin Services
Med Energy
Med Energy
Fortune 400
Fortune 200
Fortune 50
Mega Energy
Med Energy
Med Energy
Considering Replacement
ECM Solution Replacement drove Gimmal Opportunity
H1 -2010
10
Plus 25 more companies since end of Q1

11. MICROSOFT VIEW OF SHAREPOINT PRODUCTS
Foundational ECM
 Limited Support for Products
Document
Mgmt.
Records
Mgmt.
Web
Content
Mgmt.
Rich
Media
Mgmt.
Document
Output
Mgmt.
Email
Archiving
Human
Centric
Workflow
Supplemental ECM
 Embrace and extend SharePoint with Product Partners
Physical, DoD
Records
Mgmt.
Business
Process
Mgmt.
Transactional
Content
Mgmt.
Scanning and
Capture
Archiving &
Library
Services
SharePoint Framework

12. • File Plan
• Retention Schedule
• Legal Citations
• Legal HoldsRecords
Center
SHAREPOINT FRAMEWORK
• Content Types
• Information Policy
• Site Templates
• Document Templates
Optional:
StoragePoint
AvePoint
Documentum
Open Text
HP TRIM
Microsoft
External Blob
Storage (EBS)
( RBS)
Team Sites
MySites
Top Level Portal
• Lifecycle
• Taxonomy
• SP Features
• XML Config.
• Navigation
• Search
• Security
Information Lifecycle
Site
Provisioning
Master
Site
Managed
Metadata/
Content Hub
SharePoint
2010
File Plan /
Retention
Schedule
DoD 5015.2

13. 13
SHAREPOINT: ECM GOVERNANCE & COMPLIANCE

14. SHAREPOINT GOVERNANCE AND COMPLIANCE
• Best Practices for SharePoint
• Standardized Site Templates
• Publishing
• Collaboration
• My Sites
• Site Provisioning
• Functional Scoping
14

15. SharePoint Situations
• Lack of Information Lifecycle
• Content Types typically not used,
or not consistently
• Content retention and disposal
policies are not applied
per business rules
• Records Management separated
from content management
• Records Center not structured like
file plan or retention schedule
Best Practices Provide
• Well defined Information Lifecycle
• Standardized Content Types
• Taxonomy Master Model
• Retention rules applied to all content based
on Lifecycle State, Content Type or other
criteria
• Records Management is just another
state in the Information Lifecycle
BEST PRACTICES
FOR ENTERPRISE CONTENT & RECORDS MANAGEMENT

16. SharePoint Situations
• Non-standard site proliferation
• Administration not controlled
• Inconsistent application of security
• Content ownership unclear
Best Practices Provide
• Site Provisioning: controlled, workflow-
based process to deploy standardized and
compliant sites
• Adds administrative roles, controls
highly governed activities
• Standardized security model
• Standardized methods for assigning
site ownership
FOR GOVERNANCE AND COMPLIANCE
BEST PRACTICES

17. BEST PRACTICES
SharePoint Situations
• Lack of standards for locating content
• Over-reliance on search
• Single search box not functionally rich
• Unwanted search results
• Search results cannot be acted upon
• Ineffective or inconsistent use
of meta-data
• Lack of standard publishing model
• Lack of support for bulk functions
Best Practices Provide
• Standard site libraries & content types to
expedite navigation & define search scopes
• Extended search and search results
• Meta-data rules inheritance support
• Standard publishing model
• Drag and drop support
FOR USABILITY
 AIIM SharePoint Training

18. APPLYING A FRAMEWORK
Top Site Portal Some sites may be connected to
Portal, others not
18

19. • All TeamSites start
out the same
FRAMEWORK SITE MODEL
Enterprise
Intranet
Site
Collection(s)
= User Navigation
Organization,
Project,
Workgroup &
Community
TeamSites
19

20. FRAMEWORK SITE MODEL
• All TeamSites start
out the same
• Sites will be
configured to meet
individual team
needs
• But standards for
usability and
governance will
always apply
Organization,
Project,
Workgroup &
Community
TeamSites
Enterprise
Intranet
Site
Collection(s)
= User Navigation
20

21. FRAMEWORK SITE MODEL – ADDING MYSITES
Organization,
Project,
Workgroup &
Community
TeamSites
Enterprise
Intranet
Site
Collection(s)
= User Navigation
MySites
• All TeamSites start
out the same
• Sites will be
configured to meet
individual team
needs
• But standards for
usability and
governance will
always apply
21

22. SITE PROVISIONING
• Produces standardized environments
• Security groups and membership
• Roles
• Pages and navigation
• Web Parts
• Lists
• Document Libraries
• Content Types
• Site and library columns and auto-
population rules
• Custom functions
• Leverages request and approval workflow
 Content Types & Features
• Limits Local Admin’s to local needs
• Minimizes “Administration” training
• Ensures governance settings
• Supports all Site Templates
• Publishing
• Collaboration
• Organization
• Project
• Community of Practice
• Personal (MySites)
Standardized Site Templates
22

23. 23
SHAREPOINT RECORDS MANAGEMENT

24. SHAREPOINT 2010 RM CAPABILITIES
• Managed Metadata
• Content Types
• Content Organizer
• Document Sets
• Records Management
24

25. SHAREPOINT 2010 RECORDS MGMT.
• SharePoint 2010 Records Center
• Metadata-Driven
• Massively Scalable
• Hierarchical Archive
• Supports Multi-Stage Disposition
• Supports Holds
• Supports In-Place Records Mgmt.
• “How can we add value to that?”
25

26. Business
Function
Legal (LEG)
Retention
Category
(Big Buckets)
LEG01:
Contracts
LEG02:
Litigation
Record Type
Employee
Agreements
Vendor
Contracts
Bankruptcy
Files
Mediation
Records
SharePoint
Content
Type
Employee
Agreements
Master Service
Agreements
Non Disclosure
Agreements
Statements of
Work
RETENTION SCHEDULE STRUCTURE - MOSS
26

27. RETENTION SCHEDULE STRUCTURE
Business
Function
Legal (LEG)
Retention
Category
(Big Buckets)
LEG01:
Contracts
As long as contract
is active + 6 years
LEG02: Litigation
As long as matter is
active + 10 years
Operational
Content Type
Local Content
Type
Enterprise Content Type *
Legal Matter
Required
Metadata:
Document Type,
Effective Date,
Entity
Retirement Date
* Required: Information Governance Metadata - Owning Org, ILC State, ILC Date, Creation Date, Last Modified Date
Contract Record
(LEG01)
Required
Metadata:
Party to Contract
Civil Litigation
Record
(LEG02)
Required
Metadata: Matter
Name, Matter
Number

28. Team Sites
Controlled
Information
Site
Controlled
Information
Site
Controlled
Information
Site
Controlled Site Collections
Transfer Ownership
Record Snapshot
Information
Lifecycle
SHAREPOINT 2010 SITE MIGRATION MODEL
28

29. 29
CONTENT CLEANUP AND MIGRATION

30. 0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
WHAT ARE CLIENTS STORING?
30%-50%
not
needed
Total Storage Approximately 4 TB

31. Share Drive Migration
• Plan  Discovery  Info Arch  Query Construction  Execute
• Process:
• Crawl share drives & legacy SharePoint sites  classification information
• Tag content with best fit Content Types
• Suggest a navigating taxonomy for SharePoint sites
• Users review, iterate & accept taxonomy
• Best Practices accelerate effort
• Migrate content to the SP sites
• Have a Plan for File Shares Post-Migration
• Goal  do all of this automatically except review
• Benefit  Compliant SharePoint sites
Crawling and Classification
SharePoint
Sites
Share
Drives

32. SharePoint Services Opportunities
32

33. SERVICES OPPORTUNITIES – LIFECYCLE MODEL
Temporary
Work In
Progress
Final
Search
Content Organization and
Structure
Content Governance
Definition
Administration
Security
Content Types
Metadata
Content Analysis and
Reporting
Periodic Content
Crawling & Reporting
SEF w/ RMA
Components
Documentum RPS and
Open Text RM
Configuration/Integration
eTrash (ROT) ID and
Removal
Retention, Purging
& Disposition Reporting
Content Classification &
Tagging
Content Themes,
Structure and Proposed
Navigation
Content
Migration Preparation
Content
Migration
RIM Strategy/Planning
Retention Schedules:
Develop & Refine
Big Buckets
Legal Research
RIM Policy/Procedures
Storage Management
and Organization
3rd Party Records
Solutions
(Vendor Selection)
SharePoint RMA
(DoD 5015)
Legal Hold and Disposition
Legacy
Overall Opportunities
• Roadmaps & Program Planning
• Business Case Development and ROI
• Information Lifecycle Definition
• Point Solutions (e.g., E&P Portal)
• Other (Architecture, Integration, etc.)
SEF-Lite
(for SP governance)Capture (Scan, Fax)
Email Management
Migration Strategy:
• Share Drives
• SharePoint 2003
• MOSS 2007
• Documentum
• FileNet
• Open Text
• Other ECM
File Share Strategy:
Crawl, Purge,
Integration
Records Mgmt Support:
• RM Strategy
• Legal / eDiscovery
• Multi-Repository
Strategy
• Retention Schedule
• RM Vendor
Assessment
• Storage Strategy
SharePoint Roadmap:

34. HOW WE GET STARTED WITH SHAREPOINT
• Define SharePoint RM Roadmap, including SharePoint 2010
• Define your SharePoint ECM and RM partner / product ecosystem
• Define your Content Type and Site Provisioning Templates and Inheritance
• Provide a Foundation for Consistent Team Sites and MySites
• Define an Enterprise Information Lifecycle
• Separate from business process
• Enforced across multiple repositories
• Achievable with a practical minimum of user involvement
• Enable SharePoint & RM Governance and Policy with a Framework
• Not just Infrastructure Governance  Content and Records Governance
• With Support and Refresh of a Records Management Program(s)
• With Support and Refresh of a Legal and eDiscovery Program(s)
• Prioritize the Projects for Enterprise Deployment of SharePoint RM
• The best time is with a new version of SharePoint (e.g. 2010!)
10 – 12
Weeks
34

35. BUSINESS CASE FOR SHAREPOINT 2010
Software
Cost/Savings
Hardware
Cost/Savings
People:
App Dev
People:
Admin/Maint
SharePoint SharePoint licensing is
expensive, but it
provides the
foundation for many
additional applications
and capabilities
More hardware and
infrastructure is
required, but it is
standardized.
More application
development, but
lower cost of
SharePoint skills
(eventually they are a
commodity)
More administration
and maintenance,
because more work is
done in SharePoint, but
skills become a
commodity
Portals  SharePoint Significant Savings from
conversion after
SharePoint is licensed
Savings from
infrastructure
consolidation
Savings from
application
consolidation
Significant Savings from
maintenance reduction
and app consolidation
WCM  SharePoint Significant Savings
from conversion after
SharePoint is licensed
Savings from
infrastructure
consolidation
Savings from app
consolidation, but
expensive to build
websites in SharePoint
Significant Savings from
maintenance reduction
and app consolidation
ECM  SharePoint Significant Savings from
conversion after
SharePoint is licensed,
Eventual savings from
infrastructure
consolidation
Savings from
application
consolidation after
conversion
Significant Savings from
maintenance reduction
and application
consolidation
Share Drive Migration Cost of Migration Tool Significant Storage
Savings, both initially
and ongoing
Minimal Minimal
Infrastructure Significant Savings after
SharePoint is licensed
Significant Savings from
infrastructure
consolidation
Significant Savings from
infrastructure
consolidation
Significant Savings from
infrastructure
consolidation

36. BENEFITS OF A SHAREPOINT APPROACH
CFO/CEO CIO General Counsel
Business Case Organizational
Demand
Responsive &
Compliant
• Lower Cost
• Platform Consolidation
• Lower Cost of Skills
• Information Maintained
as an Asset
 ROI
• Eliminates Share Drive &
SharePoint Sprawl
• Improves Info Access
• Lowers Storage Cost
• Simplifies Infrastructure
• Uses Commodity Skills
(already in house)
 User Acceptance
• Defensible Processes
• Less “Hair on Fire” at
eDiscovery Time
• Confidence to Accept
Automated Disposition
 Lower Risk
Easier with SharePoint
36

37. HOW TO SUCCEED IN SHAREPOINT
• Learn about the SharePoint Ecosystem
• Learn to Play in the SharePoint Ecosystem

38. MICROSOFT VIEW OF SHAREPOINT PRODUCTS
Foundational ECM
 Limited Support for Products
Document
Mgmt.
Records
Mgmt.
Web
Content
Mgmt.
Rich
Media
Mgmt.
Document
Output
Mgmt.
Email
Archiving
Human
Centric
Workflow
Supplemental ECM
 Embrace and extend SharePoint with Product Partners
Physical, DoD
Records
Mgmt.
Business
Process
Mgmt.
Transactional
Content
Mgmt.
Scanning and
Capture
Archiving &
Library
Services

39. SHAREPOINT ECOSYSTEM OF ECM PRODUCTS
Physical, DoD
Records
Mgmt.
Business
Process
Mgmt.
Transactional
Content
Mgmt.
Scanning and
Capture
Archiving &
Library
Services
39
KnowledgeLake
File Trail,
OmniRIM (AS),
LaserFiche,
HP Trim
Nintex, K2,
Global360,
Metastorm
Hyland,
Oracle,
SAP
Kofax, ECopy,
Readsoft,
Atalasoft,
Kodak
Metalogix,
MetaVis
AvePoint,
Quest,
HP Trim
EMC
IBM
Open Text
Tools: AvePoint, Idera, Quest, Neverfail
Email: Symantec, CommVault, Mimosa, EMC|SourceOne, Proofpoint
Connectors: ESRI, Intergraph, SAP
Share Drive Migration: StoredIQ, Kazeon, Active Navigation, Digital Reef, Concept Searching
Search: FAST, Autonomy, Coveo, Google, Metacarta, EDiscovery Vendors
SharePoint Services Partners: KnowledgeLake, Hitachi, Catapult, Gimmal, KPMG, + many

40. LEARN TO PLAY IN THE SHAREPOINT ECOSYSTEM
• Best of Breed (SharePoint) has Won over ECM Suites
• Alfresco, EMC, IBM and Open Text are Dis-Integrating into components
• The market is energized as it goes from Dept. to Enterprise
• The ecosystem is searching for great partners
• SharePoint is Expensive
• Add-on components are expensive
• Customization is expensive
• Business Case is critical
• SharePoint Skills are a major issue
• SharePoint skills are not like ECM Skills
• Systems integration is not like ECM configuration
• SharePoint enables Records Management to Finally Happen
• The Retention Trifecta  Share Drives, SharePoint & Email

41. OPPORTUNITIES FOR SERVICES COMPANIES
• Quick Wins:
• Traditional Scanning in SharePoint-ready format
• KnowledgeLake, Kofax, EMC|Captiva
• Consolidation to a Single ECM/RM Platform
• From OTG, AX, Optika, Stellent, LaserFiche, Trim, ViewStar, IManage,
PC Docs, Documentum, FileNet, and Open Text
• Share Drive Migration
• SharePoint Records Management
• Build skills in a Vertical Market
• Hyland Examples
• KnowledgeLake Examples
• Ready, Set, Go
• This may be the biggest ECM & RM services opportunity Ever
• It started in the mega-enterprises, but its biggest impact is in SMB
• There is no place to hide  Play to win
• Build your team and their SharePoint skills
• Get visible in this market
 AIIM SharePoint Training

42. TOP 10 13 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?
• How do I get Executives to Care?
42

43. DISCUSSION / QA
43